Please note: there is a "blackout period" for defences for the Spring 2017 terms as follows:
Thesis Defence Blackout – Spring term 2017: Monday, August 21 - Friday, September 1
There will be no MSc or PhD thesis defences during this period - only UWSpace final uploads are acceptable.
This blackout period is necessary and is supported by the Graduate Studies Office due to the fact that there are very few faculty members available during this period of time.
Ph.D. Defence Instructions
Your supervisor will need to request approval for your external. To do this a memo is submitted to the Associate Dean, Dr. Robert Hill, along with the external's CV and list of publications from the last 7 years. This memo should be submitted for approval about four months before you plan to defend. Once your external is approved your supervisor can arrange a date for your defence.
PLEASE NOTE: You cannot have any contact with the external regarding your thesis or defence, as this is a conflict of interest. Students can have contact with the external as long as it is for "professional" reasons meaning that there "should be no personal interactions/contact in regards to the thesis or defence". If the contact is for professional reasons, i.e. job interview, it is acceptable.
Your Ph.D. Defence Committee consists of at least 5 members:
- Two or three committee members - one committee member must be from the Department of Physics and Astronomy (your supervisor is not a committee member)
- Internal/External - this person can be on your regular committee but has to be from outside the Department of Physics and Astronomy and has to be a faculty member at UW
- External Examiner
Krista Parsons email@example.com will need one hard copy of your thesis (unbound) to courier to your external examiner, and a PDF of your thesis SIX WEEKS prior to your defence date.
When your thesis is ready to be submitted to your defence committee, please see Judy McDonnell, Graduate Co-ordinator, for the Appointment of Ph.D. Thesis Examination Committee Form to take to Krista Parsons (in PHY 2008) with one copy of your thesis. Your thesis will not be accepted without this form. The information provided on this form cannot be changed once submitted (eg. date, time and location of defence).
Before taking your thesis to Krista please make sure it is single-sided and in the final format, which includes your title page and abstract page - no double sided printing, no fancy title pages, etc. If your thesis is not submitted properly this will cause problems when uploading to UWSpace.
Once you have defended and all your thesis corrections have been made please submit your thesis on-line to UWSpace.
Thesis regulations can be found on the web at: https://uwaterloo.ca/graduate-studies/thesis/thesis-regulations.
External Examiner for Ph.D. Defence
The memo requesting approval for an external should be submitted about four months before the defence date.
We need to attach to the memo the external's CV (not from a website) and list of publications from the last 7 years. The external must have a senior level faculty position (Associate Level) with tenure (faculty appointment for a minimum of 7 years) ... suppose to be a SENIOR expert in the field.
Please note: The supervisor and committee members cannot have had any collaboration with the external within the last 7 years. The external examiner must be at arm's length from the candidate, supervisor, and committee members (which means not a close friend, not a regular and current collaborator, not having been a visitor for longer than three weeks, and not a former colleague). The names of the Ph.D. Examination Committee members will be included in the memo when making External Examiner requests. Conflict of interest must be verified for these members along with the supervisor.
Once the external is approved a date may be set for the defence. Agnes Kolic will courier a copy of the thesis to the external. Please advise them that this is coming and to read the instructions immediately upon receipt. Agnes will need a written evaluation from the external one week in advance of the defence date.
The external should book their travel as they want (chooses the airline, travel date, etc.) and pay for it up front. They will be reimbursed promptly when they claim their travel expenses and provide receipts. The external will receive information from Agnes Kolic regarding this. All expenses for external examiners are permitted up to a limit of $750.00. If travel costs exceed $750.00 supervisors should make sure they are willing to cover those costs.
Please see PhD Thesis Examining Committee: http://gradcalendar.uwaterloo.ca/page/GSO-Min-Require-PhD
M.Sc. Defence Instructions
Once your defence date is set, you must email your entire defence committee a pdf copy of your thesis at least 2 weeks (10 working days) prior to the defence. Also, please advise Judy McDonnell, Graduate Co-ordinator three weeks prior to your defence date to prepare the paperwork.
Your defence committee will consist of:
- One regular committee member
- One member of GWPI who is not on your regular committee. The list of members are on the GWPI website
NOTE: In addition to your supervisor, you must have a faculty member from the Department of Physics and Astronomy on your defence committee.
Please advise Judy McDonnell, Graduate Co-ordinator, one month prior to your defence date to prepare the M.Sc. Thesis Examination Committee Appointment Form. This form is due in the Faculty of Science Office three weeks prior to your thesis defence date.
MSc students are required to submit an electronic version of their thesis to the Faculty of Science Graduate Dissertation Coordinator Krista Parsons firstname.lastname@example.org at least two weeks prior to the chosen defence date (please ensure that you email a pdf of your thesis to Krista by noon on the day it is due to her). Please take into consideration if a university holiday is during this time – one extra day will be required. Submissions received later than two weeks prior to the arranged defence date will require the defence to be rescheduled. The Faculty of Science will distribute a soft (electronic) copy of the thesis to all members of the examining committee once the thesis has been formally deposited in the Faculty of Science Graduate Office. Krista will be asking them to acknowledge receipt of the soft copy ‘ASAP’ and will follow up when they have not responded within seven days.
PLEASE CHECK WITH YOUR DEFENCE COMMITTEE TO SEE IF THEY REQUIRE A HARD COPY OF YOUR THESIS – THEY SHOULD RECEIVE THE HARD COPY (IF REQUESTED) TWO WEEKS BEFORE YOUR DEFENCE DATE.
Once you have defended and all your thesis corrections have been made, please submit your thesis online to UWSpace. This should be done one week prior to the 100% tuition refund date or one week prior to the 50% tuition refund date to allow time for corrections and approval from the Graduate Studies Office.
Link to UWSpace: https://uwaterloo.ca/graduate-studies/thesis/submitting-your-thesis
Thesis regulations can be found on the web at: https://uwaterloo.ca/graduate-studies/thesis/thesis-regulations