Checklist- School of Public Health and Health Systems (PhD)

This checklist is designed to help you organize your progress through your program. The following tasks are your responsibility.


1.

Meet with your supervisor and the Graduate Officer to discuss individualized program of study including selection of appropriate courses.

Should your supervisor change at any time during your program, it is your responsibility to complete a “Change of Supervisor (PDF)” form and submit to the Faculty Graduate Studies Coordinator after signatures have been obtained.

Approval

Supervisor, Graduate Officer, Associate Dean

 

2.

Register ACTIVE every term (Fall, Winter, and Spring). Inactive registration is exceptional. If you do request inactive status, you must seek approval from your advisor, the Graduate Officer, and the Associate Dean. Requests for inactive status will not always be approved.

If you fail to register for any term, you are automatically withdrawn from your program.  Readmission is not guaranteed, and if granted, requires payment of fees for the terms(s) you were not registered. If you are readmitted, you will be required to register for a minimum of one term without a tuition refund.

Approval

Supervisor, Graduate Officer, Associate Dean

 

3.

Complete HSG 601 and two modules of HSG 605.

Approval

n/a

 

4.

Students must take an additional department-approved methods course after completing HSG 605. Students must complete at least three courses within their designated stream of specialty. At least one course beyond the 600 level is also required. It is important to keep in mind that these are minimum requirements. Both the student’s advisor and the HSG Graduate Affairs committee has the right to stipulate additional course work as necessary to ensure the student is adequately prepared.

Students registered in the Aging, Health, and Well-being collaborative PhD program, please see degree requirements.

Students registered in the Work and Health collaborative PhD program, please see degree requirements.

Approval

n/a

 

5.

In consultation with your supervisor, set up your comprehensive examination committee. Meet with your committee to set up guidelines and dates for the comprehensive examination. Refer to AHS policies and procedures for PhDs at PhD Comprehensive Preparation/Approval to Proceed (PDF) form and on the Policies and Procedures webpage (“Form 1 PhD Comprehensive Examination Approval of Committee and Date of Examination (DOCX)” should be completed).

Approval

Supervisor, Graduate Officer

 

6.

Complete Comprehensive Exam by the end of the fourth term (December of the 2nd year)

Approval

Comprehensive Exam Committee

 

7.

Start doctoral thesis. Once you initiate your PhD thesis process you may no longer petition for INACTIVE status.

Approval

Supervisor, Graduate Officer

 

8.

Prepare a thesis proposal in close consultation with your supervisor. You may wish to consult with members of your supervisory committee as well.

Approval

Supervisor

 

9.

Schedule an oral defence of your proposal at least one month in advance.

  • Arrange a time and date acceptable to your committee and the Graduate Officer.
  • Be sure to book a room with the Faculty Secretary/Receptionist.
  • Your thesis proposal must be on display for at least two weeks before the defence.
  • Obtain and submit a copy of the “PhD Thesis Proposal Notification” form (form 3) (PDF) from the Faculty Graduate Studies Coordinator at least three weeks prior to the presentation.
  • Distribute copies to your committee and the Faculty Graduate Studies Coordinator.
    • The Faculty Graduate Studies Coordinator will distribute the notice (when informed by you of date, time, etc).

Approval

Thesis advisory committee, Graduate Officer

 

10.

Pass proposal defence and make necessary modifications to the proposal.

Approval

Thesis advisory committee.

 

11.

Obtain approval for data collection from the Office of Human Research, if appropriate.

Approval

Advisor, Office of Human Research

 

12.

Collect and analyse data, write up results in close consultation with your supervisor. Several drafts and rewriting are to be expected.

Approval

n/a

 

13.

Arrange proposed examining board at least 8 weeks prior to defence, in consultation with your supervisor.

  • The examining board must consist of 5 members: Supervisor (must hold appointment with the department [adjunct or cross-appointed] if not a regular faculty member); advisory committee, and an internal/external member as well as the external examiner.
  • A Chair will be appointed by the Graduate Studies Office.
  • In consultation with your supervisor, obtain and submit a copy of the “PhD Proposed Thesis Examination Board” to the Faculty Graduate Studies Coordinator at least 8 weeks prior to your defence, and include suggested external examiners for approval by the Faculty Graduate Studies Committee. Include required information on the external examiner, including an arm’s length statement from your supervisor. Include a copy of your abstract. Once the external examiner has been approved, your supervisor will be informed of the decision and will contact the external for her/his agreement and availability.
  • In consultation with the Graduate Officer and/or Associate Dean, an internal/external member will be appointed to the committee. This member is to be external to the department but internal to the University. See guidelines outlined in the Academic Regulations section of the current graduate calendar under the heading “Minimum Requirements for the PhD Degree” for further clarification on the examining board.

Approval

n/a

 

14.

In consultation with your supervisor determine a time and date for your thesis defence.

  • The final defence must be set four weeks before Convocation.
  • The Faculty Graduate Studies Coordinator will book a room (most PhD defences are held in BMH 3119). 
  • Obtain “Approved PhD Thesis Examination Committee”, form 6, from the Faculty Graduate Studies Coordinator when you are ready to hand in your thesis for display. This form must be signed by committee members and returned to the Faculty Graduate Studies Coordinator. Your thesis must be on display five weeks prior to defence and at least 4 weeks prior to the   registration day of the following term in the Office of the Associate Dean for Graduate Studies. Leave one display copy and one copy for the external examiner with the Graduate Coordinator.
  • A brief written report prepared by the external examiner is required one week in advance and sent to the Associate Dean’s Office. The supervisor will be allowed to convey any general concerns that are outlined in this report with the student. The student is allowed to read the report after the defence upon request.

Approval

Thesis advisory committee, Graduate Officer, Faculty Graduate Studies Committee, Associate Dean

 

15.

Pass final defence and make final modifications to the thesis.

Approval

Thesis advisory committee.

 

16.

Finalize thesis format according to electronic thesis submission guidelines.

Approval

n/a

 

17.

Complete “Intention to Graduate/Program Completion (PDF)” form and obtain signatures.

Approval

Supervisor, Graduate Officer

 

18.

Pick up “PhD Thesis Examination/Acceptance Report (PDF)” from the Faculty Graduate Studies Coordinator and obtain final signatures. Once completed, take to the Graduate Studies Office. Upload your thesis to UWSpace. Note: Formatting your thesis to UWSpace requirements often takes more time than expected.

Approval

Supervisor, Graduate Officer, Associate Dean

 

19.

Convocate!

Approval

n/a

 

20.

Return your keys for your office space and departmental keys. Please note that all keys must be returned to AHS Dean’s office at or prior to the completion of your program. Your bound thesis will be withheld until all keys are returned.

Approval

n/a

 

21.

Be sure to keep in touch with your supervisor. Please update your contact information in the alumni directory on the AHS home page. This is also a good way to search for other graduates.

Approval

n/a

 

NOTE:   Links to electronic forms are embedded in the document above. Paper copies of most forms mentioned above can also be found beside the mailboxes in the AHS Dean’s area (3rd floor, BMH).