MSc to PhD Transfer Process

An exceptional student in the MSc program may demonstrate the potential to complete a PhD program through the following:        

• completion of courses with A or A+;       
• first author publications and contributions to other manuscripts;        
• participation in, and contributions to, research projects; and·        
• a research proposal that demonstrates ability to think critically and a sophisticated approach to the subject expected for a PhD project.

With the support of his/her supervisory committee, the student may request a change in their registration status to a student in the PhD program.

Timing of the Request for Transfer

• The transfer request must be initiated within the first 8-12 months of the MSc program to facilitate the completion of the manuscript defense by a maximum of 16 months      
• The request cannot be made after the student is well advanced through the MSc program.  

Process for Requesting a Transfer from MSc to PhD 

1. Student initiates transfer by making a request to the Graduate Program Director via the Graduate Program Administrator. 
2. Supervisory Committee Members must agree that the student is working at a PhD student level and that the student’s research plans are of PhD thesis scope and depth, and communicate this to the Graduate Program Director to initiate the transfer process. Supervisory Committee Members must each write recommendation letters supporting the student's transfer. The letters should identify elements of the student's performance that demonstrate their potential for pursuing a research program leading to a PhD degree. Send completed letters to the Graduate Program Director, and cc the Graduate Program Administrator. 
3. Student provides a copy of a PhD level thesis proposal and CV to the Graduate Program Director, and cc the Graduate Program Administrator.  
4. Graduate Program Director reviews student’s transcript, CV, thesis proposal, and letters from committee to assess whether the transfer request should proceed to the oral transfer defense exam stage. 
5. With Graduate Program Director approval, the Supervisor(s) schedules a 2.5 hour oral transfer defense exam to be attended by: the student, the supervisory committee and the Graduate Program Director who serves as oral transfer defense exam chair and external examiner. 
6. At the oral defense, the Student defends their PhD-level thesis proposal*.  
7. Student must send the version of the document being defended to examiners a minimum of 14 days prior to the oral transfer defense exam. 
8. By noon the day before the oral transfer defense exam, each examiner (i.e. supervisory committee member) will send the Graduate Program Director, cc to Graduate Program Administrator, an individual examiner appraisal of the work being defended. The Graduate Program Administrator’s office will provide examiners with the blank examiner appraisal template. Examiners are asked to appraise whether the work being defended is of the scope and depth of PhD student level research and whether arguments supply evidence of PhD student level critical thinking and writing.  
9. The oral transfer defense exam will begin with the student providing a 10-minute presentation. The student presentation will be followed by two slightly condensed rounds (75 minutes total) of questions from examiners.   
10. The supervisor(s) will take notes of examiner questions for post-defense review with the student. After the oral transfer defense exam, these notes will be sent to the Graduate Program Director to review and filed in the Graduate Program Administrator office as part of tracking of this process. These notes also support the recommendation to the Faculty of Graduate Studies about whether the transfer should be approved.
11. Upon completion of the second round of questions, the student will be asked to leave the oral transfer defense exam session while examiners deliberate.  
12. The student will be invited to return to discuss the outcome and next steps. 
13. Assuming all agree, the supervisor(s) together with the student will complete a transfer to PhD form that includes a rationale along with an updated funding agreement form. These forms are approved by the Graduate Program Director and the recommendation for transfer submitted to the Faculty of Graduate Studies.   

* The student can instead defend a first-authored manuscript that is ready or recently accepted for publication. 

Transfer Defense Format

The student defends his/her manuscript before a Committee consisting of 3 CHS Faculty Members:

• Graduate Program Director      
• Two examiners chosen by the Supervisor, who must have expertise in the content area and have no conflict of interest with the student or supervisor
• The supervisor may attend as an observer  

The student presents a 10-minute oral presentation of the manuscript, followed by an oral defense not exceeding 75 minutes. At least 2/3 Committee members must agree that the manuscript is sound, demonstrates critical thinking and writing consistent with a PhD level.

Following a Successful Transfer Defense

1. Graduate Program Director notifies the Supervisor, Student and Graduate Program Administrator
2. Graduate Program Administrator sends the Change of Program or Status Form to the student
3. Student and Supervisor sign the form and return it to the Graduate Program Administrator

Note: If you are a Community Health Sciences Student (MDCH) please see the transfer policy for your program in the tab above.

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Transfer Policy for all Medicine Graduate Programs (except MDCH)

Students may be permitted to transfer from the MSc to the PhD program if their academic record in graduate studies is outstanding and they have made excellent progress in their research. The transfer process must be completed no later than 24 months after the student's start date in the program. 

In order to complete the transfer: 

1. A research proposal at the level of a doctoral degree must be prepared and circulated to all Supervisory Committee Members. This draft may be an expanded version of the MSc proposal (which is due to the program office within the first 12 months of the student's program). 

MDSC students: Please have your committee complete the PhD Draft Research Proposal form prior to your transfer meeting and submit it to your GPA.

2. The Program Director must chair a supervisory committee meeting where the potential transfer is discussed

3. At that meeting, criteria outlined in the PhD Transfer Checklist must be discussed and approved by all committee members. 

4. Once you have had your transfer meeting and the PhD Transfer Checklist is approved by your committee, a subsequent Change of Program Request Form and an updated Confirmation of Funding Form (from your supervisor) must also be completed and submitted to your Program Administrator in conjunction with your meeting paperwork. The confirmation of funding agreement must be in accordance with the GSE Office’s current funding policy.

5. Meeting minutes, the Supervisory Committee Meeting Progress Report form, committee approvals, and the Transfer Checklist must be submitted to the GPA before the Change of Program form can be processed. 

***All paperwork must be submitted to the GPA no later than the fee payment deadline for the term that you plan to officially transfer. Fee deadlines are available in the Grad Studies Calendar.  

Notes on Awards

Transferring from one degree program to another may impact any scholarships/awards that you may hold. It is advised that you contact the Awards Office if you are unsure whether a transfer could impact any award(s) that you hold. 

Questions? 

Contact your program GPA.