Throughout your academic plan, there are non-course degree requirements called Milestones, which mark your student journey here in the Department of Physics and Astronomy.
A milestone will appear at the bottom of your academic record, labelled "in progress", until it has been completed. Graduate Studies and Postdoctoral Affairs provides a list of graduate milestones required in master's and doctoral programs.
The information below is for your reference and will help you as you progress through your degree. Not all of the milestones are relevant for everyone. Read them carefully.
Students are expected to attend the annual Graduate Student Orientation session where they will be introduced to relevant departmental and institutional policies and procedures necessary to succeed in their program. They will also have an opportunity to meet fellow students, as well as staff and faculty who will guide them through their journey at uWaterloo.
The Graduate AIM is an online course that all new graduate students are required to take through Waterloo LEARN. The Graduate AIM is not visible in LEARN until the first day of classes each term. Students must read the information about academic integrity and then receive a mark of at least 75% on an online quiz. The quiz must be successfully completed within the first 8 weeks of the term.
This is a milestone requirement for all full-time students. Part-time students are not required to complete this workshop. This is a mandatory workshop on academic integrity and intellectual property which will be offered to all new incoming graduate students within the Faculty of Science during the first term of each Fall and Winter. Students must complete this workshop in their first term.
Note: students will be required to complete both the Academic Integrity Module as a required course along with the Academic Integrity Workshop milestone. The Module will appear on the student's transcript as a course. The Workshop will appear on the student's transcript as a milestone.
A student’s committee should be formed within the first six months of study and recorded on the Advisory Committee Appointment form.
The MSc Advisory Committee must consist of a supervisor and at least two other members, one of which must be a regular Physics and Astronomy faculty member (see form for details).
The PhD Advisory Committee must consist of at least four members including the supervisor (with ADDS status) who acts as the Committee Chair and convenes the meeting. One member must be a regular faculty member in the Department of Physics and Astronomy.
This form must be filled out, signed and approved before the first committee meeting takes place.
The Graduate Degree Program form must be completed in consultation with the student’s advisory committee and submitted to the Physics Graduate Office before the start of second registered semester. It is advised that the student and the committee consult the Academic Graduate Calendar to ensure the student is meeting the degree requirements of their program.
It is required that the student formally meet with his/her committee within the first six months of registration (within first four months in the case of a coursework MSc) and subsequently at least once every six months.
All PhD students including those who transfer or fast-track are required to complete and pass their Comprehensive Exam, otherwise known as Qualifying Exam (QE) before the end of Term 6 of their studies. If the Comprehensive Exam is not completed by the seventh term, the GSPA office may require the student to withdraw from the program. Completing this milestone is the responsibility of the student and the supervisor. Comprehensive Exam regulations are further outlined in the Academic Calendar.
Process for Comprehensive Exam:
The Comprehensive Exam committee must consist of at least three examiners who:
The student will have access to the exam in the examination room for up to two hours (if the student so desires) prior to the start of the formal oral examination period. No books or other aids are permitted. The student may choose the first question for which he/she will present a solution; the exam will then proceed in the established question order. Solutions to questions will be presented to the examination committee one at a time without interruption. The examination committee will ask questions and/or provide feedback only after the student has completed his/her presentation. The student will be assessed separately on the presentation and discussion components of each question.
The report of the supervisor and the student's grades in graduate courses will be available to the committee for its deliberations after the examination is finished. Discussion of the candidate's responses to individual questions is expected before arriving at a final decision.
The committee will make one of the following decisions regarding the student’s success.
Option 3 will not be available to a student more than once. The director will communicate the result to the student in a timely manner.
Students in the Nanotechnology and Quantum Information specializations are required to complete seminars as part of their degree requirements.
Nanotechnology Seminar
PhD Quantum Information Seminar
1. Four weeks before the defense:
The student is responsible for filling out the Thesis Defense Request Form once the dates and times are confirmed with all of the committee members.
Once filled out, the Physics Graduate Office will fill out the “Appointment of MSc Thesis Defense Committee Form” and have the supervisor and Associate Chair, Graduate Studies or Graduate Officer sign the paperwork before sending to Faculty of Science Graduate Dissertation Coordinator.
The MSc Defense will consist of:
NOTE: In addition to the supervisor, another faculty member from the Department of Physics and Astronomy must be on defence committee.
2. Three weeks before the defense:
MSc students are required to submit a soft copy of their thesis to the Faculty of Science Graduate Dissertation Coordinator (Krista Parsons, PHY 2013) by noon at least 15 business days prior to the chosen defence date. The soft copy can be emailed to science.dissertations@uwaterloo.ca. Earlier submission is preferred.
Please take into consideration if a university holiday is during this time – one extra day will be required. Submissions received later than 3 weeks prior to the arranged defence date will require the defence to be rescheduled. The Dissertation Coordinator will distribute a soft (electronic) copy of the thesis to all members of the examining committee.
Thesis should be single-sided and in the final format, which includes the title page and abstract page - no double sided printing, no fancy title pages, etc. If the thesis is not submitted properly this will cause problems when uploading to UWSpace.
Please see instructions from the GSPA on preperation of the thesis: https://uwaterloo.ca/graduate-studies-postdoctoral-affairs/current-students/thesis-preparation.
Once the defense date has been set, it cannot be changed.
1. Four Months before the defense:
The supervisor is responsible for filling out the Nomination of External Examiner form and forwarding it to physicsgradoffice@uwaterloo.ca along with the current and complete CV of the External Examiner.
Once approved, a defense date can be scheduled.
PLEASE NOTE: The student cannot have any contact with the external regarding the thesis or defence, as this is a conflict of interest.
2. Seven weeks before the defense:
The student is responsible for filling out the Thesis Defense Request Form once the dates and times are confirmed with all of the committee members.
Once filled out, the Physics Graduate Office will fill out the “Appointment of PhD Thesis Defense Committee Form” and have the supervisor and Associate Chair, Graduate Studies or Graduate Officer sign the paperwork before sending to Faculty of Science Graduate Dissertation Coordinator.
The PhD Defence Committee consists of a minimum of five voting members:
3. Six weeks before the defense:
PhD students are required to submit a soft copy of their thesis to the Faculty of Science Graduate Dissertation Coordinator (Krista Parsons, PHY 2013) by noon at least 30 business days prior to the chosen defence date. The soft copy can be emailed to science.dissertations@uwaterloo.ca Earlier submission is preferred.
Please take into consideration if a university holiday is during this time – one extra day will be required. Submissions received later than 6 weeks prior to the arranged defence date will require the defence to be rescheduled. The Dissertation Coordinator will distribute a soft (electronic) copy of the thesis to all members of the examining committee.
Before submitting the thesis please make sure it is single-sided and in the final format, which includes the title page and abstract page - no double sided printing, no fancy title pages, etc. If the thesis is not submitted properly this will cause problems when uploading to UWSpace. PhD students need to include an additional page after their title page that lists their thesis examining committee. There is a template provided on the GSPA’s ‘Preparation of the thesis’ site.
Once the defense date has been set, it cannot be changed.
Once the supervisor informs Krista Parsons at Science Dissertations science.dissertations@uwaterloo.ca that thesis revisions have been completed and that the thesis title has not changed, students are required to submit their thesis online to UWSpace.
The student is then required to apply to graduate on Quest and Physics Graduate Office will confirm the student has completed all of the degree requirements.
Go to: My Academics, Graduation, and select Apply for Graduation for the next convocation.
Please check that the home address on Quest is up-to-date. Diplomas for students who do not attend convocation will be mailed to their home, (not mailing) address.
If you require documentation confirming that you have completed your degree requirements, you can order official transcripts and program completion letters from The Centre.
