Prepare for your defence early so that you are aware of the timeline and obligations at each step of the defence process.
Well before your defence date, there are several considerations to think about that can help make the end stages of your degree go smoothly and ensure your defence date and degree completion are not delayed.
- Review the thesis formatting guidelines early
- Being aware of formatting requirements will save you time on revisions later on – the last thing you want to be doing before submitting your thesis to UWSpace is updating page numbers or your table of contents!
- Consider using the Microsoft Word or LaTeX thesis template produced by Information Systems & Technology.
- Access thesis planning and writing supports through the Writing and Communication Centre (WCC)
- The Dissertation Boot Camp can help you develop effective writing practices and strategies for completing your thesis, while the three-part Rock Your Thesis workshop series will provide practical guidance for planning, writing, revising, and submitting your thesis project.
- You can also book an individual appointment to do backwards planning with an advisor. They can help you utilize the planning tools most effectively, while providing hands-on guidance and feedback.
- Ask about copyright, closed examinations and thesis embargoes
- If you are using third-party content, including your own previously published work in your thesis, or seeking intellectual property protection (for yourself or another involved party), there may be implications for your thesis or defence.
- Learn more about copyright for your thesis, and email copyright@uwaterloo.ca for help with copyright questions related to your thesis.
- Confirm how your thesis draft will be approved for defence
- Depending on your departmental or discipline’s norms, you may require approval from your entire committee, or just your supervisor. Ensure you talk with your supervisor and/or committee early on to confirm processes and timelines, so you’re not surprised later.
- Confirm your examining committee
- Depending on your departmental or discipline’s norms, your supervisor may select an external examiner themselves, or they may seek your input. Talk to your supervisor early on about this process, as in some faculties the external examiner may need to be vetted and approved as early as the term before you wish to defend.
- Remember that there are conflict of interest guidelines around the appointment of the external examiner, and the PhD candidate should not be in communication with the external examiner prior to the defence.
- Understand the thesis submission and display period
- A PhD thesis must be on display for a minimum of 4 weeks prior to the defence date. To accommodate, you may need to submit your thesis as early as 6-8 weeks prior to your defence.
- Review your faculty-specific backwards planning tool for the thesis submission deadline in your faculty and learn more about the display period in the PhD thesis examination regulations.
- Faculty of Arts backwards planning tool (PDF)
- Faculty of Engineering backwards planning tool (PDF)
- Faculty of Environment backwards planning tool (PDF)
- Faculty of Health backwards planning tool (PDF)
- Faculty of Mathematics backwards planning tool (PDF)
- Faculty of Science backwards planning tool (PDF)
- Learn about defence outcomes and timelines for revisions
- After your successful thesis defence, you will likely have some required revisions to your thesis. It’s important to understand revision timelines, especially if you’re hoping to become “degree complete” before a tuition refund or convocation deadline.
- Find tuition refund and convocation deadlines in the important dates calendar.
- Review the UWSpace submission and approval process
- Following your thesis defence, there are several steps to be taken before your final, approved thesis is accepted in UWSpace. Ensure that you’re aware of these thesis submission steps and timelines in advance.