Since the approval of PhD external examiner, the submission of the dissertation, and the oral defense of the dissertation all run hand in hand, you will need 9 weeks total to complete this process.
- 2 weeks to establish your external examiner and submit the initial paperwork to the Graduate Studies Coordinator, who will require an additional two weeks of approval time,
- 25 full business days (5 weeks) for your thesis to be on display prior to the date of your defense (your committee will read your thesis during this same time period).
9 weeks prior to the Defense
- Begin discussing possible dates for your PhD Defense with your supervisor and committee.
8 weeks prior to the Defense
- Have your supervisor assist you in determining an external examiner. You will need a copy of the proposed external examiner’s CV, and a verbal agreement that he or she will be able to attend the proposed date of your PhD defense, either in person or via teleconference.
7 weeks prior to the Defense
- Fill out the Nomination of PhD Thesis Committee Examining Form; input the data requested in each field, with the exception of the “Location” box (it will be filled out at a later time).
- Print off the form and bring it to the Administrative Coordinator, Graduate Studies, who will book a room and complete the form.
- The Administrative Coordinator, Graduate Studies will mail your form to the Faculty Graduate Studies Coordinator for approval by the Associate Dean of Engineering.
6 weeks prior to the Defense
- If your form is approved, you and your committee will receive e-mail confirmation from the Faculty Graduate Studies Coordinator that the date and location of your defense are now formally scheduled. In this same e-mail, you will receive a Thesis Receipt Form that you must print off.
- Prepare the spiral bound copies of your thesis by using the binding machine available in the CEE main office (E2-2336). You can request spiral bindings and plastic cover pages from the Departmental Secretary.
- If members of your committee would prefer an electronic copy of your thesis, you do not need to make them a hard copy.
5 weeks prior to the Defense
- Deliver a bound copy of your PhD Dissertation to each member of your committee. Have each member sign the thesis receipt form.
- If they are not available to sign your form in person, you can collect an e-mail confirmation from them and attach it to your thesis receipt form.
- Make arrangements to mail a hard copy of your thesis to your External Examiner.
- Deliver the final copy to the Faculty Graduate Studies Coordinator in the Engineering Graduate Office, located in DWE 3520, who will indicate the start and end of your display period and keep your Thesis Receipt Form on file. The PhD Thesis must be on display for 25 business days prior to the date of your defense.
3 weeks prior to the Defense
- Determine whether or not your external examiner will be physically present on the day of your defense. If they will not be present, you will need a teleconference phone, as Skype cannot be your main source of communication (Skype can only be used for video conferencing).
You may book a teleconference phone from the Department Assistant in E2-2336. You will also be responsible for ensuring your external examiner has all the appropriate information to conference in on the day of the defense. This information can be acquired from the Department Assistant, as well.
- Ensure you have your external examiner's Skype username
- It is highly recommended that you set up time prior to your defense to test the teleconference phone and Skype connection with your external examiner. You can arrange this with the Department Assistant.
1 week post-Defense
- After successfully defending your PhD, you will await e-mail instructions from the Faculty Graduate Studies Coordinator on how to upload your thesis to UWSpace.
- Once the thesis has been successfully uploaded, return your keys/fobs to the Civil and Environmental Engineering Department Assistant in E2-2336. You should also indicate your office number upon returning your keys.
- Complete an Intention to Graduate Form and submit it to the Administrative Coordinator, Graduate Studies in E2-2328A.
Please note that the Department does not require an electronic or hard copy of your thesis - the version on UWSpace is all that is needed.
You can visit the Graduate Studies website to learn more about how to format and organize your thesis.