Students who are preparing to defend their thesis should carefully review all of the information on this page, including linked information, and plan their thesis defence and submission accordingly.
Planning for your defence - timeline
The following timeline will help avoid the need for rescheduling the defence; in all cases, earlier submissions are preferred.
Task | Who | Timeline-MSc | Timeline-PhD |
---|---|---|---|
Review unofficial transcript to ensure record is up to date and no courses or grades are missing. | Student | Prior to the second to last term in your program. | Prior to the second to last term in your program. |
Submit the Nomination of External Examiner form to the department for approval. | Supervisor* | n/a | At least four months ahead of the intended defence date. The defence cannot be scheduled until the external examiner is approved. Nomination is valid for one year following approval. |
Review the GSPA and Science thesis defence and submission information. | Student and supervisor | Prior to coordinating the defence. | Prior to coordinating the defence. |
Coordinate defence date and time with the examining committee. | Supervisor |
As soon as the student knows they will be ready to submit and defend their thesis, and at least six weeks ahead of the desired defence date. |
After the external examiner is approved, as soon as the student knows they will be ready to submit and defend their thesis, and at least nine weeks ahead of the planned defence. |
Complete and submit the Pharmacy Thesis defence request (webform). | Student | At least five weeks ahead of the planned defence date. | At least eight weeks ahead of the planned defence date. |
Complete and submit the Thesis Examining Committee appointment to Science Dissertations. Send save the date to examining committee.** | Grad coordinator | At least four weeks ahead of the planned defence date. | At least seven weeks ahead of the planned defence date. |
Submit the thesis for defence through the Science thesis submission webform. | Student | At least 15 business days ahead of the defence date. | At least 30 business days ahead of the defence date. |
Schedule IT support, if needed (for in- person or hybrid defence) | Student (practice); Grad coordinator (day of) | At time of scheduling the defence. | At time of scheduling the defence. |
Coordinate chair, send official thesis defence details and distribute thesis to the examining committee. | Science Dissertation Coordinator | Prior to the defence | Prior to the defence |
*The supervisor is solely responsible for connecting with the external examiner; at no point should the candidate be in communication with the external examiner prior to the defence.
**Once the save the date is sent, any changes need to be communicated via the student and supervisor.
Thesis revisions and final submission
Following the thesis defence, the student and supervisor will receive an email from Science Dissertations with further instructions, based on the outcome. Even when a thesis is accepted without conditions, there are often minor revisions to be made.
Once the dissertation coordinator is informed that the student has made all revisions to the satisfaction of their supervisor(s) and – in the case of category B and C – committee members, the dissertation coordinator will inform the student to deposit their final thesis to UWSpace. If they have not done so in advance, the student should apply to graduate at this time.
Once the final submission is approved in UWSpace, the student will receive an email notification confirming approval. The graduate coordinator will receive the same email notification and will confirm degree completion in Quest. After degree completion is coded in Quest, the student will be officially 'degree complete'. If this date occurs before either the 100% or 50% refund deadline, the student will automatically be refunded the relevant portion of any tuition and fees paid (see important dates).