phd thesis defense guidelines thesis package …...phd thesis defense guidelines & thesis...
TRANSCRIPT
PhDThesisDefenseGuidelines
&
ThesisPackage
SubmissionForms
Pleasenote:
Allfullyandaccuratelycompleteddefense
documentationfortheSGSFinalOralExam(FOE)must
besubmittedtotheIMSaminimumof9working
weekspriortotheexaminationdate.
ForaDepartmentalOralExam,allfullyandaccurately
completeddefensedocumentationmustbesubmittedto
theIMSaminimumof6workingweekspriortothe
examinationdate.
TableofContents
EligibilitytoDefend...............................................................................................................................................3 TimelineforCompletion......................................................................................................................................3 FeesandBursariesintheFinalYear................................................................................................................3 ConfidentialityandIntellectualProperty......................................................................................................4 PhDCandidacy..........................................................................................................................................................4 TheThesis...................................................................................................................................................................4 ThesisPreparationGuidelines............................................................................................................................5 ThesisFAQs................................................................................................................................................................9 FinalProgramAdvisoryCommittee(PAC)ApprovalforDefense....................................................10 WaiveroftheIMSDepartmentalOralExamination...............................................................................11 SchedulingtheExamination(s).......................................................................................................................12 DepartmentalOralExamination.....................................................................................................................13 MembersoftheDepartmentalOralExamCommittee..........................................................................14 DepartmentalOralExaminationRulesofProcedure.............................................................................15 TheSGSFinalOralExam...................................................................................................................................17 MembersoftheFinalOralExaminationCommittee..............................................................................18 ExternalExaminerCriteria................................................................................................................................19 FinalOralExamRulesofProcedure.............................................................................................................20 ExaminationDayTips.........................................................................................................................................22 SubmissionoftheFinalThesis........................................................................................................................23 GeneralFAQs...........................................................................................................................................................23 StaffContacts..........................................................................................................................................................25 PhDThesisDefenseandProgramCompletionChecklist.....................................................................26 ThesisSubmissionChecklist(mandatory).................................................................................................28 PhDDepartmentalOralWaiverRequestForm.........................................................................................29 FinalOralExaminationExternalExaminerNominationForm..........................................................31 PhDThesisDefenseNominationForm........................................................................................................32
SGSFinalElectronicThesis&DissertationSubmissionChecklist...................................................33 SGSFOECommitteeMembershipRequirements.....................................................................................34
IMS PhD ThesisDefenseGuidelines—Page 3
EligibilitytoDefend: ThesuccessfulPhDCandidateisexpectedto:
• Havecompletedallrequiredcoursework.• AchievedPhDCandidacy.• Beanexpertintheirspecificareaofknowledgeandwell-versedingeneralknowledgeofthefield.• Produceathesisthatisroughlytheequivalentofthreefullresearchmanuscriptsinapeer-reviewed
scientificjournal.Priorpublicationisencouraged. ThePhDFinalOralDefenseproceduresincludeafinalProgramAdvisoryCommittee(PAC)meeting,andtwooralexaminations:thePhDDepartmentalOralExamination(IMS)andtheFinalOralExamination(SGS). Bothexaminationsincludeastudentpresentation,questioningandvote.Somestudentsbenefitfromtwoexaminations.Forothersitisredundant.TheDepartmentalOralExamcanbewaiveduponrequest.ThewaivingoftheDepartmentalOralExaminationisaformalprocessandtherequirementsandproceduresareoutlinedonpage11-12ofthisdocument.
TimelineforCompletion AtimelinefordegreecompletionisavailableontheIMSwebsitehere.
WritingupanddefendingyourPhDthesistypicallytakes7-12months(3-4monthsforwriting,1-3monthsforthesisproofing/review,and3-5monthsfortheexaminationprocess). Toensuretimelycompletion,youshould:
• ReviewthesePhDdefenseguidelinespriortostartingtowritethethesis.• DiscusstheprocesswithyourSupervisorandPACmembersasearlyaspossible.• Completecourserequirementsearlyintheprogram.• SendregularthesisdraftstoyourSupervisorandPACcommitteetoreviewandsetdeadlinesforreturn
comments.AllowatleastonemonthforreviewofthefinaldraftbythePACmembers.• Bookallmeetingswellinadvance.• ReviewtheCompletionChecklistintheseguidelines.• MeetwithaGraduateCoordinatorifthereareanyconcernsaboutthedefense.
FeesandBursariesintheFinalYear Feesinthefinalyearofyourdegreeareleviedonamonthlybasis. Youhaveuntilthe15thofeachmonthbeforefeesarechargedforthatmonth.Forexample,ifyouelectronicallysubmityourfinalthesistoSGSbyApril15th,youwillonlypayfeesforMarch.IfyousubmitthefinalthesisafterApril15th,youwillpayfeesforApril.
Forcomprehensiveinformationonfeesinyourfinalyear,visitFinalYearFeesontheSGSwebsiteorcontacttheStudentAccountsOffice.
StudentsarerequiredtopayoutstandingUniversityfeesbeforetheirFinalOralExamination.
ApplyforaDoctoralCompletionAward(DCA):PhDstudentswhoareinthefirstyearoutsidethefundedcohortmayapplyforaDCA.
IMS PhD ThesisDefenseGuidelines—Page 4
ConfidentialityandIntellectualProperty MakeanappointmentwithaGraduateCoordinatorearlyinyourdegreeifyourstudentstipendisderivedfromacontractoryourresearchprojectisassociatedwithanindustrialcontract.Industrialsupportofresearchmaylimitthecommunicationofresearchfindings. Thismayaffectyourthesisanddefense.GuidelinesforFacultyofMedicineGraduateStudentsandSupervisorsintheContextofCommercializationofInventionsbasedonThesis-RelatedResearchisavailablehere.
PhDCandidacy
Bytheendofyear3oftheprogram,allPhDstudentsareexpectedtohavecompletedspecificdegreerequirements,exclusiveofthesiswritinganddefense. Theseare:
Courses:• MSC1011Y:indicatedonthetranscriptoracademichistorywithaCRuponcompletion.Forquestions
relatedtothiscourseplacegetintouchwiththeCurriculumOfficerintheIMS([email protected]).
• ForstudentswithaMScdegree:Onefullgraduatecourseequivalent.• ForPhDDirectEntrystudentsorMScstudentswhotransferredtothePhDprogram:Twofullgraduate
courseequivalents.• Additionaldegreerequirementsforacollaborativeprogram,ifapplicable.Checkwithyour
collaborativeprogramadministratorforspecificrequirements. Theseareminimumcourserequirements. YourSupervisorandPACmayrequestthatyoutakeadditionalcoursestowardsyourdegree. CheckonROSI/ACORNtomakesureyouhavebeencorrectlyenrolledandcreditedforyourcourses.
• RegularPACmeetings:atleastfourPACmeetingsmusthavebeenheldandreportsfiledintheIMS
officebytheendofyear3ofthePhD.ForstudentswhohavetransferredtothePhDfromtheMasters,yourtransferexamdoesnotcountasaPACmeeting.Similarly,thequalifyingexamforPhDstudentsdoesnotcountasaPACmeeting.
ForcandidacyrelatedquestionspleasegetintouchwiththeAdmissionsOfficerintheIMS([email protected]).
TheThesis YourSupervisorandPACareresponsibleforguidingyouaboutthesiscontentandresearchcompletion.TheSupervisorandPACshouldensurethattheyarepromptinreviewing,correcting,andeditingthesisdrafts.MakesurethatyourSupervisorandPACrevieweachpartofyourthesisasyouwrite.Thisprocesswillhelpyoutomakecorrectionsandchangesearlyandhelpyoutomaintaincontinuitythroughoutthewritingprocess.Peer-reviewedpublicationisrecommended.
TheresearchcontentofaPhDthesisisroughlytheequivalentofthreefullresearchmanuscriptsinpeer-reviewedscientificjournals. Thisvariesbydiscipline. Someresearchconsistsofonelargestudy(e.g.,aclinicaltrial)thatmayresultinonemajorpublication;otherresearchprogramsmaygeneratetheequivalentofseveralpublications. Youareexpectedtobeanexpertinyourspecificareaofknowledge.
IMS PhD ThesisDefenseGuidelines—Page 5
Thesisworkwillreflectanoriginalcontributiontonewknowledge,andyoushouldhavedemonstratedanappropriatelevelofscholarshipinyourchosenfield.
Beforewritingyourthesis:• ReviewtheSGSguidelinesforthepreparationandformattingofthethesis. Payparticularattention
totheformattingandcopyrightinstructions.• Consulttheformatofpreviouslycompletedtheses.• YoucanviewthesesonlineatThesesCanadaorT-Space.
ContributionsofOthersToYourProject:
DiscussthiswithyourSupervisor. AcknowledgeothersproperlyintheContributionssectionofyourthesisandbereadytodefendworkbyothersusedinyourthesis. Clearlystateyourowncontributioninthethesis.
ResearchIncludedinyourPhDthesis:
YourPhDthesisshouldonlybecomposedofworkdonewhileenrolledinthePhDprogram. Itshouldnotincludeworkcompletedduringpreviousdegreesoremployment.
MultiplePublicationsGeneratedDuringYourResearch:
Iftheyarerelatedtoyourmainhypothesis,youmaypresentthemasseparatechaptersinthethesis.Iftheyarenotdirectlyrelatedtoyourmainresearch,youmayadditasanappendixinthethesis. However,bereadytoanswerquestionsraisedfromsuchwork. Twocommonlyusedformatsare:
• Ifthemethodsaresimilar,putthemtogether,thenpresentresultsasseparatechapters.• Ifdifferentmethodsareused,eliminatetheMethodschapterandpresentmethodsinseparate
chapters Whichcomesfirst?Publicationoftheresearchordefenseofthethesis?
TalktoyourSupervisoraboutthisandcometoanagreementearlyoninyourprogram. YourSupervisorhasavestedinterestinpromptpublication. Youhaveaninterestinaquickdegreecompletion. BookanappointmentwithaGraduateCoordinatorifthereisdisagreementoverthis.
ThesisPreparationGuidelines DetailedguidelinesonthetechnicalaspectsofthesispreparationandformattingcanbefoundontheSGSwebsiteunderProducingYourThesis.
ElectronicThesisPreparationandSubmission:
DoctoralstudentsmustsubmitthefinalversionoftheirthesistoSGSinelectronicform.Althoughonlythefinalapprovedthesis(aftertheFinalOralExamination)issubmittedelectronically,youmustprepareyourthesisaccordingtoSGSguidelinesforultimateelectronicsubmission.
IMS PhD ThesisDefenseGuidelines—Page 6
Electronicthesesanddissertation(ETD)instructionsandtemplatesareavailablethroughtheSGSweb-sitehere.
Thedigitalcopyofthethesiswillbeconsideredthe“official”versionofthethesis.EachETDwillbeas-signedapermanentURL-aURLthatwillnotchange-thusensuringreliableaccesstothedigitalversion.
Finalthesesarehousedin“T-Space”,theinstitutionalresearchrepositoryfortheUniversityofTorontocommunity. ETDswillnormallybereleasedonline2-5weeksafteryourconvocation;releasemaybedelayedbycompletingarestrictthesisreleasedateform.
Awebsite,styletemplates(e.g.,Word)andworkshopshavebeendevelopedtoassiststudentswiththeproductionandsubmissionofETDs.AdobeAcrobatwillberequiredtocompletethePDFconversion(availableinexpensivelythroughtheUofTsitelicensing).AcomputerintheInformationCommonsequippedwiththissoftwarehasbeendesignatedasanETDworkstationandtheHelpDeskatInformationCommonsisavailabletorespondtotechnicalenquiries.
Forquestionsrelatedtoelectronicsubmission,[email protected]
Format:
Yourthesismaybepreparedinacontinuous“traditionalformat”,whichincludesthefollowing:• Abstract• Acknowledgements• Contributions• IndepthLiteratureReview• Aims/Hypotheses• DetailedMethodssection• DatapresentedinacentralResultssection• ADiscussionthatdescribestheplausiblerangeofinterpretationsforyourwork• ConclusionsandFutureDirections
Alternatively,youmaychoosea“paperformat”. Inthiscase,yourthesisworkisorganizedasfollows:• Abstract• Acknowledgements• Contributions• LiteratureReview• Aims/Hypotheses
Followedbyaseriesofself-containedchapters,eachcontainingafocused:• Introduction• Methods• Results• Discussion/Conclusion
Followedby:• GeneralDiscussion
IMS PhD ThesisDefenseGuidelines—Page 7
• Conclusions• FutureDirections
Thedecisionastowhichformattouseisbestmadeearlyinthewritingprocess,inconsultationwithyourSupervisor.Ingeneral,thechoicedependsuponthestageyouareatinthepreparationofpublicationsandwhetheryourthesisismostreadilyviewedasonecontinuousworkorasetofrelatedstudiesthattogethertellyourstory.Abstract:Thecentralhypothesis,rationaleandresearchaimsshouldbeclearlyandexplicitlylaidout,alongwithinterpretationoftheresultsforeachcomponentofyourexperimentalwork. Statewhatyouhavefoundratherthan“resultswillbediscussed.”Keeptechnicaljargonanddiscussionofbackgroundtoaminimum.Endeavourtoexplainthefindingsandtheirsignificanceatalevelthatisunderstandabletosomeoneworkingoutsideyourfieldofinterest. Adoctoralthesisabstractcannotexceed350words.
Acknowledgments:Thisiswhereyoumayincludepersonalthankstomentors,friendsandfamily.
Contributions:Explicitlyacknowledgethecontributionsoftechnicians,trainees,collaborators,facultymentorsandfundingsourcestotheexperimentalwork,analysesandwritingofthethesis.Beprecise,inclusiveandaccurate.Images,dataandtexttaken,oradaptedfrommaterialontheweb,papers,orbooks,requireattributionandcannotbeusedwithoutpermissionfromthecopyrightowner. Besuretoincludeformallettersofpermissiontoincorporateanypublishedmaterialsinyourthesis.MoreinformationoncopyrightissuesandatemplateforpreparingcopyrightlettersofpermissionareavailableonlinefromtheSGSwebsiteundertheCopyrightsection.
ListofAbbreviations:Allbutuniversallyacceptedabbreviations,suchasunitsofmeasure,shouldbelistedandshouldbeexplainedinthethesistextonthepagewheretheyarefirstused. Forguidanceonwhatabbreviationsneednotbelisted,consulttheCouncilofScienceEditorsManualforAuthors,Editors,andPublishers(availablethroughtheUofTGersteinLibrary,orforpurchasehere),fortheinstructionstoauthorsprovidedbyrespectedjournalsinyourdiscipline.
ListofFiguresandListofTables:Includethepagenumbersforthefiguresandtables.Figuretitlesshouldbeshortandself-explanatory.Leavedetailstothelegends.Allfiguresrequirealegend. Remembertoincludeerrorbars.Byskimmingthefiguresandlegends,areviewershouldgetaclearsenseoftheresultsinyourthesis.Itisrecommendedthatthefiguresbeembeddedwithinthetext,insteadofbeingcollectedattheendofthechapter.
LiteratureReview:TheLiteratureReviewisascholarlyreviewofthebackgroundtoyourresearchquestion. Itframesyourworkwithreferencetothehistoryofyourresearchquestion,relevanttheoriesandtheclinicalpicture,ifappropriate.Conceptsandterminologythatareusedinyourresearchshouldbeexplainedandyoushouldprovideareviewoftechnologies,approachesandanalyticalmethodsthatyouuse.Wheretherearegapsintheliteraturethatyourthesisaddresses,pointtheseoutandmentionhowyourthesisworkwillresolvethem.TherelevantliteratureshouldallbecoveredinthisfirstsectionsothattheDiscussion
IMS PhD ThesisDefenseGuidelines—Page 8
neednotintroducenewliterature(unlessitisextremelyrecent). ResearchAimsandHypotheses:Striveforclarity.Researchaimsframethegeneraloverridingpurposeoftheproject.Hypothesesaretestablepostulatesaboutthenatureofrelationshipsinyourfieldofstudy.Statehypothesesexplicitlyandsummarizetheargumentsbehindthem. Formosttheses,specificresearchquestionsareaseriesofexperimentalstepsyoutaketotestthehypotheses.Makesurethatresearchaims,hypothesesandspecificresearchquestionsareclearlyaligned. Inqualitativeresearchtheses,aims,hypothesesandkeyissuesofresearchdesigntypicallyemergeonlythroughengagementinthefieldofstudy. Differencesbetweenhypothesis-driveninvestigationandqualitativeresearchcangiverisetoconfusion,andparticularlysowhenmixedmethodapproachesareused. Ifindoubt,studentsshouldconsultwiththePACforguidanceonappropriateframingofthethesisresearchaimsandstructure,earlyinthewritingprocess.
Methods:Theseshouldbedescribedinsufficientdetailastoallowsomeoneelsetoreproduceyourwork. Ifanoveltechniqueisdescribed,thissectionshouldbequiteextensive. Ifthethesisispreparedinapaperformat,aconsolidatedGeneralMethodssectioncanbeusedtoprovidethenecessarydetail. Veryfinedetail(e.g.chemicalrecipes)canbeplacedinanAppendix.
Results:Ifyouarepreparingapaperformatthesis,simplyfollowinstructionstoauthorsandnormscommontorespectedjournalsinyourfieldforeachchapterofyourexperimentalwork. Ifyouareusingthetraditionalformat,youmayfindthatitusefultoprovidemoreinterpretationoftheresultsthanyouwouldinashortermanuscript.Thiswillhelpleadthereaderthroughthisextendedsection.Subheadingsthatindicatethe“bottomline”foreachsetofrelatedexperimentsareusefulinthepaperformatandessentialinatraditionalResultssection.
GeneralDiscussion:AGeneralDiscussionisrequiredinbothtraditionalandpaperformattheses. Inthepaperformat,discussionsectionswithinindividualchaptersdealwithresultsgermanetoexperimentsdescribedineachchapter.Incontrast,theGeneralDiscussionaddressesthethesisasawhole. Abitofrepetitionisinevitable.However,thedepthofanalysisinthissectiongoesbeyondyourspecificexperimentsandfindings.Thissectionshouldaddressthebroaderissuesraisedbyyourwork. IntheGeneralDiscussion,youneedtodiscusshowthediscretepartsofyourworkfittogether.Explicitlydiscussthehypotheses,howyourworkhassupportedthemandinwhatwaysithasnot. Wereyouraimsrealistic? Ifnot,whynot? Whatwerethelimitationsofyourapproach? Whathasyourworkrevealedthatisnovel? Howisitnovel?Doesitconformornottotheliteratureinyourfield(theliteratureyouhavecoveredinyourliteraturereview)?Inatraditionalthesis,thesingleDiscussionsectioncoversboththeinterpretationofparticularexperimentalresultsandtheselarger,contextualissues.
Conclusions:Thissectionshouldclearlystatethe“bottomline”ofyourfindings,includingareappraisalofyourhypothesesinlightofyourfindings-i.e.,whetheryourworksupportedorrefutedyouroriginalhypotheses.Thissectioncanalsospeculateontheimplicationofyourfindings.
FutureDirections:Wherewouldyoutakethisresearchprogram,wereyoutocontinueinthefieldoverthenext6months,
IMS PhD ThesisDefenseGuidelines—Page 9
2years,or10years? Whatarethemostimportantquestionsthatemergefromyourworkandreviewofthefield? Howwouldyouaddressthem?
References:AllreferencescitedinthethesisandallpublishedsourcesidentifiedintheContributionssectionmustbelisted. Ingeneral,citeprimarysourceswheneverpossible. Ifusingasecondarysource,makethisclear(e.g.“reviewedin....”).WhensubmittingyourthesistotheIMSandforexaminationitispreferredthatyouusethe(Author,Year)styleofreferencing throughoutyourthesis.Thisallowsexaminerstobetterkeeptrackofyourreferenceswhenreviewingyourthesis.YoucaneasilyandquicklychangethistonumberedreferencingpostdefensewhensubmittingyourfinalthesisonlinetoSGS. Double-checktoensurethatreferencesinthelistarecitedinthetextand,conversely,thatallcitationsinthetextarelistedintheReferencessection. Missingcitationsorreferencesarearedflagtoreviewers.
ThesisFAQs 1.Howlongshouldmythesisbe?
APhDthesisistypically150-300pagesplusreferences. Itincludes:
• ALiteratureReview(typically30-50pages)• StatementofHypothesesandResearchAims,(typically~2pages)experimentalworkequivalent
indepthtowhatwouldtypicallybecontainedin3-4peer-reviewedpapersinsubstantivejournals
• GeneralDiscussion(typically10-40pages)andFutureDirections(typically~4pages) ConsultwithyourSupervisorandPACtoensurethatyouhaveadequatelycoveredthebackgroundtoyourquestion,yourresultsandtheirsignificancetothefield. YoumayalsofindithelpfultodiscussyouroutlineandthesisplanswithoneoftheGraduateCoordinatorsorotherIMSfacultyfacilitators.Ifso,justmakeanappointment.
2.WhatfontsizeandspacingshouldIuse?
AccordingtoSGSguidelinesfontsizemustbeaminimumof10points.Youmayuseasmallerfontsizeforgraphs,formulas,footnotes,andappendices;avoiditalics.Youmustuseatleastone-and-a-halfspacing,exceptforthethesisabstract,whichshouldbedouble-spaced.Singlespacingmaybeusedforlongquotedpassagesandfigurelegends.
3.Englishisnotmynativelanguage.DoesmythesishavetobewritteninperfectEnglish?
Thegrammarandspellinginyourthesismustbeofhighstandard,justastheywouldneedtobeinarticlessubmittedforpublication.PleaseaskyourSupervisorandyourPACtoadviseyouonlanguageadequacy.Donotfall intothetrapoftakingverbatimpassagesfrompublishedpapersortextbooksbecauseyouthinktheyarewrittenin“betterEnglish”thanyoucanproduce.Thatwouldbeplagiarism.
TheOfficeofEnglishLanguageandWritingSupport(ELWS)isavailabletostudentstohelpthemimprovetheiracademicwritingandspeakingskills.
4.Whendoesborrowingfromtheworkofothersbecomeplagiarism?
IMS PhD ThesisDefenseGuidelines—Page 10
UnderTheCodeofBehaviouronAcademicMatters,toplagiarizeisto“…knowinglyrepresentasone’sownanyideaorexpressionofanideaorworkofanother”inanacademicwork. Itiscriticalthattheideasandargumentsofothersbecorrectlyattributedandsimplyparaphrasingtheseasyourowndoesnotsuffice.Amoreextensivediscussionofthesubjectisprovidedintheguide“HowNottoPlagiarize”,anexcellentonlineresourcepreparedbyDr.MargaretProcter,UofTCoordinator,WritingSupport.
5.CanIactuallyplagiarizemyownwork!?
Itmayseemsurprising,butreproducingyourownpublishedworkwithoutproperacknowledgementcanbeconsidered“self-plagiarism”.Ifyouincludesuchmaterialsinyourthesis,citethepublishedworkandsubmitaletterofpermissionfromthecopyrightholder,orastatementfromthepublisher(oftenavailableonjournalwebsites)authorizinguseofthematerial,whenyoudeposityourthesis.
Ifchaptersinyourthesisarebasedonyourpublishedwork,onthebottomofthetitlepageofthatchapteryoushouldincludethebelowstatement:“Thischapterismodifiedfromthefollowing:Smith,J.(2015).Publicationtitle.Journal,pages.”
6.WhereelsecanIfindguidanceonwhattoinclude,organizationandformatting? TakeaminutetoperusethePhDthesesofpreviousIMSstudents.YoucanconsulttheformatofpreviouslycompletedthesesandviewthesesonlineatThesesCanadaorT-Space.Ifavailable,lookatthethesesofstudentsfromyourlaboratory. TheTableofContentswillgiveyouanideaofthesisstructure.Skimmingthroughseveraltheseswillgiveyouasenseofwhatcontentandargumentsshouldbecoveredineachsectionofyourowntext.
7.Whoisresponsiblefordistributingthethesistotheexamcommittee?
OncetheIMShasapprovedthethesis,wewillsendoutanotificationofexame-mail,instructingyoutodistributethethesistoallexamcommitteemembers.Youareexpectedtodistributethethesisassoonasyoureceivenotice.PleasedeliveryourthesistoyourexaminersfirstbyPDFcopyand,ifrequested,alsobyhard-copy.Iftheexaminerswouldlikeahard-copyofthethesis,theSupervisorisexpectedtocoveranycouriercosts.
FinalProgramAdvisoryCommittee(PAC)ApprovalforDefense:
WhentheSupervisorandPAChaveapprovedthewrittenthesis,afinalcommitteemeetingisheldwithafullpracticeoralexaminationtoprepareyouforthedefense. ThefinalPACmeetingwillincludea20-minuteslidepresentation,andaquestionperiodwherecommitteemembersposequestionsthatwouldbetypicalofthoseaskedduringafinaldefense.
IfyouintendonapplyingforawaiveroftheIMSDepartmentalOralExaminationitismandatorytohaveanadditionalfacultymemberatthefinalPACmeetingasafieldexpert.Theadditionalfacultymember
IMS PhD ThesisDefenseGuidelines—Page 11
mustbeamemberofSGS,withsupervisoryexperience,andbeabletoprovideanobjectiveperspectiveandfeedbacktothePACandstudentregardingthecontentofthethesisandpresentation.
Attheendofthemeeting,thecommittee,includingthefieldexpert,votesonthestudent’sreadinessfordefense,andsignsandcompletesthewaiverrequestform(ifapplicable)andthefinalpageofthePACreportformindicating:
ReadinesstoDefend:• Thecommitteehasreviewedthethesis.Thestudent’sfinalthesisdrafthasbeenreadandproofedby
allcommitteemembers.Itisacceptable,intermsofcontent,qualityofwriting,andpresentation.Thethesisisreadyforpresentationataformaloralexamination.
• Thecommitteehastestedthestudent’spresentationandoraldefenseofwork.Thestudent’s
presentationofthethesiswaswell-organized,comprehensiveandfocused.Thestudent’sabilitytofieldquestionsrelatedtothebackgroundandsignificanceofresearch,generalknowledge,andspecificissuesrelatedtothethesishasbeenappropriatelytested.
• Thecommitteehastestedthestudent’sgeneralandspecificknowledgerelatedtoresearch.The
studenthascompletedappropriategraduatecoursesfordegreecompletion.Theminimumdegreerequirementshavebeenmet.Thestudent’sbasicscientificknowledgehasbeenappropriatelytestedandisacceptableforthesisdefense.
WaiveroftheIMSDepartmentalOralExamination: IMSPhDOralDefenseproceduresincludetwooralexaminations:thePhDDepartmentalOralExamination(IMS)andtheFinalOralExamination(SGS).Bothexaminationsincludeastudentpresentation,questioning,andfinalvote. Areviewofpastexaminationoutcomeshasshownthatwhilesomestudentsbenefitfromourtwo-examinationprocess,forothersitisredundant.ManystudentswillsuccessfullywaivetheDepartmentalOralExamandproceeddirectlytotheFinalOralExam.
YouhavetheoptionofrequestingawaiveroftheIMSPhDDepartmentalOralExamination. Torequestawaiver,anadditionalSGSfacultymemberwhohasreadthethesisandiscompetenttocommentonthescientificcontent,mustbepresentatthefinalPACmeeting.
IfaPhDOralExaminationWaiverisrequested,thefollowingdocumentationneedstobesubmittedtotheIMS:
• PhDOralExaminationWaiverRequestForm-completedbytheSupervisorandsignedbythe
PACandadditionalSGSfacultymemberwhoisactingasthefieldexpert.• Alistofthepublicationstatusofyourdata/resultschapters.• Student’scompleteCV.• FinalPACreport.
• Unboundcopyofyourthesis.Doublesidedisfine
• ThesisSubmissionChecklist–signedbythetraineeandsupervisorindicatingthatall
formatting,permissionsandsectionsrequiredbytheSGShavebeenfollowed.Anydiscrepancy
withtheserequirementsmayaffectthethesisexamination.Thecorrectandtruthfulfillingof
thisformistheresponsibilityofthetraineeandsupervisor.Theformisavailablevisthe
IMS PhD ThesisDefenseGuidelines—Page 12
followinglink:https://ims.utoronto.ca/exams-and-program-completion-guidelines/. ApprovaloftherequestwillbemadebytheIMSofficeandwillbedependentonareviewofthewaiverrequest,finalPACreport,participationofanexternalfacultymemberatyourfinalPACmeeting,aswellasgrades,publicationsarisingfromgraduatework,andpublicpresentations.StudentswhoareuncertainofthepotentialeligibilitytowaiveaDepartmentalOralExamcanmeetwithaGraduateCoordinatorpriortoarrangingthefinalPACmeeting.
Decisionontherequestwillbeoneofthefollowing:
• Approvalofthedepartmentaloralexaminationwaiver.Usuallyoccurswithpriorpublicationofa
significantproportionofthethesiswork,peerreviewofthebulkofexperimentalwork,andPACreportsindicativeofnoconcernswithprogressandperformance.
• Waiverofdepartmentaloralexaminationmaybedenied.Ifso,thestudentmustcompletetwo-tierexaminationprocess.Waiversaregenerallynotapprovedifresearchinvolvesissuesofconflictofinterest,confidentiality,orintellectualproperty,orifthestudenthaslapsedforasignificantperiodoftime,orthePACreportsindicatesomeconcerns.
YouhavetheoptiontodropoffallexamdocumentationatoncefortheSGSFinalOralExam(FOE),includingthecommitteenominationformandexternalexaminernominationform,ortosubmitthedocumentationforthewaiverofthedepartmentaloralexambeforesettingupyourFOE.Waiverrequestsmayrequire1-2weeksforprocessing.TheIMSThesisandExaminationOfficerwillnotifyyouviaemailregardingthedecision.
Schedulingtheexamination(s) Whensettlingonadefensedateandtimewithyourcommittee,pleasenotethefollowingschedulinglimitations:
• Thedefensemaystartnoearlierthan9amandnolaterthan3pm,MondaythroughFriday.• ThedefensemayonlytakeplaceondaysthattheUniversityisopen.PleasevisittheSGSsessional
datescalendarforholidaysandUniversityclosures.• Inordertobeeligibleforthenextroundofconvocation,studentsmustdefendaminimumofone
weekpriortothefinaldateforreceiptofdegreerecommendationsfortheirdesiredconvocationcycleaslistedintheSGSsessionaldatescalendar.Forexample:IfastudentwishestoconvocateinNovember,theymustdefendnolaterthanSept.28th(1weekpriortothedegreerecommendationdeadlineofOct.5thforthatparticularyear).
• PleasenotethatSGSsessionaldatesvaryfromyeartoyear.TheUniversityisclosedforapproximately2weeksduringthewinterholidays.These2weeksdonotcounttowardtheminimum6workingweeks’noticeneededtoscheduleadepartmentaldefenseandthe9workingweeks’noticeneededtoscheduletheSGSfinaldefense.
• SGSdoesnotallowPhDFOEstypicallyonefullweekpriortotheofficialUniversityclosuredateforthewinterholidaysorinthefirst3businessdaysaftertheUniversityofficiallyopensinJanuary. Studentsandfacultywillreceiveane-mailmemoattheendofSeptember,notifyingthemofthesedates.Datesvarybyyear.
Weknowitcanbechallengingtogetyourexaminersaroundatableforyourdefense.Thefollowingtipscan
IMS PhD ThesisDefenseGuidelines—Page 13
helpyouscheduleyourdefensedatewithgreaterease: • NotallPACmembersneedtobepresentatthedefense.Checkvotingquoruminstructions.• Upto2examinerscanparticipateandvoteviateleconferenceifabsolutelynecessaryprovidedthat
theyareonthelinefortheentiredurationofthedefense.• Doodle(afreeonlineschedulingtool)mayproveusefultofacilitatescheduling.However,offering
toomanyoptionscanbecounter-productive.ItmaybehelpfultoscheduletimeswithyoursupervisorandPACmembersfirst,beforeschedulingviadoodlewithyourotherexaminersandPACmember.Don’tforgettoincludeanyclinicianAdministrativeAssistantsinyoure-mailtrails.
• Approachpotentialexaminerswellinadvance,beforetheirschedulesbookup.YourSupervisorisresponsibleforcontactingexaminersandconfirmingtheirwillingnessandavailabilitytoparticipate.
DepartmentalOralExamination *Ifyouhavesuccessfullywaivedthedepartmentaloralexam,proceedtotheSGSFinalOralExamsectionoftheseguidelines*
Submittingallexamdocumentation:
ThepurposeoftheDepartmentalOralExaminationistocloselyreviewthethesis,recommendrevisionstobemadepriortothePhDFinalOralExam,andtestknowledgeofthefieldofstudy. Theexamprovidesanobjectiveanalysisofyourthesisandbackgroundknowledgebyfacultymembersofgoodstanding,whoarefamiliarwiththestandardsofscholarshiprequiredbytheSchoolofGraduateStudies.Wehavesetstrictdeadlinestoensurethatyourexaminationrunssmoothly. TheIMSOfficerequiresallofthefollowingdocumentationatleast6workingweekspriortotheproposeddateofaPhDDepartmentalOralExamination• Unboundpapercopyofthethesis.Doublesidedisfine.• ThesisSubmissionChecklist–signedbythetraineeandsupervisorindicatingthatall
formatting,permissionsandsectionsrequiredbytheSGShavebeenfollowed.Anydiscrepancy
withtheserequirementsmayaffectthethesisexamination.Thecorrectandtruthfulfillingof
thisformistheresponsibilityofthetraineeandsupervisor.Theformisavailablevisthe
followinglink:https://ims.utoronto.ca/exams-and-program-completion-guidelines/.• Up-to-datestudentCV–includingdetailedlistofpublications.• FinalPACreport.• CompletedPhDThesisDefenseNominationForm. Allcommitteemembersmusthaveagreed
tobeavailableonthelistedpotentialexaminationdate(s) AfterdroppingoffallyourdefensedocumentationtotheIMSThesisandExaminationOfficer
([email protected],Rm.2364MedicalSciencesBuilding),thefollowingstepswilltake
place:
• TheIMSofficewillreviewthecompleteddocumentation-pleasemakesureitiscompleteandaccurateotherwisetherewillbedelaysintheprocess.
• TheIMSofficewillapprovethecommitteecomposition.• TheIMSofficewillappointtheexaminationChair• TheIMSofficewillorganizetheroom(intheMSB)andtheA/Vequipment(youarerequiredto
supplyyourownlaptopandsuitable‘dongle’connectorifneeded).Iftheexamisheldoffsite,youmustmakeallroomandA/VarrangementsandinformtheIMSofficeofthiswhensubmittingyour
IMS PhD ThesisDefenseGuidelines—Page 14
examdocumentation.• TheIMSofficewillofficiallyinformallexaminersviaemailoftheconfirmeddate,time,locationand
committeecompositionoftheexamination.• TheIMSofficewillformallyprovideinstructionstotheInternalAppraiserforthewrittenappraisal.• TheIMSOfficewillcollecttheappraisal,sendanexamreminderemailtotheexamcommitteeand
preparetheexamfilefortheChair.• ItisyourresponsibilitytosendthethesistotheexaminersonceapprovedbytheIMS.
MembersoftheDepartmentalOralExamCommittee: YouandyourSupervisordiscussandagreeonwhoshouldbeontheexaminationcommittee. TheSupervisorisultimatelyresponsibleforcontactingtheexaminersandconfirmingtheirwillingnessandavailabilitytoparticipate.
TheDepartmentalOralExaminationcommitteegenerallyconsistsof6votingmembers,plustheExaminationChair.Minimumquorumisfourvotingmembers;twofromthePACandtwofromoutsidethePAC.
Thecommitteeiscomposedof:
• Supervisor
• 1-2ProgramAdvisoryCommitteemembers
• 1-2Examiners:•MembersoftheUofTgraduatefacultywithexpertiseinthefield.•Cannotbeaffiliatedwiththestudent’sresearchprojectnorhavecollaboratedwiththeSupervisorand/orstudentinthepast6yearsonresearchpapersorreviewsandhavenootherperceivedoractualconflictofinterest.ConflictofinterestisasdefinedbyCIHR(http://www.cihr-irsc.gc.ca/e/46378.html).Anyjointpublicationscaneasilybesearchedinpub-medandshouldbecheckedcarefullybythestudentandsupervisorbeforesubmissionoftheexaminationpackagetotheIMS.AnycollaborationsidentifiedbytheIMSorSGScansignificantlydelaytheexamination.•FullMembersoftheGraduateFacultyarepreferred.
• 1InternalExaminer/Appraiser:
•AmemberoftheUofTgraduatefacultywithexpertiseinthefield.•Cannotbeaffiliatedwiththestudent’sresearchprojectnorhavecollaboratedwiththeSupervisorinthepast6yearsonresearchpapersorreviewsandhavenootherperceivedoractualconflictofinterest.ConflictofinterestisasdefinedbyCIHR(http://www.cihr-irsc.gc.ca/e/46378.html).Anyjointpublicationscaneasilybesearchedinpub-medandshouldbecheckedcarefullybythestudentandsupervisorbeforesubmissionoftheexaminationpackagetotheIMS.AnycollaborationsidentifiedbytheIMSorSGScansignificantlydelaytheexamination.•TheInternalAppraisercannotbeamemberoftheSupervisor’sprimaryacademicdepartment.InthecaseoflargerdepartmentssuchastheDept.ofMedicine,PsychiatryorSurgerytheycannotbefromthesamedivisionastheSupervisor.•FullMembersoftheGraduateFacultyarepreferred.•Thisexaminersubmitsawrittenappraisaloftheproposalatleast5workingdayspriortotheExam,andattendsthedefense. Thewrittenappraisalisnotdistributedtothestudentorexamcommitteebeforetheexamination.•WhenselectinganInternalExaminer/Appraiser, thestudentandSupervisorshouldonlyascertaintheirwillingnessandavailabilitytoattendtheexaminationatthespecifiedtimes. Donotdiscussthesiscontent,asidefromprovidingthethesistitleandsendingthethesis.
PleasedoaPubMedsearchtocheckforcollaborationsbetweenyourSupervisorandexaminersexternaltoyourPACpriortosubmittingyourdocumentationtotheIMS.
IMS PhD ThesisDefenseGuidelines—Page 15
• TheExaminationChair(appointedbytheIMSOffice):
•Runstheexaminationproceedings-“keepingthepeace”•RepresentstheIMSandSGSadministration,andconductstheexaminationaccordingtotherulesofprocedure.•Theyprotectthestudent’sinterests,ensuresthatallexaminersneededtoachievequorumarepresent(otherwisetheexaminationwillbecancelled),instructsthosepresentastotheirduties,instructstheSupervisortocarefullydocumentitemsforrevisionandmodification,discussesandfinalizestheresults,andreportstheoutcometotheIMSThesisandExaminationOfficer.•TheExamChairdoesnotneedtoreviewthethesisinadvanceanddoesnotvote.
AllexaminersmustbemembersoftheUniversityofTorontoGraduateFaculty,asanAssociateMember,FullMember,orMemberEmeritus.Youcandeterminethegraduatefacultystatusofaproposedexaminerbycheckingwith:
(a)theExaminer(b)theSGSFacultyListing(c)theIMSFacultySearchTool
Ifindoubt,consultIMSThesisandExaminationOfficer([email protected]).
DepartmentalOralExaminationRulesofProcedure:
Beforethepresentation:• TheExamChaircollectstheExaminationFilefromtheIMSOfficeorbyarrangementwiththeIMS
ThesisandExaminationOfficer.• TheChairintroducesthemembersandthecandidateandensuresthatallexaminersarepresent. If
membersaremissing,theChairadvisestheIMSOfficeanddiscussesactiontobetaken. Theexaminationwillbecancelledifquorumisnotmet.
• TheChairinstructstheSupervisoroftheSupervisor’sresponsibilitytocarefullydocumentitemsforrevisionandmodification(ifnecessary)duringtheexamination.
• TheChairasksthestudenttoleavetheroom.• TheChairadvisestheexaminerswhetherthestudenthascompleteddegreecourserequirementsand
inquireswhetherthereareanymajorconcernsabouttheupcomingexamination.• TheInternalExaminer/Appraiserpresentstheirappraisal.Discussionmayfollowreadingofthe
appraisal.• TheSupervisorisprovidedwithacopyoftheappraisal.
PresentationbyCandidate:• Thestudentisinvitedbackintotheroomtogivea20-minute(uninterrupted)presentation. Thisis
astricttime-limit.APowerPointpresentationusuallyaccompaniesthepresentation. Makesureyoubringabackupincaseoftechnicaldifficulties.QuestionPeriod:
• Followingthepresentation,questionsareposedtothestudent.Thesearepresentedasaroundofquestions,with10minutesallottedtoeachexaminerperround.
• TheChairallowsonlyoneexamineratatimetoaskquestionsatatime(discussionbyexaminersamongthemselveswillonlydetractfromthe10-minutetimeperiod).TheExamChairshouldinterveneifanotherexaminer,orthesupervisor,startstojoininthediscussion.
• Orderofquestionsisusuallyfromthemostdistant:InternalExaminer/Appraiser,Examiners,
IMS PhD ThesisDefenseGuidelines—Page 16
CommitteeMembers,andSupervisor(ifnecessary).• Asecondroundofquestioningalongthesameformatispermittedandtypical.Someexaminersmay
choosenottoaskadditionalquestions,ornottotakeupthefull10minutesonthesecondround.• TheChairshouldkeepinformalnotesaboutthecontentofquestionsthatmayleadtoproposal
revisionsforreferenceduringtheanalysisofdefense.• Followingquestioning,thestudentisagainaskedtoleavetheroom.
CommitteediscussestheExaminationandVotes:TheChairasksthefollowingspecificquestionsoftheexaminers. Alltheexaminersmustaddressthebelowquestions.
Isthewrittenthesisacceptable?a)Withnomodificationsb)Withminorororganizationalcorrections(typos,errorsinpunctuation,changeinformat).Thestudenthas1monthtocompletethis.c)Withminormodifications(rewritepartoftheproposal,clarificationoftextualmaterial,qualificationofresearchfindings).Thestudenthas3monthstocompletethis.d)Notacceptable
WastheOralDefense?a)Excellentb)Verygoodc)Acceptabled)Notacceptable
Inthecasethataconsensusabouttherecommendationsisnotreached,theChairmustaskforavoteoneachquestion.Morethanonenegativevote(orabstention)causestheexaminationtobeadjourned.TheChairdoesnotvote.Ifminormodificationsarerequired,theChairappointsaModificationsSubcommittee.
ThestudentisinvitedintotheroomandtheChairadvisesthestudentabouttheoutcomeoftheexamination.AclearstatementaboutwhowillreviewtherevisedthesisisgiventostudentandSupervisorandthedefenseisadjourned.
AftertheDepartmentalOralExamination:TheExamChairreturnsthefiletotheIMSOffice.
Ifminorororganizationalcorrectionsarerecommended:• StudentconsultswiththeSupervisorandPACmembersaboutchanges.• SupervisorwritestotheIMSThesisandExaminationOfficer([email protected])viaemailtoconfirmcompletionofrevisionswithin1monthoftheexaminationandbeforeaFinalOralExaminationcanbebooked
Ifminormodificationsarerecommended:• ExaminationChairwillappointasubcommittee.• ThesubcommitteemustincludetheInternalExaminer/Appraiserand2Examiners.• ThesubcommitteeChaircannotbetheSupervisor.
IMS PhD ThesisDefenseGuidelines—Page 17
• Studentconsultswithsubcommitteemembersaboutchanges,revisesthesisandsubmitsittothesubcommittee.
• SubcommitteeChairwritestotheIMSThesisandExaminationOfficer([email protected])toconfirmcompletionofrevisionswithin3monthsoftheexaminationandbeforeaFinalOralExaminationcanbebooked
Arepeatdepartmentaloralexamisabsolutelyrequiredif:• Thestudentdoesnotpasstheoraldefense/exam.Thismayoccurwhenavoteisrequired(i.e.,
examinersdisagreeabouttherecommendations)andthereisanegativeoutcome.• Thethesisrequiresverymajormodificationsthatmustbedefended.• ThestudentisallowedonlyonerepeatDepartmentalOralExamination.
TheSGSFinalOralExam ThepurposeoftheFinalOralExamination(FOE)istoensureaconsistentlevelofacademicexcellenceacrosstheUniversityandthecountry.TheFOE,inadditiontoreviewingandapprovingthethesis,andtestingyourknowledgeofyourfieldofstudy,shoulddiscussnewquestionsthatarisefromtheworkandfutureprojectsthatcouldbedeveloped. Theexamusuallylastsabout2.5-3hrs.
Submittingallexamdocumentation:
SchedulingaPhDFOEisacomplexprocess. Wehavesetstrictdeadlinestoensurethatyourexaminationrunssmoothly.TheIMSOfficerequiresallofthefollowingdocumentationatleast9workingweekspriortotheproposeddateofaPhDFOE. ExtranotificationtimewillberequiredoverthewinterholidaysinDecember(2extraweeks).
• Unboundpapercopyofthefinalthesis.Doublesidedisfine.• ThesisSubmissionChecklist–signedbythetraineeandsupervisorindicatingthatall
formatting,permissionsandsectionsrequiredbytheSGShavebeenfollowed.Anydiscrepancy
withtheserequirementsmayaffectthethesisexamination.Thecorrectandtruthfulfillingof
thisformistheresponsibilityofthetraineeandsupervisor.Theformisavailablevisthe
followinglink:https://ims.utoronto.ca/exams-and-program-completion-guidelines/.• 1-pagethesisabstract,double-spaced.• Up-to-dateStudentCV.• PhDThesisDefenseNominationForm. Allproposedcommitteemembersmusthaveagreedto
beavailableonthelistedpotentialexaminationdate(s).• FOEExternalExaminerNominationFormplustheCVoftheprincipalnominatedExternal
Examinerthatincludestheirgraduatesupervisoryexperience. AfterdroppingoffallyourdefensedocumentationtotheIMSThesisandExaminationOfficer
([email protected],Rm.2364MedicalSciencesBuilding),thefollowingstepstakeplace:
• TheIMSofficewillorganizetheroom(withintheMSBorSGS)andbooktheA/Vequipment.Youarerequiredtosupplyyourownlaptopandsuitable‘dongle’connectorifneeded).Whileitispreferredthatexamstakeplaceoncampus,youmayholdyourdefenseoffcampus.Ifyouplantodoso,pleaseensurethatalllocationdetailsareincludedwithyourexamdocumentation.
• TheIMSwillensurethatalldegreerequirementsaremet,includingcourses,sufficientPACmeetings,candidacyandregistration.
• TheIMSOfficewillobtainSGSapprovaloftheexamcommitteecomposition.
IMS PhD ThesisDefenseGuidelines—Page 18
• TheIMSOfficewillofficiallyinformallexaminersviaemailofthedate,time,location,andcommitteecompositionofthePhDFOEandsendaremindertoallexaminerspriortothedefense.
• TheIMSOfficewillliaisewithSGStoarrangeforanExaminationChairandprovidetheChairwiththeexaminationfile.
• TwoweeksbeforetheexamtheIMSOfficewilldistributeacopyoftheExternalExaminer’sthesisappraisaltoallcommitteemembersandstudentwiththeprovisothatthecommitteeandstudentshallnotdiscusstheappraisalpriortothe FOE. Youareentitledtothistimetoreflectontheappraiser’scommentsandaddressthesecommentsattheexamination.
• IftheExternalExaminer’sappraisalisnotavailable2weeksbeforetheFOE,theexaminationcanbecancelled(attheSupervisor’sandyourdiscretion),oryouwillberequiredtocompleteaform,waivingyourrighttoseethewrittenappraisalpriortotheexamination.
• Youareresponsiblefordistributingacopyofthethesistoallcommitteemembers,including
theexternalexaminer,uponinstructionfromtheIMSofficeapproximately6weeksbeforethe
FOE.
MembersoftheFinalOralExaminationCommittee: YouandyourSupervisordiscussandagreeonwhoshouldbeontheFOEcommittee. TheSupervisorisultimatelyresponsibleforcontactingtheexaminersandconfirmingtheirwillingnessandavailabilitytoparticipate.
AllUofTexaminersmustbemembersoftheUofTGraduateFaculty,asanAssociateMember,FullMember,orMemberEmeritus.Youcandeterminethegraduatefacultystatusofaproposedexaminerbycheckingwith:(a)theExaminer(b)theSGSFacultyListing(c)theIMSFacultySearchTool
Ifindoubt,consultIMSThesisandExaminationOfficer([email protected])
TheFOEcommitteeiscomposedof:
• Supervisor
• 1-2ProgramAdvisoryCommitteemembers
• 1-2examiners:
•MustbemembersoftheUofTgraduatefacultywithexpertiseinthefield.•Cannotbeaffiliatedwiththestudent’sresearchprojectnorhavecollaboratedwiththeSupervisorand/orstudentinthepast6yearsonresearchpapersorreviewsandhavenootherperceivedoractualconflictofinterest.ConflictofinterestisasdefinedbyCIHR(http://www.cihr-irsc.gc.ca/e/46378.html).Anyjointpublicationscaneasilybesearchedinpub-medandshouldbecheckedcarefullybythestudentandsupervisorbeforesubmissionoftheexaminationpackagetotheIMS.AnycollaborationsidentifiedbytheIMSorSGScansignificantlydelaytheexamination.•FullMembersoftheGraduateFacultyarepreferred.
• 1ExternalExaminer.SeeSection:ExternalExaminerCriteria(page19).Aswellassubmittingthe
FOEExternalExaminerForm,alsosubmittheCVoftheprincipalnominatedexaminer.TheCVshould
IMS PhD ThesisDefenseGuidelines—Page 19
includetheirgraduatesupervisoryexperience.Also,theExaminercannothavecollaboratedwiththeSupervisorand/orstudentinthepast6yearsonresearchpapersorreviewsandhavenootherperceivedoractualconflictofinterest.ConflictofinterestisasdefinedbyCIHR(http://www.cihr-irsc.gc.ca/e/46378.html).Anyjointpublicationscaneasilybesearchedinpub-medandshouldbecheckedcarefullybythestudentandsupervisorbeforesubmissionoftheexaminationpackagetotheIMS.AnycollaborationsidentifiedbytheIMSorSGScansignificantlydelaytheexamination.PleasedoaPubMedsearchtocheckforcollaborationsbetweenyourSupervisorandexaminersexternaltoyourPACpriortosubmittingyourdocumentationtotheIMS.
Uptotwoexaminerscanattendviateleconference.Toachievequorumyoumusthaveatleast4examinerspresentandaminimumof2examinersmustbenon-PACmembers.Ifquorumisnotachieved,theFOEwillbecancelled.PleaseseetheFOEcommitteerubricattheendoftheseguidelinesfordetails.
• TheExaminationChair(appointedbySGS):
•Runstheexaminationproceedings-“keepingthepeace”•RepresentstheIMSandSGSadministration,andconductstheexaminationaccordingtotherulesofprocedure.•Theyprotectthestudent’sinterests,ensuresthatallexaminersarepresent,instructsthosepresentastotheirduties,instructstheSupervisortocarefullydocumentitemsforrevisionandmodification,discussesandfinalizestheresults,andreportstheoutcometoSGS.•TheExamChairdoesnotneedtoreviewthethesisinadvanceanddoesnotvote.
TheFOEisaclosedexamination. Onlyapprovedmembersoftheexaminationcommitteemayattendtheexamination.Ifyouwishtoincludenon-votingmembersatthedefense,youmustrequestthisinwritingtotheIMSOfficeatthetimeofbookingtheexamination. TheVice-DeanofSGSmustapprovetheattendanceofanynon-votingmembers.
ExternalExaminerCriteria:TheVice-DeanofGraduateStudiespersonallyreviewsandapprovestheExternalExaminerfortheFinalOralExamination.
SGSmandatesthatanarm’slengthrelationshipbemaintainedamongcandidate,Supervisor,andExternalExaminer.Youmaynotcontacttheexaminer. SupervisorsmaycontactExternalExaminersonlytoascertainwillingnesstoprovideawrittenappraisal,availabilitytoattendtheexaminationatthespecifiedtime,andtoprovidetheirCV.SupervisorandExternalExaminerdonotdiscussthesiscontent,asidefromprovidingthethesistitleandsendingthethesis.
AttheFinalPACmeeting, thecommittee,student,andSupervisorshouldrecommendthreepotentialExternalExaminersfortheFinalOralExamination.
TheExternalExaminermust:• Beanon-UofTexpertinthestudent’sfieldofresearch.• BeaffiliatedwithanotherUniversityandcannothavebeenaffiliatedwithUoTwithinthelast6years.• HoldprofessorialrankequivalenttoaFullMemberofSGS.Theymustbeeligibletosupervisegraduate
studentsasaProfessororAssociateProfessor.AssistantProfessorsarenoteligible.• Beanobjectivereviewer-neitheraffiliatedwiththestudent’sresearchprojectnorcollaboratingwith
theSupervisororstudentintheprevioussixyears.
IMS PhD ThesisDefenseGuidelines—Page 20
ForcompletedetailsonExternalExaminereligibility,pleaseseetheGuidelinesfortheDoctoralFOE.• TheExternalExaminerwillberequiredtosubmitawrittenappraisalofthethesisatleasttwoweeks
beforetheFOE.• TheExternalExaminermayattendthedefenseinperson,participateviateleconference(voting
member),ornotattendatall(non-votingmember). WeencourageExternalExaminerstoattendviatele-conference.
• TheIMSOfficeprovidesa$100honorariumtoExternalExaminers,andupto$500fortravelingexpenses(uponsubmissionofalloriginalreceiptstotheIMSoffice).TheExternalExaminerisnottobooktravelarrangementsuntiltheyareformallyapprovedbytheIMSofficeandSGS.
• IftheSupervisororSupervisor’sacademicdepartmentpaysalltravelingexpenses,theSupervisorisresponsibleforcontactingtheIMSOfficeforreimbursementoftheIMS$500portionofexpenses.
TheIMSofficewillreviewtheproposedexaminers,obtainacopyoftheExternalExaminer’sCVandforwardittotheSchoolofGraduateStudiesforformalapproval.Failuretoprovidemorethan1optionontheExternalExaminationNominationFormcouldresultindelaystoyourFOE.
FinalOralExamRulesofProcedure AsynopsisoftheFOE:
Beforethestudententers,theChair:
• Confirmsthatquorumisachieved.Ifmembersaremissing,theChairadvisestheSGSDoctoralExams
Officeranddiscussesactiontobetaken.• Ensuresthatallcommitteemembershavesufficientknowledgeofthethesistojudgeitsacceptability• Remindsthecommitteethattheexaminationcoversboththesisandoraldefense.• Confirmsthatallmembershavereceivedtheexternalappraisal. Ifanymemberhasnotreviewedthe
appraisalinadvance,itwillbereadaloudbyoneoftheexaminers.• Consultswiththecommitteetodetermineorderofquestioning. Orderofquestionsisusually:
ExternalExaminer,Examiners,CommitteeMembers,andSupervisor.• Determineswhowillberesponsibleforcarefullydocumentingitemsforrevisionandmodification
duringtheexam(usuallytheSupervisor). Student’sPresentation:
• TheChairinvitesthestudent(andanyapprovednon-votingmembers)intotheroomandintroduces
themembers.• Thestudentgivesa20-minute(uninterrupted)presentation. Thisisastricttimelimit. APowerPoint
presentationusuallyaccompaniesthepresentation. Makesureyoubringbackupincaseoftechnicaldifficulties.
QuestionPeriod:
• Followingthepresentation,questionsareposedtothestudent.Thesearepresentedasaroundof
questions,with10minutesallottedtoeachexaminerperround.• TheChairallowsonlyoneExamineratatimetoaskquestionsatatime(discussionbyExaminers
amongthemselveswillonlydetractfromthe10-minutetimeperiod).TheExamChairshouldinterveneifanotherExaminer,ortheSupervisor,startstojoininthediscussion.
• Asecondroundofquestioningalongthesameformatispermittedandtypical.Someexaminersmaychoosenottoaskadditionalquestions,ornottotakeupthefull10minutesonthesecondround.
• TheChairshouldkeepinformalnotesaboutthecontentofquestionsthatmayleadtoproposalrevisionsforreferenceduringtheanalysisofdefense.
IMS PhD ThesisDefenseGuidelines—Page 21
• Followingquestioning,thestudentisagainaskedtoleavetheroom.Non-votingmembers(ifany)alsoleaveatthistime.
CommitteeDiscussestheExaminationandVotingOptions:
• Afteradiscussionofthethesisandthedefense,theChairdistributesthevotingballotsandexplains
theoptionsindetail.Votingthentakesplace.• Membersmustvoteyesornoastowhetherornotthethesisanditsdefenseareacceptable. More
thanonenegativevoteorabstentioncausestheexaminationtobeadjourned.• Committeememberswhofoundthethesisacceptablemustalsoindicatewhetheritisacceptable:
a)asis,initspresentformb)withminorcorrections(typographicalerrors,errorsinpunctuationorproblemsinstyle)c)withminormodifications(i.e.clarificationoftextualmaterial,qualificationofresearchfindingsorconclusions)
• TheChaircollectstheballotsandthevotesarereadoutloudandrecorded. TheChairdoesnotvote. StudentisInformedoftheDecision:
• ThestudentisinvitedintotheroomandtheChairadvisesthestudentabouttheoutcomeofthe
examination.• AclearstatementaboutwhowillreviewtherevisedthesisisgiventostudentandSupervisorandthe
defenseisadjourned.IntheEventofanAdjournment:
• Astudentisallowedonereconvenedexaminationwithinoneyear. Examinationsmaybeadjourned
forfailuretoreachaquorum,morethanonenegativevoteorabstention.• TheExaminationChairwillprovideawrittenreportforthecandidate,withintwoweeksofthe
adjournedexamination,settingoutthereasonsfortheadjournmentandtherequirementsforareconvenedexamination.
• StudentsareallowedonlyonereconvenedFOE.IfyourFOEisadjourned,pleasecontacttheIMSOfficeimmediatelyaftertheexamination.
AftertheFinalOralExamination:
• StudentandChairreporttothePhDDoctoralExamsOfficetosubmitthecompletedexaminationfile.
Thestudentwillbeinformedatthistimeofanyadditionalpaperworkthatmustbecompleted.• ConvocationisheldannuallyinNovemberandJuneandinabsentiainMarch. SGSwillinformthe
studentoftheirconvocationcycle.• Minorcorrectionsmustbecorrectedwithinonemonthoftheexamination. TheSupervisorwill
informthestudentofthecorrectionsandmustcertifyinwritingtotheSGSDoctoralExamsOfficeandtheIMSThesisandExaminationOfficer([email protected])thatallcorrectionshavebeenmade.
• Minormodificationsmustbecorrectedwithinthreemonthsoftheexamination.ASubcommitteewillhavebeenappointedattheFOEtosupervisethemodifications. ThedesignatedChairofthesubcommitteeprovidesawrittenreportofrequiredmodificationstothestudent,supervisorandSGSDoctoralExamsOfficeassoonaspossibleaftertheexam,preferablybeforethecommitteedisperses.
• ThesubcommitteeChairreportsinwritingtotheSGSDoctoralExamsOfficeandtheIMSThesisandExaminationOfficer([email protected])withinthreemonthsthatcorrectionshavebeenmade,orthestateofthecorrectionstobemade(ifindispute). Ifminormodificationsarenotmadetothesatisfactionofallsubcommitteememberswithinthe3-monthtimelimit,areconvenedexaminationmustbeheld.
• ThestudentmustsubmitanelectronicthesistotheSchoolofGraduateStudiesbythedeadlineslistedintheSGSsessionaldatescalendar.
• SeeinformationongraduationproceduresontheSGSwebsitehere.Makesuretocheckyouremail
IMS PhD ThesisDefenseGuidelines—Page 22
addressasitislistedonROSI/ACORNasthiswillbetheoneusedformailingsaboutconvocation.
ExaminationDayTips Onedaybeforetheexam:• Brieflyreviewyourthesis,getfamiliarwithyourfigures.• Getfamiliarwithseveralkeyreferences,includingauthors’names,researchgroupsandmajorpoints
thatmaysupportyourdefense Onthedayoftheexam:• Itisrecommendedtodressinaprofessionalmanner.• Comeearlytocheckallaudio/visualpresentationequipment:computer,projector,connectoretc.• Itisoptionalandbynomeansnecessarytobringwaterand/orrefreshmentsforyourexamcommittee.
Ifyouoryoursupervisorchoosetodosotheseshouldbemodest.• Bringahardcopyofyourthesis.
Presentation:• 20minutesmaximum• Remember:everyonehasreadyourthesis. Youdon’tneedtoteachyourexaminers.• Background:providetherationaleandsignificanceofyourresearch.• Hypothesis:thisisthemostimportantpartofyourresearch.• Methods:concentrateontheexperimentaldesign.• Results:onlypresentthemainresults.• Conclusion:beclearandaccurate.
ExaminationQuestions:
Thereareseveraltypesofexaminationquestions,whichfallinto4categories:• Relatedtoyourresearch:background,significance.• Questionsfromyourthesis:statement,presentationoffigures,additionalinformation,yourmistakes.• Backgroundknowledge:statistics,etc.• Unpredictablequestions:
IftheGlobeandMailwantstoreleaseyourresearch,whatwouldbethetitleofthearticle?Whatarethetop3secretsofyoursuccess?Ifyouwereallowedtore-doyourproject,whatkindofnewapproacheswouldyouliketouse?
Howtoansweryourquestions:
• Makesureyouunderstandthequestionproperly.Repeatingthequestionbackcangiveyoutimeto
thinkitover.• Provideaclear,briefanswer.• Usereferencestodemonstrateyourknowledgeandsupportyourpoint.• Don’tbedefensive.• Behonest.Sometimes“Idon’tknow”couldbethebestanswer.• Ifthequestionisnotrelatedtoyourresearchdirectly,pointitoutfirst,thenspeculate.• Afterthefirstround,ifyoufeelnecessary,youmayaskforashortbreak.• TheExamChairhastheobligationtoprotectthestudent.Ifyoufeelharassedyoumaybringthistothe
attentionoftheExaminationChairand/ortheotherExaminers.
IMS PhD ThesisDefenseGuidelines—Page 23
SubmissionoftheFinalThesis: Yourthesisispermanentevidenceofyourdegreetraining.Itistheculminationofyourdegree. Yourdegreeisnotanoccupation,butalifetimehonor. Makesurethatthisenduringdocumentisofthehigheststandards.
PleasefollowtheinstructionsforelectronicthesissubmissionontheSGSwebsitehere.
YourthesisdoesnotbecomepubliconT-Spaceuntilafteryourconvocationcycle.Ifyouwishtorestrictthereleasedateofyourthesis,pleasesubmittheRestrictThesisReleaseDateFormtotheIMSThesisandExaminationOfficer.TheIMSrequiresatleast1weektoobtainthenecessarysignatures.Theformmustbeaccompaniedbytherationaleforwhyyouarerequestingthatthethesisreleaseberestricted.Pleasenotethattheserequestsdonotgetapprovedforfuturepublicationreasonsalone,asthisisthecaseforthemajorityofIMSstudents.Generallyrequestsaregrantedforpatent/intellectualpropertyrelatedreasons.
Electronicuploadofthethesisisamandatoryrequirementtograduate.Ifyoudonotfollowthenecessaryproceduresforelectronicsubmissionyouwillberemovedfromtheconvocationlist.
[email protected] forquestionsrelatedtoelectronicsubmissionorifyouexperiencedifficultyuploadingyourthesis,
GeneralFAQs 1.WhydoestheIMSrequirea9weekleadtime?
Theexaminershavetobevetted,aChairneedstobeappointed,andtheExternalExaminerneedsenoughtimetothoroughlyreadthethesisandprepareareport.ThemostimportantreasonisthatthethesishastobescreenedbytheGraduateCoordinatorsandtheExternalExaminer’sCVneedstobereviewedbytheSchoolofGraduateStudies.
2.CanIinvitemembersoutsidemyapproveddefensecommitteetomyexam?No.ThePhDFOEisavailableonlytothosememberswhohavebeenlistedonyournominationformandpreapprovedbytheIMSofficeandtheSchoolofGraduateStudies.
3.Whoisresponsiblefordistributingthethesistotheexamcommittee?
OncetheIMShasapprovedthethesis,wewillsendoutanotificationofexambye-mail,instructingyoutodistributethethesistoallcommitteemembers.Youareexpectedtodistributethethesisassoonasyoureceivenotice.Ifanexaminerrequestsahard-copyofthethesismailedtothem,weaskthattheSupervisorcovercouriercosts.
4.DoIneedtorequestconvocation?
No,SGSwillprocessyourconvocationrequestdependingonwhenyourSupervisor/subcommitteeChair
IMS PhD ThesisDefenseGuidelines—Page 24
confirmsyourthesiscorrectionsaredone(ifapplicable)andwhenyouuploadyourthesis.IfyouwouldliketoconvocateinMarch(inabsentia)youmustlettheSGSDoctoralExamsOfficeandtheIMSThesisandExaminationOfficerknowthis.
5.Ihaveaquestionaboutconvocation.WhoshouldIcontact?
PleasegetintouchwiththeOfficeofConvocationforanyquestionsrelatedtoconvocation.
6.IamplanningonstartingmedicalschoolimmediatelyaftermyPhD.WhatshouldIkeepinmindtotransitionfrommyPhDtoMedicalSchool?
We recommend that you complete your PhD and then entermedical school.Most universities requiredegreecompletionbeforestartingmedicalschool. Offersofadmissionareissueduptothestartofmedicalschoolclasses.IfyouplantostartintheFallyoumustdefendbymid-June.
• DiscusstheissuewithyourSupervisorandPACwhenyouapplytomedicalschool.• MeetwithyourPACoftentoensureyouallagreeonatimelineforcompletionandworkexpectations.• Confirmwithyourmedicalschool(s):
Doesadmissionrequiredegreecompletionpriortoentry?Ifyes,whatistheirfinaldeadlineforconfirmationofdegreecompletion?Whatisthefinaldatewhenyou’llhearaboutyouracceptance?
• Getallresearchforyourdegreecompletedwellinadvance.• Bookyourdefenseearly.Defendyourthesisbymid-June.• Wecannotshortenthe9weekrequirednoticeperiodtoscheduleaFOEduetomedicalschool
acceptance. 7.WhenwillmytranscriptreflectthatIhavebeenawardedthePhDdegree?
YourtranscriptwillshowthatyourPhDdegreehasbeenconferredonthefirstbusinessdayfollowingconvocation. This is when your thesis credit on your transcript will also be changed from IPR (inprogress)toCR(credit).
8.WherecanIgetaconfirmationofdegreecompletionletter?
AnofficialconfirmationofdegreecompletionlettercanbeissuedonceyourSupervisorormodificationssubcommitteechairhasconfirmedyourthesiscorrections(ifapplicable)andyouhaveuploadedyourthesistoSGS.ThisletterneedstocomefromSGSandcanberequestedusingtheformfoundontheirwebsitehere.
IMS PhD ThesisDefenseGuidelines—Page 25
StaffContacts Forclarificationontheseguidelinesorforanyotherthesisandexamrelatedquestions,pleasegetintouchwith:
ThesisandExaminationOfficerInstituteofMedicalScience|UniversityofToronto1King’sCollegeCircle,Room2369|Toronto,ON|M5S1A8phone:416.978.6696|e-mail:[email protected]
TobookanappointmentwithaGraduateCoordinator,pleasegetintouchwith:
DepartmentalAssistantInstituteofMedicalScience|UniversityofToronto1King’sCollegeCircle,Room2374|Toronto,ON|M5S1A8phone:416.946.8286|email:[email protected]
IMS PhD ThesisDefenseGuidelines—Page 26
PhDThesisDefenseandProgramCompletionChecklist: Inordertousethischecklist,youwillneedtoselectatargetdefensedateandworkbackwards
fromthere.Yourtimelinetocompletionmayrequiremodificationtoaccommodate delays
and/orholidays.
PhDCandidacyAchieved:
BytheendofYear3ofthePhDprogram,youareexpectedtohavecompletedallcourserequirementsandsubmittedatleast4completedPACreportstotheIMSOfficeinordertoachieveofficialPhDcandidacystatus.
Approximatelyoneyearpriortofinaldefensedate:
• Startwritingyourthesis.• Readthedefenseguidelinesthoroughly.• ApplyforaDegreeCompletionAward(ifapplicable).• EnsurethatalldegreerequirementsaremetbycheckingthePhDProgramRequirementssectionof
ourwebsite.• Ifnecessary,arrangetomeetwithaGraduateCoordinatororIMSStaffMemberifanycomplications
arise. Approximately3-4monthspriortofinaldefensedate:
• Completethesiswritingandrevisions.• HoldfinalPACmeetingforPACapprovaltoproceedtodefense.• ApplyforthePhDDepartmentalOralExaminationWaiver(ifapplicable).• SelectFOEexaminationcommitteemembershipanddeterminepotentialexaminationdate/time.
Atleast9workingweekspriortotheFOEdate:
• SubmitdefensedocumentationpackagetotheIMSThesisandExaminationOfficer.• Allformsmustbecomplete,legibleandaccurate.Pleaseensureexaminere-mailaddressesandcontact
phonenumbersarecorrect.Incompleteformswillnotbeprocessed.Pleasealsoensurethatallexaminersareeligibletoserveonyourexamcommittee.AlsoincludetheCVoftheprincipalnominatedExternalExaminerthatincludestheirgraduatesupervisoryexperience.
• AccuratelycompleteandincludetheThesisSubmissionChecklist–signedbythetraineeandsupervisorindicatingthatallformatting,permissionsandsectionsrequiredbytheSGShave
beenfollowed.Anydiscrepancywiththeserequirementsmayaffectthethesisexamination.The
correctandtruthfulfillingofthisformistheresponsibilityofthetraineeandsupervisor.The
formisavailablevisthefollowinglink:https://ims.utoronto.ca/exams-and-program-
completion-guidelines/
Pleasenote:ProcessingandarrangingexaminationsaresignificantadministrativetasksfortheIMS
office.Theprocessingoccursintheorderthattheexaminationpackagesarereceived.Thetimelinealsoallowssufficienttimefortheexaminerstoreadthethesisandprepareareport.
IMS PhD ThesisDefenseGuidelines—Page 27
PhDFinalOralExamination Afterfinaldefensedate:
• Completepost-examinationcorrectionsormodifications(ifapplicable).• Supervisorormodificationssub-committeeChair(whicheverapplies)mustsendaconfirmationof
completedcorrectionsemailtotheSGSDoctoralExamOfficeandtotheIMSThesisandExaminationOfficer([email protected])
• Youmustensurethatconditionsforgraduation(i.e.paymentoffees)aremet.• UploadthesiselectronicallytoSGSviatheProQuestDigitalLibraryRespository.• Optional:Provideafaux-leatherhard-boundthesistotheIMSofficefordisplayintheIMSthesis
library. ConvocationtakesplaceinNovember,JuneorMarch(inabsentia,ifrequested).
ThesisSubmissionChecklist YES N01.Ihaveread,andamincompliance,withtheSGSandIMSThesisPreparationGuidelines(https://ims.utoronto.ca/exams-and-program-completion-guidelines/)2.AllthefollowingdefensedocumentshavebeensubmittedtoIMSaminimumof6workingweeksforMScand9weeksforPhDbeforethescheduledexam(i) Unboundcopyofthesis(ii) UpdatedCV(iii) Thesisdefensenominationformwithagreementfromexaminers(andthechairfor
MScexam)fordateoftheexamination(iv) FinalPACreport(v) Waiverrequestform(PhDonly)(vi) Externalexaminernominationform(PhDonly)3.MythesisconformstotheIMSstandardlengthrecommendations*
MSc:Upto100pagesPhD:Typically150-300pages*Iunderstandthatsignificantlyshortthesesmayrequireextensiverevisions
4.MythesisconformstoSGSandIMSguidelinesforfontsize(10-12point),linespacing(1.5spacing-exceptfortheabstractwhichisdoublespaced)5.Mythesiscontainsthefollowingsectionsinthefollowingorder(forsuggestedcontentandpageamountsseeThesisPreparationGuidelines):TitlePage---------------------------------------------------------------------------------------------Abstract-----------------------------------------------------------------------------------------------Acknowledgements---------------------------------------------------------------------------------StatementofContributions-----------------------------------------------------------------------TableofContents------------------------------------------------------------------------------------ListofAbbreviations(alphabeticalorder)-----------------------------------------------------ListofFigures(titlesshouldbeshortandselfexplanatory,includespagenumbers)ListofTables(titlesshouldbeshortandselfexplanatory,includespagenumbers)Chapter1(showingacomprehensiveliteraturereviewandmasteryofthesubjectleadingtoclearlystatedresearchaimsandhypotheses)-----------------------------------SubsequentseparatechaptersforMethods,ResultsandDiscussionappropriateforthechosenformatofthethesis(i.e.,“traditionalformat”or“paperformat”)…………Conclusions------------------------------------------------------------------------------------------FutureDirections-----------------------------------------------------------------------------------References(IMSsuggestsusingthe(Author,Year)styleofreferencingsoexaminerscaneasilyfollowyoursources)-----------------------------------------------------NB:(1)Allfigures&tablesthroughoutthethesishaveashorttitlefollowedbyanexplanatorylegend;(2)Anyreproducedfigures&tableshavecopyrightpermissionSignatures: __________________________ ___________________________
Candidate SupervisorPrintedNames:
⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕
⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕
⎕ ⎕⎕ ⎕⎕ ⎕
⎕ ⎕
⎕ ⎕
PhD Departmental Oral Waiver Request Form
PLEASE NOTE: ALL documentation must be submitted to the IMS office a minimum of nine (9) working weeks prior to the examination date.
Objectives: to ensure that PhD candidates are ready for a final oral examination and: • The committee has reviewed the thesis and it is acceptable, in terms of content, quality of writing, and
presentation. The thesis is ready for presentation at a formal oral examination. • The committee has tested the student’s presentation and oral defense of work and the student is
ready to defend the thesis at a formal oral examination. • The committee has tested the student’s general and specific knowledge related to research, the
student has completed appropriate graduate courses for degree completion, and minimum degree requirements have been met. The student’s basic scientific knowledge has been appropriately tested and is acceptable for thesis defense
Name of Student:
Thesis Title:
Strongly Disagree
PAC Recommendation
Neither Agree nor Disagree
Strongly
Agree
Committee is unanimous in recommending waiver of Departmental Oral Examination 1
2
3
4
5
Thesis has been reviewed and approved by PAC 1 2 3 4 5 PAC Reports
PAC reports show consistently good progress 1 2 3 4 5 PAC meetings have been held regularly 1 2 3 4 5 General principles, fundamentals or basic science component of research program (i.e. cell biology, molecular biology, clinical trial design, critical appraisal of the literature etc.) have been reviewed and highly rated
1
2
3
4
5
Knowledge relevant to the specific area of research, as well as general knowledge relating to the clinical and research aspects of the chosen field of study have been highly rated
1
2
3
4
5
Student’s overall competence in the techniques specific to the research project (in a laboratory, or in experimental design or data analysis and population studies) have been highly rated
1
2
3
4
5
Publications and Abstr 2-3 peer-reviewed publications have arisen from this work, or are under review
acts
1
2
3
4
5 Publications arising from work are in prominent journals in the field
1
2
3
4
5
The student displays a high level of productivity 1 2 3 4 5
PhD Departmental Oral Waiver Request and Checklist (cont’d)
Strongly Disagree
Neither Agree nor Disagree
Strongly
Agree
Presentation Skills
The student has presented at local meetings and conferences 1 2 3 4 5 The student has presented at national/international meetings
and conferences Presentations are of overall excellent quality
1
1
2
2
3
3
4
4
5
5 Questions are answered in an appropriate, concise and articulate manner 1 2 3 4 5
Grades
Courses were appropriate to research program 1 2 3 4 5 Program Advisory Committee does not recommend additional
courses Grades were consistently excellent
1
1
2
2
3
3
4
4
5
5
Research involves issues of conflict of interest, confidentiality, or intellectual property: □ Yes □ No
Final PAC included an external member:
□ Yes □ No
Additional comments? Please attach a separate sheet.
_
Supervisor Signature Printed Name Date _
PAC Member signature Printed Name Date _
PAC Member signature Printed Name Date _
PAC Member signature Printed Name Date _
Member External to PAC signature Printed Name Date
Return completed form + publication status of manuscripts arising from thesis to:
Thesis and Examination Officer Institute of Medical Science Medical Sciences Building, room 2369 1 King’s College Circle University of Toronto Toronto, ON M5S 1A8
� Waiver request approved � Waiver request NOT approved
For Office use only:
Graduate Coordinator Signature Date
Final Oral Examination External Examiner Nomination Form Please be reminded: • Students may not contact the examiner. • Supervisors may contact external examiners to ascertain willingness to provide a written
appraisal, availability to attend the examination at the specified time and preference for thesis delivery.
• Supervisor and examiner do not discuss thesis content.
NB: The external examiners listed below must fit the eligibility criteria. External examiners who do not meet this criterion will not be considered by SGS. • For this reason, supervisors must obtain and include the CV of the principal nominated External
Examiner that includes their graduate supervisory experience. First Choice (please print clearly)
Name Position and Rank:
Institution:
Address Phone: Fax: Email:
Area of Specialization:
Does this External Examiner plan to attend the defense? □ No □ Yes, in person □ Yes, via teleconference Second Choice Name Position and Rank: Institution:
Address Phone: Fax: Email:
Area of Specialization:
Does this External Examiner plan to attend the defense? □ No □ Yes, in person □ Yes, via teleconference Third Choice
Name Position and Rank: Institution:
Address Phone: Fax: Email:
Area of Specialization:
Does this External Examiner plan to attend the defense? □ No □ Yes, in person □ Yes, via teleconference
PhD Thesis Defense Nomination Form
PLEASE NOTE: All documentation must be submitted to the IMS office a minimum of nine (9) working weeks prior to the defense date.
For a Departmental Oral Exam, all documentation must be submitted to the IMS office a minimum of six (6) working weeks prior to the examination date.
This is a (choose one): □ Departmental Oral Exam □ Final Oral Examination
Student Name: UofT Student #:
Examination Date: Start Time (min. 3 hours):_ _
Thesis Title:
Student Phone #: Valid UTORONTO Email:
NB: All examiners must have agreed to be available on the listed examination date and time(s). It is understood by the student, supervisor, PAC members and examiners that the day and time listed on the submitted documentation is final and has been agreed upon by all parties in advance.
Committee Composition (All members listed on this form must be verified for eligibility before submission to the IMS Office)
Examiner
Name
Department
SGS Appointment (Y/N), Graduate Unit & Level
Category
Contact Details
EXAMINATION COMMITTEE (for Departmental and Final Oral Exams)
Supervisor
Phone:
Email:
PAC Member # 1
Phone:
Email:
PAC Member # 2 Phone:
Email:
PAC Member # 3 (non-voting) If deemed necessary
Phone:
Email: Examiner #1 (see pages 14 & 18 for eligibility criteria)
Phone:
Email: Examiner #2 (see pages 14 & 18 for eligibility criteria)
Phone:
Email:
Additional Member for DEPARTMENTAL EXAMINATION ONLY Internal Examiner/ Appraiser/Field Expert
(see page 14 for eligibility criteria)
Phone:
Email:
NB: Examination Chairs are provided by the SGS and do not need to be listed on this form. Please be reminded: • No collaboration in the last 6 years may exist among supervisor, student, and Examiners, and Examiner/Appraiser.
Ensure you have done a PubMed search to check for collaborations. See pages 14 and 18 of PhD Thesis and Defense Guidelines for definitions and criteria.
• Students will be responsible for delivering the thesis to all examiners. Supervisors are requested to cover courier costs if hard-copies of the thesis are requested.
• It is the student and supervisor’s responsibility to confirm that all contact information on this form is correct and legible. The IMS will not be held responsible for any incorrect contact information that delays or jeopardizes the exam.
Student signature Supervisor Signature Date
Electronic Thesis & Dissertation Submission Checklist For PhD Students
Before you submit your ETD, please read and complete the steps outlined below. This checklist is designed to walk you through all the necessary steps for completing and submitting your ETD.
If you had corrections to make, ensure that your Supervisor has notified the SGS Doctoral Exams Office ([email protected]) and your Graduate Unit that the corrections have been made and that the thesis is ready to submit (email notification is fine).
If you had minor modifications to make, ensure that the chair of your minor modifications subcommittee has notified the SGS Doctoral Exams Office ([email protected]) and your Graduate Unit that the modifications have been made and that your thesis is ready to submit (email notification is fine).
Follow the SGS formatting guidelines.
Name your file with the proper file naming convention, e.g. Doe_John_201511_PhD_thesis.pdf (201511 is for November convocation. March grads should use 201603; June grads should use 201406)
Convert your thesis to PDF and embed the fonts. Help in doing this will be provided in the course of the submission process.
If you have copyrighted material in your thesis, check to see if any permissions are required, and obtain them if necessary: http://www.sgs.utoronto.ca/currentstudents/Pages/Copyright.aspx
Submit a completed “Restrict Thesis Release Date” form to the SGS, if applicable. Must be signed by the Chair of your Graduate Unit.
Optional: Submit a bound paper copy to your Graduate Unit. The U of T binding service is recommended: http://bookpod.uoftbookstore.com/thesis-binding.php You will be invited to order bound copies through the Proquest thesis submission interface, but the U of T service is faster and less expensive.
Keep your contact information up-to-date in ACORN/ROSI.
About four or five weeks after convocation (unless you placed an embargo on your thesis with a completed “Restrict Thesis Release Date” form) look for your thesis in T-Space and on the web!
If you restricted the thesis release, you will receive an email from T-Space once the release has occurred.
FOE Committee Membershipquirements in effect July 1, 2012
FOE Committee
We strongly recommend there be a minimum of 3 non- supervisory members – you may include the External
Appraiser as one of the 3 – when you book an FOE
Supervisory Committee Member? Maximum
3 allowed
Quorum A minimum of two non-supervisory
members must be present (in person or by phone) to achieve quorum of four
members in total
Quorum not achieved = FOE cancelled External Appraiser
N
At least TWO of FOUR must be non-supervisory
Non-committee member
N
Non-committee member
N
Supervisor
Y
At least ONE of FOUR must be supervisory
Supervisory committee member
Y
Supervisory committee member
Y
It is perfectly fine to have an FOE committee with only one supervisory member and four or five non-supervisory members. If a student has more than three supervisory committee members, the extra member or members may participate as non-voting members.