Procedures for Arranging a PhD Final Oral Examination (FOE)

Planning for the thesis defence should take into account the School of Graduate Studies (SGS) deadlines for convocation and fees. Approximate deadlines for defence are December 15, March 20, September 1. However, in order to arrange for a defence, the thesis must be ready at least eight (8) weeks prior to these dates. Note that difficulties in defence scheduling may be compounded by holiday schedules, especially in August and December.  For complete guidelines regarding FOE procedures, please visit the SGS website.

I. Deadlines

II. Prior to the Final Oral Examination

Supervisor's Role

1. When all members of the candidate's advisory committee agree that the thesis is complete and ready for defence, contact the Graduate Office (416-978-1552). In some programs this will not occur until a divisional defence has been successfully completed.
   
   
2. Complete the PhD Examination Committee Nomination Form according to the following guidelines, including a date and time for the FOE.

In consultation with, and subject to, the approval of the Division Head, recommend the composition of the examination committee, including:

1. Thesis committee: supervisor and two other faculty members. The supervisor must have a full SGS appointment
2. A potential external reviewer. This individual must be external to the University of Toronto, arms-length from the supervisor, the candidate and the project, as well as be a recognized expert in the field.
3. An arms-length internal examiner (Division Head or divisional representative).

Quorum = 4 voting/examining members

SGS recommends including at least 5 voting members to ensure the exam proceeds as scheduled.

The supervisor and external examiner must participate in the examination. One examiner may participate via teleconference. (See below)

3. Approval of the examination committee is made by the Graduate Coordinator and then the Vice Dean of SGS.

Student's Role:

1. Ensure that the thesis follows the format required by the University of Toronto and the National Library.
2. Submit all the forms (from II. 2. above) required for the FOE to the Graduate Office.
3. Once the examination committee approval has been received by the Graduate Office, you will be requested to distribute your thesis to all examination committee members.  This must occur at least six (6) weeks prior to the defence.

Graduate Office Role:

1. Ensure that student has completed all degree and course requirements.
   (Note: No FOE can be scheduled if there are any outstanding grades.)
2. Finalize and approve composition of examination committee in consultation with the Supervisor and the Division Head.
3. Submit the FOE On-line Pre-approval form.
4. Inform the external examiner of his/her role including the need to prepare a written confidential critique.  Inform the external examiner about the honorarium and expense re-imbursement.
5. Arrange for booking a room and equipment; distribute programs.
6. Familiarize the student with the examination process and expectations.

III. At the Final Oral Examination

1. All members of the examination committee must be present or participate electronically.
2. The Chair follows clearly established Examination procedures set by SGS.
3. The examination committee votes on the acceptability of both the thesis and the oral defence, and informs the candidate of the decision.
4. The student and examination committee will be instructed according to SGS rules regarding changes to the thesis.

IV. After the Final Oral Examination

1. The student makes modifications to the thesis as required. These are reviewed by the faculty member(s) designated at the end of the oral exam.
2. The designated faculty member informs SGS in writing that the student has made revisions/corrections.
3. Student submits one (1) bound copy to the Graduate Office.  Binding should be hard cover, buckram, with gold lettering. Additional copies may be required for the thesis committee members.
4. Student submits final thesis electronically, with processing fee ($20.00), to SGS via T-Space.
5. SGS prepares the degree recommendation.
6. Students failing to complete all steps by the above deadlines will be required to register and pay fees for another term.
7. The School of Graduate Studies notifies students about convocation arrangements about 4-6 weeks in advance.

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PhD FOE - Frequently Asked Questions