University of Calgary
UofC Navigation

PhD: Timeline and Procedures

Submitted by mclean1 on Thu, 09/15/2016 - 12:15pm

* Note: Candidacy timelines, procedures and forms are for PhD students admitted prior to September 1, 2016

Start of Program

◦ Online Registration through the MyUofC Portal

◦ Make sure to register for all  courses you intend to take at the same time.  Complete your registration early.

 

3 Months

◦ Establish and meet with your Supervisory Committee

◦ Once your committee has been established, submit the names of your committee to your Graduate Program Coordinator (Administration) via email

◦ Submit the BME Graduate Program Research Proposal form signed by committee members to the BME Graduate Program Office

 

May (Annually)

◦ Submit the online Annual Progress Report

 

12 Months or End of First Year

◦ Complete your annual registration through the MyUofC Portal

 

Second Year 

◦ Complete your annual registration through the MyUofC Portal

◦ **See Candidacy Procedures Below

Third Year 

◦ Complete your annual registration through the MyUofC Portal

Fourth Year 

◦ Complete your annual registration through the MyUofC Portal

PhD Candidacy

Submitted by mclean1 on Fri, 04/28/2017 - 12:52pm

*For students admitted prior to September 1, 2016

Permission to initiate candidacy

Prior to booking the candidacy exam, permission must be obtained from your supervisory committee. You are  required to submit minutes signed by all committee members supporting the exam.

**The BME Preparation Candidacy Form must also be completed and signed by all committee members and submitted to the BME Graduate Program office

Notice of Candidacy Exam

It is recommended that you allow at least 2 - 3 months to prepare for the exam and ensure all examiners availability.

Information to compile the Candidacy Notice of Examination needs to be received by the BME Graduate Program Office at least 6 weeks before the exam. Please note that the completed and signed notice must be submitted to the Faculty of Graduate Studies at least 4 weeks before the exam.

Required Information for the BME Graduate Program Office

to be submitted at least 6 weeks before the examination. Checklist available here.

  1. Date and Time of examination
  2. Location of examination
  3. Examining committee members; this includes
    • supervisor/co-supervisor,
    • supervisory committee,
    • internal/external examiner,
      • This examiner should be a member of the UofC but have no affiliation with you or the supervisor. Can be from the same department; must not be from the BME GP Approved Supervisor List
      • Well-established research reputation
      • Expertise in area of student’s research
      • Experience in evaluating theses at graduate level
      • Experience in supervising to completion at graduate level
      • Not close personal friend of supervisor
      • Has not collaborated with supervisor in past five years; has not worked with candidate
      • Examiners external to the UofC will also be considered, please submit the proposed examiner's CV with the exam details.
      • Additional Examiner – No Restrictions

**Neutral Chair will be appointed by the BME Graduate Program Office

PhD Defence & Completion of Program Guidelines

Submitted by mclean1 on Fri, 04/28/2017 - 1:06pm

Permission to write

Prior to writing your PhD thesis, permission must be obtained from your supervisory committee. You are required to submit minutes signed by all committee members supporting the write up.   

Notice of PhD Thesis Oral Exam

It is recommend that you allow at least 3-4 months to prepare for the exam and ensure all examiners availability.

**External Examiner request and CV must be submitted via email to the BME Graduate Program Office at least 3 months prior to the exam date

Information to compile the Notice of Examination needs to be received by the BME Graduate Program Office at least 6 weeks before the exam. Please note that the completed and signed notice must be submitted to the Faculty of Graduate Studies at least 4 weeks before the exam.

Required Information for the BME Graduate Program Office

To be submitted at least 6 weeks before the examination. Checklist available here.

  1. Final Thesis Title, as it will appear on your final thesis (please be specific on upper and lower case in your title)
  2. Date and time of examination
  3. Time of public presentation
  4. Location of examination
  5. Examining committee members; this includes
    • supervisor/co-supervisor,
    • supervisory committee,
    • External Examiner – approved and invited by FGS
    • internal/external examiner,
      • This examiner should be a member of the UofC but have no affiliation with you or the supervisor. Can be from same department; must not be from the BME GP Approved Supervisor List
      • Well-established research reputation
      • Expertise in area of student’s research
      • Experience in evaluating theses at graduate level
      • Experience in supervising to completion at graduate level
      • Not close personal friend of supervisor
      • Has not collaborated with supervisor in past five years; has not worked with candidate
      • Examiners external to the UofC will also be considered, please submit the proposed examiner's CV with the exam details.
      • Additional Examiner – No Restrictions

 

**Neutral Chair will be appointed by the BME Graduate Program Office

 

Two weeks prior to the exam date, the student will be required to complete the official BME Graduate Program Seminar template (1 page).  Please contact the BME GP office for the official template.

An unbound final version of the thesis must be provided to the examiners at least three weeks prior to the thesis examination. This must, in the case of the external examiner, take into consideration delays in mailing if that is the preferred method of delivery. 

Thesis guidelines

Thesis templates

Convocation Clearance and Approval for Binding

  • Once revisions to the thesis have been completed and approved by the examining committee the thesis needs to be uploaded to the online thesis bank, the Vault.
    • Forms need to be submitted to the Faculty of Graduate Studies (FGS) in MLT 2nd floor including the Notice of Completion form signed by the BME Graduate Program Director.  If you require the BME GP Director Signature on the Notice of Completion form, please submit a minimum of 3 business days prior to submitting your final thesis package to FGS office. Students will be assessed continuing fees until they have obtained approval to print and bind their thesis and are cleared to convocate by the FGS.
  • Detailed information on Thesis Preparation and Submission can be found on the FGS website.
  • All forms for Thesis Submission can be found on the FGS website.

All students are reminded to apply EARLY for convocation online through their Student Centre even if you have not officially defended yet. For more information on Convocation please visit the Registrar website.