University of Calgary

Thesis Examination, PhD

Doctoral Thesis Oral Examination

The thesis examination committee for the Ph.D. degree shall consist of a total of five voting members including the student’s Supervisor(s), Supervisory Committee and at least two other examiners: One who is external to the Faculty of Kinesiology Graduate Program known as the “Internal” External and one who is external to the University of Calgary known as the External Examiner. In cases where there is a Supervisor and Co-Supervisor, their votes count as one vote. There must also be a Neutral Chair, recommended by the Graduate Supervisor and approved by the Associate Dean (Graduate). The Handbook of Supervision and Examination – Doctoral Program may be found at http://grad.ucalgary.ca/policies/handbooks/doctoral

1)       Approval of External Examiner/Reader 

At least eight weeks before the proposed examination date, the form entitled Request

for Approval of External Examiner /Reader http://grad.ucalgary.ca/files/grad/e_guidelines_for_external.pdf and a copy of the prospective external examiner’s current curriculum vitae must be submitted to the Office of the Associate Dean (Graduate). The designated External Examiner must be approved by the Associate Dean (Graduate) and the Dean, Faculty of Graduate Studies.

Please note, Faculty of Graduate Studies (FGS) discontinued the $200 honorarium they previously provided to the External. 

There is $500 available for travel expenses. Anything above that is expected to be paid by the supervisor. The Dean, FGS, encourages the use of video-conference for doctoral thesis defenses to save on time and funding.

If the External attends or if there is an invoice for video-conferencing for the examination, the receipt(s) may be sent to Faculty of Kinesiology Graduate Program Office for reimbursement the initial $500. The remainder will be forwarded to the supervisor for reimbursement.
 
If there are any conflicts your supervisor may send an email to knesgrad@ucalgary.ca disclosing the conflict and providing rationale regarding the appropriateness of this examiner. This will be considered by the Associate Dean (Graduate) and upon recommendation to FGS, considered by the Dean, FGS.

 

2)       Notice of Doctoral Thesis Oral Examination

A form entitled Notice of Doctoral Thesis Oral Examination is prepared by the Office of the Associate Dean (Graduate). Information for this form MUST be submitted to the Office of the Associate Dean (Graduate) at least six weeks before the scheduled date of the examination./- Email knesgrad@ucalgary.ca for more information.

Information required: 

- Date, time and location of examination
- Doctoral thesis title
- Specialization
- Committee composition. Please note in cases where this is a Supervisor and Co-Supervisor, their vote counts as one vote.
     Neutral Chairperson – Confirmed by the Office of the Associate Dean (Graduate)  (Non-Voting Member of Examining Committee)
    1 Supervisor (Voting Member of Examining Committee)
    2 Supervisory Committee Member - (Voting Member of Examining Committee)
    3 Supervisory Committee Member - (Voting Member of Examining Committee)
    4 'Internal' External* - UofC Faculty member outside KNES who meets criteria below  (Voting Member of Examining Committee)
    5 External - Outside UofC TBA (Voting Member of Examining Committee)

*The "Internal" External must meet the following criteria:

 - Has not collaborated with the supervisor in the last five years 

 - Is not related to the student, and has not worked with the student 

 - Has not been a supervisor in the student's department/program for the last three years 

 

3)   Changes to the Policies

Please note the FGS Examination Policies changed effective May 21, 2008. The following are the options the student is provided on the Notice of Doctoral Thesis form. Please review to determine which format you wish the examination to be held under. 

a)      I entered my program prior to May 21, 2008 and wish to be examined under the regulations of the archived Handbook of Supervision and Examination: Part 3 Doctor of Philosophy:

http://grad.ucalgary.ca/files/grad/2006-07_doctoral_handbook_0.pdf

b)      I entered my program prior to May 21, 2008 and wish to be examined under the regulations of the current Handbook of Supervision and Examination: Part 3 Doctor of Philosophy:

http://grad.ucalgary.ca/files/grad/2009-2010_Doctoral_Handbook_updated_June4-2009.pdf but request a closed exam.

c)       This exam will be administered under the regulations of the current Handbook of Supervision and Examination: Part 3 Doctor of Philosophy:

http://grad.ucalgary.ca/files/grad/2009-2010_Doctoral_Handbook_updated_June4-2009.pdf


4)    Thesis Submission to Examining Committee Prior to Examination

The thesis must be distributed by the Student/Supervisory and RECEIVED by each examiner no less than 21 days before the oral examination date. This deadline is extremely important.

The 'Examiner's Report on Thesis' will be sent to the examiners after FGS has approved the examination. This is the report on which each examiner will complete his/her written report of the thesis.

Thesis Guidelines and other examination information http://www.grad.ucalgary.ca//forms/thesis


5)  Convocation

You may complete the Application for Degree as soon as it is available on your Student Centre. 

For November convocation - all program requirements must be completed by the Fall Fee tuition deadline. This includes defending, revisions and submitting required paperwork to the Faculty of Graduate Studies. (I will provide completion paperwork to you once the examination is scheduled).

For June convocation - all program requirements must be completed by April 30 annually. 

 

6)  Completion Instructions

a) Complete the following forms found at http://www.grad.ucalgary.ca/forms/thesis

Please note that you may indicate your convocation date on these forms as November 2010.

-University of Calgary Partial Copyright License

-National Library of Canada: Non-Exclusive License to Reproduce Theses

-Thesis Distribution Form

-UMI Classification Form

b) Program Recommendation for Convocation Clearance of Thesis Students form may be submitted to the Office of the Associate Dean (Graduate) after your supervisor signs. Your supervisor would normally sign this after signing the thesis approval page. The Associate Dean (Graduate) will sign and the form will be returned to the student for submission to FGS with the other documents.    

                                         http://www.grad.ucalgary.ca/forms/convocation

 

c) You submit the forms, an unbound copy of your thesis, one signed approval page and a CD version of your thesis. 

 

d) BOUND COPIES must be submitted. Many students have them printed on-campus at Imagine Printing Services. 

1-KNES Office of the Associate Dean (Graduate), KNB 146

1-If your supervisor is affiliated to the HPL, one copy is submitted to the HPL via Ursula Heinz (OPTIONAL)

1-Supervisor

Check with your supervisor whether you should bind copies for each committee member. 

The Faculty of Kinesiology color is black for doctoral theses. The Year/Month on the spine will be the Year/Month you submit to FGS.

 

7)   Fee Deadlines

In order to not pay fees for the next term, all program requirements must be completed by the next term's registration deadline. This includes defending, revisions and submitting required paperwork to the Faculty of Graduate Studies.

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