34
PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation for the SGS Final Oral Exam (FOE) must be submitted to the IMS a minimum of 9 working weeks prior to the examination date. For a Departmental Oral Exam, all fully and accurately completed defense documentation must be submitted to the IMS a minimum of 6 working weeks prior to the examination date.

PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

  • Upload
    others

  • View
    74

  • Download
    1

Embed Size (px)

Citation preview

Page 1: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

PhDThesisDefenseGuidelines

&

ThesisPackage

SubmissionForms

Pleasenote:

Allfullyandaccuratelycompleteddefense

documentationfortheSGSFinalOralExam(FOE)must

besubmittedtotheIMSaminimumof9working

weekspriortotheexaminationdate.

ForaDepartmentalOralExam,allfullyandaccurately

completeddefensedocumentationmustbesubmittedto

theIMSaminimumof6workingweekspriortothe

examinationdate.

Page 2: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 3: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 4: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 5: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 6: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 7: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 8: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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,

Page 9: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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?

Page 10: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 11: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 12: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 13: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 14: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 15: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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,

Page 16: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 17: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 18: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 19: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 20: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 21: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 22: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 23: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 24: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 25: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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]

Page 26: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 27: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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).

Page 28: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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:

⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕

⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕⎕ ⎕

⎕ ⎕⎕ ⎕⎕ ⎕

⎕ ⎕

⎕ ⎕

Page 29: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 30: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 31: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 32: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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

Page 33: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.

Page 34: PhD Thesis Defense Guidelines Thesis Package …...PhD Thesis Defense Guidelines & Thesis Package Submission Forms Please note: All fully and accurately completed defense documentation

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.