Guidelines for audio-conference PhD oral examinations

The telephone conferencing system in University Centre, Room A207a, may be used for the express purpose of connecting an External Examiner at a distant site to the location of the oral examination (master's or PhD) at the University of Victoria.

  • The Graduate Studies office should be contacted immediately to determine whether the Graduate Studies' boardroom (University Centre A207a) is available for the student's defense on the proposed date and time.
  • It is the supervisor's responsibility to contact and confirm the External Examiner's availability and willingness to participate in an audio-conferencing oral examination. To attain a clear connection, the person at the distant site needs nothing more than a regular phone.
  • It is the responsibility of the student's supervisor to contact the External Examiner at least 24 hours before the examination to confirm the time of the call and phone number.
  • It is highly recommended that the supervisory committee, the student, and the chair of the examination arrive at the audio-conferencing room at least 10 minutes before the oral examination is to begin.  If the Graduate Studies' boardroom is booked for the defense, Graduate Studies staff will phone the External Examiner prior to the exam to test the quality of the telephone connection.
  • When the committee is ready to begin the examination, Graduate Studies staff will place the call to the External Examiner via the audio-conference equipment to ensure the call is connected.
  • It is the responsibility of the academic supervisor to ensure the External Examiner receives the Thesis/Dissertation Approval form for signature after the defense. This document is then submitted to Graduate Admissions and Records Office as part of the student's final submissions. Please contact the for further information regarding this document or what is required for final submissions.
  • For PhD oral examinations with the External Examiner at a distant site, the Faculty of Graduate Studies will cover the cost of the telephone call for conducting the oral examination.

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