PhD defence procedures during a campus closure

Campus in winter

When campus closures occur, PhD defences should continue whenever possible with minimal disruption to students and examining committees.

This page outlines the procedures for PhD defences affected by a University of Waterloo campus closure. In-person and hybrid defences scheduled on the day of a closure may transition to a remote format where feasible to minimize disruption while maintaining academic integrity, oversight, and clear communication.

Jump to: Co-ordination by Faculty Administrator | Committee confirmation | Associate Dean, Graduate Studies, notification and approval | Logistical confirmation

Note: The Associate Dean, Graduate Studies, may act as the delegate or confirm an alternate delegate for the Faculty Administrator role when appropriate.

1. Coordination by the Faculty Administrator

  • Upon notification of campus closure, the Faculty Administrator communicates with the student, supervisor(s), and chair to determine whether there is agreement to shift to a fully online format for the defence.
    • Note: this may also occur prior to an official campus closure notification during extreme or pending weather events.
  • This confirmation establishes initial agreement to proceed remotely.
  • If there isn’t consensus between the student, supervisor(s), and chair, the exam will be cancelled and rescheduled for a later date, and a communication is sent by the Faculty Administrator to alert the committee of this change.

2. Committee confirmation

  • The Faculty Administrator contacts all members of the examining committee to confirm their ability to participate in a fully remote format at the scheduled time.
  • If there isn’t agreement among the examining committee, the exam will be cancelled and rescheduled at a later date. Notification typically will come from the Faculty Administrator.

3. Associate Dean (Graduate Studies) notification and approval

  • Once committee participation is confirmed, the Associate Dean, Graduate Studies is notified by the Faculty Administrator of the request to shift to a fully online format for the defence.
  • The Associate Dean’s approval confirms that the defence may proceed online during the campus closure.

4. Logistical confirmation of shift to online format

  • The Faculty Administrator works with the supervisor to share an online link for the examination with the student, committee, and chair.
    • Note: For hybrid exams, an online connection would already be established.
  • Graduate Studies and Postdoctoral Affairs (GSPA) is alerted by the Faculty Administrator that the defence is going to be fully remote.