thesis writing and submission information session · 2018-05-30 · thesis writing and submission...

ThesisWritingandSubmissionInformationSession

• Thesiswriting• Thesisexaminers• Initialthesissubmission• Thesisevaluationprocess• Oraldefensecommittee• Thesisdefense• Finale-thesissubmission

SylvieFournierJanuary2018

Thesiswriting

• Thesiscomponents• Thesisformat• Notesonmanuscript-based(article-based)theses

Athesiscanbewritteninatraditionalstyleoramanuscript(article)-basedstyle.

Itcannotbeamixtureofthetwo.

Orderofthesiscomponents(intraditionalormanuscript format):

1.TitlepageThetitleofthethesisYournameanddepartmentfollowedby"McGillUniversity,Montreal"ThemonthandyearyourthesisissubmittedThefollowingstatement:"AthesissubmittedtoMcGillUniversityinpartialfulfillmentoftherequirementsofthedegreeofDoctorofPhilosophy”Theuniversalcopyrightnotice“©”followedbyyournameandtheyearyourthesisissubmitted

2.Detailedtableofcontents

3.AbstractinbothEnglishandFrench

Thesiscomponents

4.AcknowledgementsAmongotheracknowledgements,youhavetodeclaretheextenttowhichassistance(paidorunpaid)hasbeengivenbyotherstudents,researchassistants,technicians,orothersinthecollectionofdata,theperformanceofexperiments,theanalysisofdata,andthepreparationofthethesis(includingeditorialhelp).Itisappropriatetorecognizethesupervisionandadvicegivenbyyoursupervisor.

5.Preface(ContributionofAuthors)Yourcontributionstoeachchaptermustbeexplicitlystated.Thecontributionsofanyco-authorstoeachchaptermustbeexplicitlystated.Foradoctoralthesistheprefacemustalsoclearlystate theelementsofthethesisthatareconsideredoriginalscholarshipanddistinctcontributionstoknowledge.

6.IntroductionAcomprehensivereviewoftherelevantliterature.Youshouldclearlystate therationaleandobjectivesofyourresearch.

Thesiscomponents

Thesiscomponents7.MaterialandMethods(traditionalformatonly)

8.Researchresults(manuscript(s)forarticle-basedstyle)Forarticle-basedstyle:additionaltextthatconnectsthemanuscriptsinalogicalprogression.Publishedarticlesshouldbereformatted.

9.Discussion(traditionalformatonly)

Thesiscomponents10.Finalconclusionandsummary(forbothtraditionalandarticle-basedformat)Clearlystatehowtheobjectivesofyourresearchweremetanddiscusstheimplicationsofyourfindings.

11.ReferencesFollow disciplinarynorms(beconsistent).

12.Appendices(optional)Usefultopresentsupplementaryorrawdata,detailsofmethodology(particularlyformanuscript-basedtheses) oranyinformationthatwoulddetractfromthepresentationoftheresearchinthemainbodyofthethesis butwouldassistreadersintheirreview.Allmaterialinappendicesisopentoexamination.Whenpreviouslypublishedcopyrightedmaterialispresentedinyourthesis,youmustobtainsignedpermissions/waiversfromthepublisherandincludetheminthissection.

Don’tinclude:Permissionfromco-authorsofmanuscriptsEthicsandcompliancecertificates

ScriptandPageFormatAconventionalfont,size12-point,12charactersperinch.Linespacing:1.5ordouble.Leftandrighthandmargins:1inch.

LengthThereisnopagelimit,butunnecessarilylongthesesareviewednegativelysinceoneofthenormsofacademicscholarshipisconcision.GPSconsiders150pagestobethemaximumforaMaster’sthesis(includingtitlepage,abstracts,tableofcontents,preface,acknowledgements,referencelist,andappendices).ADoctoralthesismustbeassuccinct.

PaginationPositioningofpagenumbersisoptional.Pageswithfiguresmaybenumberedinsequenceorleftunnumbered.Thechosenproceduremustbeusedconsistentlythroughoutthethesis.Paginationmustbecarefullycheckedforcorrectsequenceandcompleteness.

Thesisformat

ReferencesShouldconformtoascholarlystyleappropriatetothediscipline.Consistencyofcitationandformattingisrequiredthroughoutthethesis.

FiguresandillustrationsFigures,tables,graphs,etc.,shouldbepositionedaccordingtothepublicationconventionsofthediscipline.Legendsonthesamepage.

Avoidfigures,tablesandotherillustrationsthatarelargerthanastandardpage(unlessabsolutelynecessary).Legendsoffull-pageillustrationsmustbepresentedonaseparatepage.

Goodideatohavealookonsomethesesfromyourlab.

Thesisformat

Inmanuscript-basedtheses,theresearchresultsarepresentedasacollectionofoneormoremanuscriptssubmittedortobesubmitted forpublication,and/orpublishedarticlesthatarereformatted accordingtothethesis formatrequirements.

Notesonmanuscript-basedtheses

• PriorpublicationoracceptanceforpublicationisNOT required.

• Publicationoracceptanceforpublicationoftheyourresearchresultsdoesnotguaranteethatyourthesiswillbefoundacceptableforthedegree.

• NospecificnumberofmanuscriptsorarticlesarerequiredforaDoctoralthesis.

Thus,amanuscript-basedthesismustbepresentedwithuniformfontsize,linespacing,andmarginsizes(seethesisformat).

Yourthesismustcontainadditionaltextthatconnectsthemanuscriptsinalogicalprogressionfromonechaptertothenext,toproduceanintegratedwholethatisdocumentingasingleprogramofresearch - themanuscriptsalonedonotconstitutethethesis.


Thethesisisexpectedtobeamoredetailedworkthanmanuscriptsforpublicationinjournals. Theexaminersjudgeamanuscript-basedthesisasaunified,logicallycoherentdocumentinthesamewayatraditionalthesisisjudged.

Inthecaseofmultiple-authoredarticles,youmustbetheprimaryauthor.

Inthecaseof co-firstauthoredarticles,only one studentcanusethearticleinamanuscript-basedthesisandmusthaveawrittenagreementfromtheotherco-firstauthorstudent(s). Thus,inthatcaseitmaybepreferableforbothstudentstowriteatraditionalformatthesis,identifyingindividualcontributions.

Permissionmustbeobtainedfromco-authorsofmanuscriptssubmittedorinpreparationforinclusioninthethesis(anemailissufficient,DONOTincludeinappendices).

Whenpublishedpapersareused(firstauthororco-firstauthor),youmustobtainwaiversfromthepublishers.


Initialthesissubmissionrequiresadditionalsteps.

Themostimportantoneistosecurethesisexaminersbeforeinitialthesissubmission.

Wellbeforeyourthesisisreadyforinitialsubmission,(4-6weeks)youandyoursupervisorshouldidentifypotentialexaminerswhoarequalifiedtoexamineyourthesis(thinkaboutSummer,ChristmasHolidays…...).

• Howtosecurethesisexaminers• Tipstoyoursupervisortosecureexaminers• ConflictofInterestChecklist

Thesisexaminers

ADoctoralthesisisevaluatedby2examiners- oneexternalandoneinternal.

Theexternalexaminermustbeascholarofestablishedcompetenceinthefieldofthethesisresearch.He/shemustbefromoutsidetheUniversity andholdadoctorateorequivalent.Theexternalexaminerdoesnotattendthefinaloralthesisdefence.

Theinternalexaminer isexpectedtobeknowledgeableintheareaofthethesis,butnotnecessarilytothesameextentastheexternalexaminer.TheinternalexaminermustbeaMcGillfacultymember affiliatedwiththedepartmentorfromanotherdepartment.IntheMIMMdepartment,memberofthestudent’sadvisorycommitteeCANNOTserveastheinternalexaminer.Theinternalexaminermustattendthefinaloralthesisdefence.

Thesisexaminers

Onceyouandyoursupervisorhaveidentifiedpotentialexaminers,yoursupervisor(NOTYOU)must:

• Contactthemtoconfirmtheirwillingnesstoserve.Initialcontactwithapotentialexaminerismadebyyoursupervisor(NOTbyyou) byphoneoremail.Itisusuallybesttodiscussbyphoneatsomepoint.Yoursupervisorshouldmakesurethatthepotentialexaminersareabletoreviewthethesiswithintherequiredtimeline.

• EnsurethatthepotentialexaminershavenoconflictofinterestYoursupervisormustreviewtheConflictofInterestchecklist withthepotentialexaminersandensurethathe/shedoesnotanswer“Yes”toanyofthequestions.Iftheexaminer’sanswertoanyofthequestionsinthechecklistis“Yes,”thatpersoncannotserveasanexaminer.

Howtosecureexaminers?

TalkingPointswhencontactingapotentialexaminerbyphone

• Explainthatadoctoralstudentwillsoonbecompletinghis/herthesis,andthattheMcGillprocessrequiresthethesistobeexaminedbyanexternalexpertinthefield.

• Explainthatthereisatwo-tieredthesisexaminationprocess:theexaminationofthewrittenthesisandtheoraldefence.

• Explaintotheexternalexaminerthatawrittenassessmentisrequiredbuthe/shedoesnotneedtobepresentattheoraldefence.Oncethewrittenassessment isfullycompleted,theexternalexaminer’sworkisdone.

• Explaintotheinternalexaminerthatinadditiontoprovidingawrittenassessmenthe/sheisrequiredtoattendtheoraldefence.

• Specifywhenthethesisisexpectedtobereadyforexamination,andthattheexaminerisgiven4weekstosubmithis/herassessmentandthatmeetingthisdeadlineiscriticalforthestudent’sprogresstowardsthedegree.

Tipsforyoursupervisortosecureexaminers

TalkingPointswhencontactingthepotentialexaminerbyphone

• Askifhe/shewouldbewillingandabletoundertakethistaskwithintheexpectedtime.

• ReviewtheConflictofInterestchecklist withthepotentialexaminer.

• Ifthepersonagrees,explainthatoncethethesisissubmitted,GraduateandPostdoctoralStudieswillcontacthim/hertoarrangeformailingofthethesisandexaminationforms.

Throughouttheinteractionwiththepotentialexaminer,yoursupervisorshouldnotdiscussthequalityofthethesis,sincethatcouldbiasthereview.Itis,however,possibletosendthethesisabstracttothepotentialexaminer,sothathe/shemaybetterjudgehis/herabilitytoundertakethereview.

Sharethisinformationwithyoursupervisorwhendiscussingpotentialexaminers.Itwillmakehis/herjobeasier.

https://www.mcgill.ca/gps/files/gps/procedure_contacting_examiner_may2017.pdf

Tipsforyoursupervisortosecureexaminers

EmailTemplateforContactinganExternalExaminerDearDr.[nameofexaminer],IamcontactingyoutoinquireastowhetheryouwouldbewillingtoactasexternalexaminerforaPhDstudentIamsupervising.ThesessubmittedforthedoctoraldegreeatMcGillUniversityareappraisedconcurrentlybyanexternalauthorityonthesubjectofthe thesisandbymembersoftheUniversity.Iwouldbemostgratefulifyoucouldactasthatexternalauthority.Thethesistitleisgivenbelow,andIhaveattachedtheabstracttothisemail,togiveyouabetterideaofthethesiscontents.Ibelievethatyourexpertiseintheareawouldmakeyouideallysuitedtoexaminethisthesis.Thethesisisapproximately[###]pageslong.Ifyouarewillingtoundertakethis,youwillbeaskedtosubmitwrittencommentsandquestions(oneortwopages)fortheoral defence,aswellasanoverallevaluationofthethesis.Ifyouagree,athesisevaluationformandwillbesenttoyoualongwiththe thesis. Iexpectthatyouwillreceivethethesisin[month]andyouwillhaveapproximatelyfourweeksforreadingandevaluatingthethesis. Pleasenotethat,atMcGillUniversity,externalexaminersarerarelyinvitedtotheoralexamination.Unfortunately,weareunabletoprovideanhonorariumforevaluatingthethesis.Ifyoubelievethatthereisaconflictofinterestthat mayprejudiceyourobjectivejudgementofthethesis(seechecklist),pleaseletmeknow.PleasenotethatMcGilldoesnotallowcontactbetweentheexaminersandthestudent,andthatanycontactwiththesupervisormustavoiddiscussionofthequalityofthethesis,oritsdetailedcontents.Thankyouinadvanceforyourconsideration.Ilookforwardtohearingfromyou.Bestregards,[Name],[Title],[Affiliation]

ThesisTitle: [thesistitle]Author: [student'sname]Department: [student'shomedepartment]Degree: DoctorofPhilosophy

Sharethisinformationwithyoursupervisorwhendiscussingpotentialexaminers.Itwillmakehis/herjobeasier.https://www.mcgill.ca/gps/thesis/thesis-guidelines/examination/thesis-examiners

Tipsforyoursupervisortosecureexternalexaminers

• Haveyouco-authoredorotherwisecarriedoutresearchincollaborationwiththestudentorthesupervisorwithinthelastfiveyears?

• Doyouknowinglyhaveafinancialinterestinanentitythatcouldbenefitfromthethesisresearch?

• Haveyoupreviouslyreadthethesis,orpartsofit,orevaluatedthestudent'sthesisresearch(e.g.,asanadvisor,asanadvisorycommitteemember,evaluatorofprogresstracking)?

• Haveyoupreviously(withinthelastfiveyears)examinedorbeenexaminedbythestudent'ssupervisor?Thiswouldbethecaseifyouaretheformerstudentorformersupervisorofthestudent'ssupervisor(forexternalexamineronly)

• Haveyouengagedin(orintendtoengagein)discussions/negotiationswithstudentorsupervisorrelatingtofutureemploymentorsupervision?

Conflictofinterestchecklist

• Doyouhaveapersonalorfinancialrelationshipwiththestudentorthesupervisor?Relationshipsthatmightappeartohaveaconflictofinterestinclude:

ApastorpresentspouseorpartnerAclosefamilymemberApastorpresentbusinesspartner

• Haveyouengagedinotheractivitiesthatcouldbeinterpretedasconflictofinterest?Pleasespecify.

• Forexternalexaminersofdoctoraltheses:Doyouhaveaformer(withinthelastfiveyears)orpendingaffiliationwiththestudent'sdepartment?Forexample,haveyougraduatedfromthesameacademicprogramorbeenofferedanacademicappointmentinthedepartment?HaveyouheldanacademicappointmentatMcGillwithinthelastfiveyears?

Sharethisinformationwithyoursupervisorwhendiscussingpotentialexaminers.Itwillmakehis/herjobeasier.Thischecklistcanbefoundat:https://www.mcgill.ca/gps/files/gps/conflict_of_interest_checklist_2017.pdf

Conflictofinterestchecklist

InitialThesisSubmission

• Thesissubmissionformat

• TheNominationofExaminersForm

Thesissubmissionformat

Yourthesis mustbesubmittedasasinglePDFfromyourofficialMcGillemailaddressto:[email protected]

ThenamingconventionofthePDFthesisis:ID#_last name_first name_dept name(canbeabbreviated)_thesis.pdfEg. 260260260_Mitsopoulos_Panagiotis_MIMM_thesis.pdf

Thesubjectlineofthisemailmustbe: Initialthesissubmission

Youwillreceiveaconfirmationreceiptofsubmission.

ProvideaPDFcopyofyourthesistoyoursupervisorandco-supervisor. Thisisveryimportantbecauseyoursupervisorisresponsibletoprovideyourthesistoyouroraldefence committeemember.

Ifyouhavedifficultyemailingyourthesis,youshouldcontacttheGPSthesisunitat [email protected]

Mitsopoulos/Panagiotis

Nominationofexaminersform

Attheinitialthesissubmission,youmustalsoprovidethe“nominationofexaminersform”.

ThereisanominationofexaminersformforMaster’sthesisandadifferentoneforDoctoralthesis. Makesureyouusetherightone!

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Doctoral Thesis Nomination of Examiners Form

Submit this completed form to [email protected] from your official McGill email address with a single PDF version of your thesis and the two library forms (MNL and LAC) in PDF format. Please verify that all signatures are included on page 3 of this form.

Name: _________________________________________________________ McGill ID: _________________________ Last First

Email Address: ___________________________________________________ Degree: __________________________

Unit*: ___________________________________________________________________________________________ *Unit refers to a department, a division, a school, an institute, or a Faculty/University-wide graduate program

Exact Thesis Title: Capitalize proper nouns only (E.g., The politics and economics of the Free Trade deal) and use words rather than symbols (e.g., carbon dioxide instead of CO2). Note: The convocation booklet will display the thesis title in lower case except for proper nouns.

Supervisory Committee (list all members)

Thesis Supervisor

Full Name/Title _________________________________________________

Tel: (______)_______– __________/_______

(extension) E-mail:___________________________________________

Mailing Address (Full campus address where applicable) _________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

Thesis Co-Supervisor (if applicable)

Full Name/Title _________________________________________________

Tel: (______)_______– _________/_______

(extension) E-mail:___________________________________________


_________________________________________________

_________________________________________________

_________________________________________________

Other Members

Full Name/Title Unit*

MicrobiologyandImmunology

Advisorycommitteemembers

Ph.D.

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Names and addresses in the following two sections must be complete with full names (no initials), and complete Unit* and non-McGill addresses, including building and room number, street address, city, province, postal code, e-mail address, as well as telephone number(s).

Internal Examiner The Unit* has established that the internal examiner has agreed to evaluate the thesis. GPS is responsible for sending the internal examiner a copy of the thesis. The internal examiner must not be in conflict of interest according to McGill’s policy (see University conflict of interest regulations).

Full Name/Title ________________________________________________

Tel: (______)_______– __________/_______ (extension)

E-mail:__________________________________________


_________________________________________________

_________________________________________________

_________________________________________________

External Examiner The Unit* has established that the external examiner has agreed to evaluate the thesis. GPS is responsible for sending the external examiner a copy of the thesis. The external examiner must be able to examine the student and the thesis at arm's length, free of conflict of interest from any source. The test of whether a conflict of interest might exist is whether it could appear to a reasonable outside person that evaluation of the thesis may be affected by anything other than the merits of the thesis document. The candidate's Unit* must take reasonable steps to avoid recommending an examiner whose relationship with the candidate, the supervisor, or their research could be seen as jeopardizing an impartial judgment on the thesis. Any individual asked to examine a thesis must declare possible sources of conflict (see checklist).

Full Name/Title ___________________________________________________

Tel: (______)_______– __________/_______ (extension)

E-mail:_____________________________


_________________________________________________

_________________________________________________

_________________________________________________

Certifications and Signatures

The Unit* head or delegate certifies that

All other degree requirements have been met

The nominated internal examiner is not in conflict of interest according to McGill’s policy (see Universityconflict of interest regulations)

There is no conflict of interest with nominated external examiner (see checklist)

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Supervisor(s) certifies that:

The thesis meets GPS guidelines for preparation and initial submission The thesis meets scholarly standards for partial fulfillment of the degree If relevant, all ethics and compliance certificates required have been properly obtained and copies are on

file with the appropriate offices There is no conflict of interest with nominated internal examiner according to McGill’s policy (see University

see University conflict of interest regulations)

There is no conflict of interest with nominated external examiner (see checklist)

The student certifies that:

Thesis meets GPS guidelines for preparation and submission If relevant, all ethics and compliance certificates required have been properly obtained and copies are on

file with the appropriate offices If relevant, appropriate permissions have been obtained to include copyrighted material in the thesis If relevant, appropriate permissions have been obtained from co-authors of manuscripts included in the

thesis for such inclusion In the Preface, contributions of student to each chapter are explicitly stated In the Preface, contribution of any co-authors to each chapter have been explicitly stated

The supervisor and student acknowledge that there will be no further contact with the examiners after submission of this form. Any contact with examiners by the supervisor or student after submission of this form constitutes a conflict of interest and the examination process will be cancelled.

Date

Student’s Signature Print Name

Date

Supervisor’s Signature Print Name

Date

Co-Supervisor’s Signature Print Name

Date

Unit* Head’s or Delegate** Signature Print Name

*Unit refers to a department, a division, a school, an institute, or a Faculty/University-wide graduate program ** Please attach a copy of approval granting signing authority if signed by delegate other than the Graduate Program Director Revised May 2017

ContacttheGPDdirectly

ThenamingconventionfortheNominationofExaminersFormis:

ID#_last name_first name_unit name_nomform.pdf

E.g.260260260_Mitsopoulos_Panagiotis_MIMM_nomform.pdf

Pleasedon’tforgettosubmitanelectroniccopyofyoursignedNominationofExaminersFormtotheGraduateProgramCoordinator(GPC).

From: [email protected]

To: [email protected]

Subject: Initialthesissubmission

Attachments: 260260260_Mitsopoulos_Panagiotis_MIMM_thesis.pdf260260260_Mitsopoulos_Panagiotis_MIMM_nomform.pdf

SuccessfulInitialThesisSubmission

GPSwillsendyourinitialthesistotheexaminers.

Thesisevaluation

Theexaminershave 4weeks toevaluateyourthesisaccordingtothecriteriaoftheThesisExaminationReport.

Examiner Report – Doctoral Thesis McGill University

Graduate and Postdoctoral Studies Examiner Report – Doctoral Thesis

Report Due Date: Name of Student: Degree/Unit: Thesis Title: As a thesis examiner, you will complete this form and attach a written report providing a detailed justification of your evaluation. The deadline to send this form and your written report to Graduate and Postdoctoral Studies (email: [email protected]) is ______________. A late report has serious academic and financial consequences for the student. Thank you for your valuable contribution to this candidate’s examination.

1. Evaluation of the Thesis: Complete the evaluation grid below and comment on the criteria in your written report.

Criteria for Evaluation of Thesis Excellent Top 10%

Very Good

Good Satisfactory Unsatisfactory

1. Makes an original contribution to knowledge 2. Advances knowledge in the field 3. Is in line with disciplinary norms for research 4. Is situated in a broader context and appropriately

acknowledges the larger field of research (e.g., citations/ references)

5. Details methodology and methods 6. Reports results clearly 7. Justifies analyses and conclusions 8. Discusses implications 9. Is presented appropriately for disciplinary norms

(grammar, style, coherence, cohesion)

10. Complies with McGill’s guidelines for thesis preparation

2. Overall Recommendation: Select one.

Recommendation Select ONE PASSED - The thesis is ready to proceed to the Oral Defence. • Report must include any recommendations for minor revisions to the thesis (i.e., stylistic or editorial

changes that can be completed in three weeks or less). • Report must include questions to be asked of the candidate at the Oral Defence.

NOT PASSED – The thesis needs major revisions before proceeding to the Oral Defence. • At least one of the Criteria for the Evaluation of the Thesis must be judged as unsatisfactory if the

thesis is NOT PASSED. • Report must include a detailed description of the shortcomings that have informed your decision,

including an itemized list of substantive issues you would expect the student to address in order for the thesis to be given a PASS and proceed to the Oral Defence.

• If this is the first NOT PASSED assessment, the student will have the option to revise and resubmit the thesis.

DATE: _______________ SIGNED: _____________________________

Youdonotseetheexaminerreportsuntilafteryouroraldefence.

DONOT:

DoNOT communicatewiththeexaminersuntiltheexaminationprocessiscomplete.

“Anycontactwithexaminersbythesupervisor,studentordepartmentafterthenominationprocessconstitutesaconflictofinterestandtheexaminationprocesswillnotgoforward.”

DOandDONOTduringtheevaluationprocess

DO:

Setupyouroraldefence committee

Prepareyouroraldefence pamphlet

Uponyourinitialsubmission,GPSsendanOralDefenseFormtotheGPCwhoforwardstheformtoyou.

Howtosetupanoraldefence committee?

Onthisform, theearliestdateyourdefencecantakeplaceisindicated (pendingonthereceiptofthereports).

Onthisform,youandyoursupervisormustprovide:thedateofyourdoctoraloraldefencethetimeofyourdoctoraloraldefencetheroomofyourdoctoraloraldefencethecompositionofyouroraldefence committee

McGILL UNIVERSITYGraduate and Postdoctoral Studies

Ph.D. ORAL DEFENCE FORM

Department's role:1. Follow the "Guidelines for Chairs and Directors on Appointment of Thesis Examiners and Oral Defence Committees"; 2. Schedule and confirm the date, time and place of the oral with the student and all members of the committee; submit this form, duly completed, to the Thesis Office as soon as possible and absolutely no later than 4 weeks prior to the scheduled defence date (or the oral defence will be postponed). Any requests for exceptions to normal procedures must always be referred to GPS thesis unit prior to making any arrangements. 3. Distribute copies of the thesis to all committee members together with the "Guidelines for Doctoral Oral Examinations"; 4. Include below the department or affiliation, address, e-mail, telephone numbers of committee members; 5. List members of the student's Supervisory Committee; 6. Refer the student to the "Guidelines for Doctoral Oral Examinations" on the web - http://www.mcgill.ca/gps GPS role:1. Selects the Pro-Dean and provides that person with a copy of the thesis, official examiners' reports, and the student's advising transcript. 2. Sends the confidential official examiners' reports to the committee members and the Graduate Coordinator. (one-week prior to the defence)

Supervisory Committee Members: _________________________________________________________________________ (It is mandatory to list the names of the members)

The defence may be scheduled (tentatively) as of July 11, 2017, to ensure that thesis reports have been received and that the student's Graduate Studies file is complete.This form, duly completed, must be submitted to the Thesis Office as soon as possible and absolutely no later than 4 weeks prior to the scheduled defence date (or the oral defence will be postponed). If examiners' reports are not received by GPS at least one-week prior to the defence, the defence will be postponed.

____________________Date__________________________________Chair's Signature__________________________________Student's Signature__________________________________Supervisor's signature

Date notice mailed to Department: May 30, 2017 E-mail: [email protected]

NAME OF CANDIDATE: Panagiotis MITSOPOULOS DATE:UNIT: Department of Microbiology & Immunology TIME:LANGUAGE OF ORAL: PLACE:(if other than English) PRE-DEFENCE:TITLE: Functional characterization of stomatin-like protein 2

1. Departmental Chair or deputy:

E-Mail:Tel:

5. Internal Member (if applicable):

E-Mail:Tel:

2. Thesis Supervisor:

E-Mail:Tel:

6. External Member:

E-Mail:Tel:

3. Thesis Co-Supervisor(if applicable):

E-Mail:Tel:

7. External Member: (if applicable):

E-Mail:Tel:

4. Internal Examiner:

E-Mail:Tel:

PRO-DEAN:

E-Mail:Tel:

N.B. By signing below, I agree to the above and I confirm to the best of my knowledge, there is no conflict of interest between the candidate or the supervisor and the members of the Oral Defence Committee. The student has been informed of the committee membership and has no objection.

Return to:

Fax: Copy #: Fax: Copy #:




Don’tfillthisspace.ThisisthejobofGPS.GPSisresponsibletosecureaPro-Deanwhowillchairtheoraldefence asarepresentativeoftheDeanofGPS.

YoushouldreturnthisformtotheGPCatleast4weekspriortoyourdefense.TheGPCwillforwardittoGPS.The4wks arerequiredtoallowtimetoGPStoarrangeforaPro-Dean,totheGPCtocheckyourfile,etc.).

Forgottenbymanystudents!NeededbeforeChair’ssignature

ContacttheGPDdirectly

😊 Youcandefendyourthesisinthebuildingwhereyourlabislocated.

Whocansitonmyoraldefence committee?Youroraldefence committeemusthave5votingmembers:

Five-MemberCommittee• TheChairofthedepartmentoradelegate• Yoursupervisor• Theinternalexaminerofyourwrittenthesis• Aninternalmember(oryourco-Supervisorasappropriate)• Anexternalmember

If3membersare“closelyinvolvedwiththethesis”,aseven-membercommitteeisrequired.

Whatdoesitmean“closelyinvolvedwiththethesis”?Ifamemberoftheoraldefence committeeservedonyouradvisorycommitteeorhadanymeaningfulinputintothebodyofworkrepresentedinyourthesis,thememberisconsideredcloselyinvolvedwiththethesis.

Seven-MemberCommittee• TheChairofthedepartmentordelegateSupervisor• Theinternalexaminerofyourwrittenthesis• 2xinternalmembers(onecanbeyourCo-Supervisor)• 2xexternalmembers

InternalMemberMustbeaMcGillFaculty.MaybeassociatedwiththeMIMMdepartment.

ExternalMemberMustholdadoctorateorequivalent.Shouldnothavebeeninvolvedinyourthesisresearch.Shouldhavesufficientknowledgeofthedisciplinetoreadthethesisandquestionyouattheoraldefense,butisnotrequiredorexpectedtobeexpertinthefieldofyourresearch.MustbefromoutsidetheMIMMdepartment.MaybefromoutsideMcGill.

Whocansitonmyoraldefence committee?

Yoursupervisor(NOTYOU)shouldcontactthemembersyouhaveagreedupontoensuretheiracceptanceandavailabilitytoserveonaspecificdayandtime(doodle).Thus,yoursupervisorisresponsibleforschedulingyourthesisdefence.

Whencontactinginternalandexternalmembersyoursupervisorshouldspecifythattheydon’tneedtoprovidewrittenreports.

Theonlythingyoucandointhisprocessistoarrangeroombookingforyourdefence.

ForDuffroombooking,contacttheGPC.

Howtosecuremyoraldefence committeemembers?

YoucannotsubmityourOralDefence Formif:YoursupervisorhasnotobtainedacceptancetoservefromallmembersYoursupervisorhasnotobtainedadateandtimethatisagreedbyallmembersYouhavenotaroombookedforyourdefence

AssoonasyouhavesubmittedyourOralDefence FormtotheGPC,yoursupervisor(NOTYOU)shouldsendacopyofyourthesistoallmembersofthecommittee.Hardorelectroniccopiesofthethesisaresentdependingonthemember’spreference.

McGILL UNIVERSITYGraduate and Postdoctoral Studies

Ph.D. ORAL DEFENCE FORM

Department's role:1. Follow the "Guidelines for Chairs and Directors on Appointment of Thesis Examiners and Oral Defence Committees"; 2. Schedule and confirm the date, time and place of the oral with the student and all members of the committee; submit this form, duly completed, to the Thesis Office as soon as possible and absolutely no later than 4 weeks prior to the scheduled defence date (or the oral defence will be postponed). Any requests for exceptions to normal procedures must always be referred to GPS thesis unit prior to making any arrangements. 3. Distribute copies of the thesis to all committee members together with the "Guidelines for Doctoral Oral Examinations"; 4. Include below the department or affiliation, address, e-mail, telephone numbers of committee members; 5. List members of the student's Supervisory Committee; 6. Refer the student to the "Guidelines for Doctoral Oral Examinations" on the web - http://www.mcgill.ca/gps GPS role:1. Selects the Pro-Dean and provides that person with a copy of the thesis, official examiners' reports, and the student's advising transcript. 2. Sends the confidential official examiners' reports to the committee members and the Graduate Coordinator. (one-week prior to the defence)

Supervisory Committee Members: _________________________________________________________________________ (It is mandatory to list the names of the members)

The defence may be scheduled (tentatively) as of July 11, 2017, to ensure that thesis reports have been received and that the student's Graduate Studies file is complete.This form, duly completed, must be submitted to the Thesis Office as soon as possible and absolutely no later than 4 weeks prior to the scheduled defence date (or the oral defence will be postponed). If examiners' reports are not received by GPS at least one-week prior to the defence, the defence will be postponed.

____________________Date__________________________________Chair's Signature__________________________________Student's Signature__________________________________Supervisor's signature

Date notice mailed to Department: May 30, 2017 E-mail: [email protected]

NAME OF CANDIDATE: Panagiotis MITSOPOULOS DATE:UNIT: Department of Microbiology & Immunology TIME:LANGUAGE OF ORAL: PLACE:(if other than English) PRE-DEFENCE:TITLE: Functional characterization of stomatin-like protein 2

1. Departmental Chair or deputy:

E-Mail:Tel:

5. Internal Member (if applicable):

E-Mail:Tel:

2. Thesis Supervisor:

E-Mail:Tel:

6. External Member:

E-Mail:Tel:

3. Thesis Co-Supervisor(if applicable):

E-Mail:Tel:

7. External Member: (if applicable):

E-Mail:Tel:

4. Internal Examiner:

E-Mail:Tel:

PRO-DEAN:

E-Mail:Tel:

N.B. By signing below, I agree to the above and I confirm to the best of my knowledge, there is no conflict of interest between the candidate or the supervisor and the members of the Oral Defence Committee. The student has been informed of the committee membership and has no objection.

Return to:





PhDoraldefence pamphletFrom: GradMicroimmSent:Wednesday,May10,20173:47:03PMTo: KristinVanDenHamSubject: PhDoraldefensepamphlet

HelloKristin,IamattachingthedraftforyourPhDoraldefensepamphlet.Ihaveenteredtheinformationonthefirstpage.Pleasemakesurealltheinformationiscorrect.KindlycompletethepamphletusingtheinformationyouwouldputonyourCV.IamattachingMarianne’spamphlettouseasareference.Youcanadjustoradd othersubtitlesasneededbutkeepittotwopages(abstractandCVinfo).Oncedone,pleasesenditbacktome.Thankyou!Bestregards,MonicaToribioStudentAffairsandGraduateProgramCoordinatorDepartmentofMicrobiologyandImmunologyMcGillUniversity│3775UniversitySt.,Room511Montreal(Quebec) H3A2B4Phone:514-398-3061│Fax:514-398-7052http://www.mcgill.ca/microimm/student-affairs/graduate

Members of Graduate Studies and Students are invited to be present.

McGill University

Graduate & Postdoctoral Studies Final Oral Examination for the Degree of Doctor of Philosophy of

Kristin Van Den Ham of the Department of Microbiology and Immunology on Wednesday, June 14th, 2017 at 10:00 am.

3775 University St., 507/509, 5th Floor, Lyman Duff Building THESIS TITLE:

Protection from experimental cerebral malaria through the attenuation of CXCR3-mediated T cell chemotaxis

COMMITTEE: Dr. G. Matlashewski (Deputy Chair) Dr. M. Olivier (Supervisor) Dr. J. Fritz (Internal Member) Dr. M. Ndao (Internal Examiner) Dr. T. Geary (External Member)

Dr. (Pro-Dean)

TheGPCwillannounceyouroraldefence andcirculateyourpamphletinthedepartmentoneweekpriortoyourdefence.

Ifyouheldyourthesisdefence attheDuff,theGPCwillprintcopiesofyourpamphletandmakethemavailableinyourthesisdefence room.Otherwiseyouwillhavetodoityourself.

Bothexaminersmustpassyourthesisbeforeyoucanproceedtotheoraldefence.

Whatelse?

Iftheverdictofyourinternaland/orexternalexaminersis“notpassed”itiscertainlyNOT

Youhavetherighttoreviseandresubmitathesis.ContacttheGPCwhowillassistyouwiththeresubmissionprocess.

Ifthereportsfromyourexternalandinternalexaminersaresentontimethenyouroraldefence isheldonthedateandtimespecifiedonyouroraldefence form.

Inthiscase,GPSprovidethereportsofyourexternalandinternalexaminerstothemembersofyouroraldefence committeeandthenameofthePro-Dean.

TheGPCcirculatesyouroraldefence pamphletinthedepartmentoneweekpriortoyourdefence.

IfthereportsarenotreceivedbyGPSatleast1weekpriortothedefence thenyourdefence ispostponed.

Whatelse?

Whathappensduringathesisdefence?

Theoraldefence isdividedinto 3parts

Pre-defence meeting:

Theoraldefence committeemeetsprivatelybeforethedefence toverify thatall committeemembersarepresent,plagiarism andtodeterminetheproceduresfortheorderofquestions,timeallottedforeachquestion,etc.

Afteryourpresentation,thecommitteemembersaskquestions.Thereareusually2roundsofquestions(10-15minpermember/round)startingwiththeexternalmember,theinternalexaminer,theinternalmember,thesupervisor(whoconveysthequestionsfromtheexternalexaminer)andtheChairofthedepartment.Overall,thequestioningperiodusuallylasts60-90min.Thequestionsarebasedmainlyonthethesisandpresentation,butyourgraspofrelatedsubjectsmayalsobetested.Youshouldhaveacopyofthethesisonhand,asquestionsrelatedtospecificpointsinthethesismaybeasked.AttheendofthesecondroundyoumayhavequestionsfromthePro-Deanandtheaudience.

Defence session:

ThePro-Deanintroducesyou.

Youprovidea20minpresentation,summarizingyourresearchaims,yourresults,andyourconclusions.


Judgmentsession:

Theoraldefence committeemeetsprivately(foramaximumof60minutes) todeterminewhether:

• YourthesismeetstheacademicstandardsnecessaryforpartialfulfillmentofthePhD.

• YouhaveeffectivelycommunicatedalevelofknowledgeandunderstandingsupportingthethesisandcommensuratewiththatofthePhDdegree.

Normally,aconsensusisreached.IfaconsensusisnotreachedthePro-Deancallsforaformalvote.

TheLastJudgement48x44feet,1536-1541Fresco,SistineChapel,VaticanCityMichelangeloBuonarroti 1475– 1564Figureofadamnedmanwhocoversoneeyeinfearofhisterriblefate


Possibledoctoraloraldefence judgments

DecisionA(Pass):Thecommitteefeelsthatyourthesisandyourresponsestothequestionsraisedinthedefence meetappropriateacademicstandardsforthegrantingofthePhDdegreeandthatnorevisionsarerequired.

DecisionB(Pass):Thecommitteedeterminesthatminorrevisions(i.e.,stylisticoreditorialchanges)arenecessaryforthethesistofulfilltheacademicstandardsnecessaryforpartialfulfillmentofthedegree.ThePro-Deandelegatesonememberofthecommittee(usuallyyoursupervisor)toensurethatyoucarryouttherequiredchangeswithinthestatedtime-frame. Youhaveusually3weekstomakethechanges.

Thereare5possibledecisionsatadoctoraloraldefence:

DecisionC(Fail):Youmustresubmitarevisedversionofthethesiswithin6monthstoyouroraldefence committeewhowillthenevaluatetherevisedthesiswithoutanotheroraldefence.

DecisionD(Fail):Youmustconductanotherdefence within6monthswithoutthesubmissionofarevisedthesis.

DecisionE(Fail):Youmustresubmitarevisedversionofthethesiswithin6monthstoyouroraldefence committee,whowillthenevaluatetherevisedthesisandconductanotheroraldefence.

Possibledoctoraloraldefence judgments

Iftherevisedthesisand/ororaldefence isfailedagain,youhavetowithdrawnfromtheUniversity.

Yoursupervisorshouldgiveyouthereportsofyourinternalandexternalexaminers.

Youmakethecorrectionsand/orminorrevisionstoyourthesisinconsultationwithyoursupervisor.

YouwillreceiveanemailfromGPSgivingyoutheinstructionsforthefinalsubmissionofyourcorrectedthesis(e-thesis)

Dearstudent,Congratulationsonthecompletionofyouroraldefence.Pleaseseeinformationbelow:FINALSupervisorApprovedE-thesisDeadlineisAugust15th,2017(TOBEELIGIBLEFORFall2017GRANTINGOFDEGREES)Registrationinformationcanbefoundat: http://www.mcgill.ca/gps/students/registrationFINALE-THESISINSTRUCTIONS:StudentInstructions: http://www.mcgill.ca/gps/thesis/final-e-thesis/studentsSupervisorsInstructions: http://www.mcgill.ca/gps/thesis/final-e-thesis/staffInformationconcerningconvocationcanbefoundhere: http://www.mcgill.ca/students/graduation/convocationCopiesofanycertificatesmustberetainedbythesupervisorandstudentinaccordancewithMcGill’spoliciesonresearchethics.SupervisorsindicateontheNominationofExaminersandThesisSubmissionFormthatthethesisresearchhascompliedwithall ethicalstandards.(Seeour Researchethicsandsafetysite,includingtheOn-LineInteractiveTCPS-Tutorialforstudentsconductingresearchwithhumansubjectsand ResearchGrantsOffice– researchethicsandcompliance).Nosigneddocumentscanbeincludedwithinthefinale-thesis.

Afterthedefence

YoushouldfirstmakeasinglePDFfileofthefinalversionofyourthesisandtransformitinaPDF/Aformat.

InstructionsoncreatingPDF/Afilesarefoundathttp://kb.mcgill.ca/it/easylink/article.html?id=5163 (MicrosoftOffice2010and2013)http://kb.mcgill.ca/it/easylink/article.html?id=5136 (MacUsersandLatex)

Whensavingyourfile,donotusespacesinyourfilename.Ifnecessary,useunderscoresinstead(e.g.Mitsopoulos_P_e-thesis.pdf). Ifyoudohavespacesinyourfinale-thesisfilename,youwillnotbeabletodeletethefinale-thesisfromthefileserverifyouneedtodoso.

Finale-thesissubmission

McGill LibraryandArchivesCanadaconsidergraduatethesesimportantsourcesoforiginalresearch,andmakethesesavailableinelectronicform.

Asathesisstudentyouholdthecopyrightofyourthesis.

Youarerequiredtosignthesetwonon-exclusivelicenses,onewithMcGill(MNL)andonewithLibraryandArchivesCanada(LAC).

TheMNLlicensemakesyourthesisavailableinelectronicformthroughMcGill’srepository eScholarship@McGill.

TheLAClicensepermitsyourthesistobevisibleandaccessiblethroughtheThesesCanadaPortal.

TheMcGillthesisnon-exclusivelicense(MNL)andThelibraryandarchivesCanada(LAC)forms

TheMcGillthesisnon-exclusivelicense(MNL)form

Therearetwoforms,oneinEnglishandoneinFrench:

McGillNon-ExclusiveLicenseMNL(English) (fillablePDFform)

McGilllicenceNonExclusivedesThèseMLN(French) (fillablePDFform)

YoumustcompleteonlyONEoftheseforms(eithertheEnglishorFrenchversion)

ThelibraryandarchivesCanada(LAC)form

Therearetwoforms,oneinEnglishandoneinFrench:

LibraryandArchivesCanadaThesesNon-ExclusiveLicense(English) (fillablePDFform)

BibliothèqueetArchivesCanadalicenceNonExclusivedesThèses(French) (fillablePDFform)

YoumustcompleteonlyONEoftheseforms(eithertheEnglishorFrenchversion)

Youmustmakeasinglepdffilecontainingbothlicenses.Youwillbeaskedtouploadthisfileatthetimeof yourFinale-Thesissubmission.

Theprocessisdividedintotwosections:ThesisDetailsandThesisUpload.

IntheThesisDetailssection,youwillbeaskedtoprovideinformationaboutyoure-thesisaswellasgiveninstructionsforenteringyourEnglishandFrenchabstracts.

IntheThesisUploadsection,youwilluploadyoure-thesistotheserverforonlinesupervisorapproval.

Finale-thesissubmissionisdoneonMinervausingyourofficialMcGIll e-mailaddress.

Ifyoucan’tlogintothee-thesissubmissionforminMinerva,contactGPS.


• Loginto Minerva andselectthee-ThesisSubmissionform.

• Clickonthe“AddThesisFile”buttonatthebottomofthepage.

• Selectthemainlanguageofyourthesisfromthedropdownmenu.

• EntertheplaintextofyourEnglishabstractinthefieldofthesamename.Youcancopyandpasteyourabstractfromyouroriginalwordprocessingdocument.

• EntertheplaintextofyourFrenchabstractinthefieldofthesamename.Youcancopyandpasteyourabstractfromyouroriginalwordprocessingdocument.

• SelecttheUMIcodewhichbestdescribesyourthesissubjectusingthe“Select”option.Youwillbegivensubsequentoptionstonarrowdownthesubject.OncetheUMIcodeappears,clickon“Selectthiscode”.Thecodewillautomaticallybeenteredinthetextfield.Youcanchangethecodebyrepeatingtheprocess.

• Youcansavethisinformationwithoutuploadingyoure-thesisfilebyclickingon“SaveThesisDetails”.


• Clickonthe“Browse…”buttontoselectyoure-thesisfile.Navigatetothefolderanddouble-clickonthefilename.Ifyouselectthewrongfile,repeattheprocesstoselectthecorrectfile.

• Clickonthe“SaveThesisDetailsandUploadThesis”buttontouploadyoure-thesistoMinerva.

• Enterthenumberofpagesinthebodyofyourthesis,notincludingthefrontsection(titlepage,abstracts,etc.)norendsection(bibliography,appendices,etc.)andclickon"SavePageCount".

• Selectthesoftwareyouusedtowriteyourthesisfromthedropdownmenu.Ifyouselect“Other,”youcanenteramaximumof100characters.

Finale-Thesissubmission

Atthispointyoucando3things:

• Submityoure-thesisforonlineapprovalbyyoursupervisorbyclickingonthe"SubmitThesisforApproval"button.Ane-mailwillbeautomaticallysenttoyoursupervisornotifyingthatyouhaveuploadedyoure-thesisandthatit'snowreadyforapproval.Note: afteryoure-thesishasbeensubmittedforsupervisorapproval,youwillnolongerbeabletodeleteyoure-thesisorchangethethesisdetails,butyouwillstillbeabletodownloadacopyofyoure-thesis.Ifyourealizethatyou’vemadeamistake,yoursupervisorwillhavetorejectthee-thesissothatyoucandeletethefileandstartover.

• Downloadacopyofthealreadyuploadede-thesis(ifyouwanttoverifythatyouhaveuploadedthecorrectversion)byclickingonthe"Download"button.

• Deletethee-thesisandstartoverbyclickingonthe"DeleteThesis"button.TheThesisDetailswillnotbedeleted.(IfyouneedtomakechangestotheThesisDetails,followtheprocessfromthebeginningafteryouhavedeletedthee-thesis.)

Finale-Thesissubmission

Thee-ThesissystemhasthesisforyoutoreviewYourstudent,PanagiotisMitsopoulos,uploadedathesisentitled"Functionalcharacterizationofstomatin-likeprotein2"foryourapprovalonAugust4,2017at20:10.

PleaselogintoMinerva(http://www.mcgill.ca/minerva)toreviewthethesisandacceptorrejectit. YoucanconsulttheinstructionsforusingtheMinervaformat: http://www.mcgill.ca/gps/thesis/final-e-thesis/staff/troubleshooting/

Ifyouhaveanyquestions,pleasecontactGPSOat http://www.mcgill.ca/gps/contact/

HiSylvie,IjustwantedtonotifyyouthatIhavejustsubmittedmyonlinee-thesis!Ithinkyoushouldofreceivedanemailindicatingthatyouronlineapprovalisneeded.Letmeknowifthereareanyissues.Allthebest,Peter

Whenyoure-thesisissubmitted,anemailfromthee-thesissystemissenttoallyoursupervisors.

• Ifyoursupervisorrejectsthee-thesis,i.e.requiresthatyoumakechangestoyoure-thesis,anautomatice-mailwillbesenttoyou.Youcanviewthecommentsbyclickingon"View"underthe"Comments"headingnexttothesupervisor'sname.

Inordertomakethechangestoyourthesis:PrinttheMinervapagewiththecomments(thecommentswilldisappearonceyousubmityoure-thesisforonlineapproval).Makethechangestoyouroriginaldocument(e.g.Word,LaTex).GenerateanewpdffileinPDF/AFollowtheprevioussteps,aswellasdeletingtherejectede-thesisfile.

• Ifyoursupervisorapprovesthee-thesis,anautomatice-mailwillbesenttoyou.Ifyouhaveaco-supervisor,he/shealsoneedstoapprovethethesis.

• GPSwilltheneitherapproveorrejectyourthesis.

• IfGPSrejectsyoure-thesis,youwillreceiveane-mailstatingwhatchangesneedtobemade.


Athesismaybesubmittedatanytime.

However,foreachofthe3annualdatesforconferringdegrees,therearedeadlinesforinitialsubmission,forfinale-thesissubmissionandtheseimpactonyourtuitionfees.

Thesisdeadlinesandtuition

Initial Submission Final Submission Additional Session Thesis Evaluation Graduation

Apr16– Aug15 Aug16– Dec15 Summer Fall February

Aug16– Dec15 Dec16– Apr15 Fall Winter June

Dec16– Apr15 Apr16– Aug15 Winter Summer October

InitialandFinalSubmissioninthesameterm

Apr16– Aug15 Apr16– Aug15 Summer None October

Aug16– Dec15 Aug16– Dec15 Fall None February

Dec16– Apr15 Dec16– Apr15 Winter None June

Seeyouattheconvocation!

thesis writing and submission information session · 2018-05-30 · thesis writing and submission...

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