Scheduling the Ph.D. Oral Exam
The supervisor and all supervisory committee members indicate their approval of the student’s thesis by signing the "Request to set up a Ph.D. Oral Examination" form (available on the Departmental web site). Supervisors are expected to read and return the thesis draft to the student within three weeks, after which the student will distribute a revised version to the supervisory committee members. The supervisory committee members are then expected to read and return the thesis with comments in within three weeks. Failure by faculty members to meet these deadlines should be reported to the Graduate Coordinator as described below.
The Student Services Assistant is responsible for arranging Ph.D. Oral examinations using information provided by the student. On the "Request to set up a Ph.D. Oral Examination" form, the student should propose suitable week for the examination that is at least eight weeks from the date the form is submitted. This allows the Student Services Assistant sufficient time to schedule the exam within the timelines set out by SGS (www.sgs.utoronto.ca).
On the "Request to set up a Ph.D. Oral Examination" form, students list potential Exam Committee members, including a confirmed External Examiner/Appraiser (see below). It is important to note that the student must not have any contact with the external examiner prior to the Ph.D. thesis defence, including the distribution of the thesis.
Students will submit a 1-page double-spaced abstract, and a curriculum vitae containing their name, student number, date of birth, education and publications, along with the "Request to set up a Ph.D. Oral Examination" form. A curriculum vita for the proposed External Examiner/Appraiser must also be provided. If a student cannot find a current CV online for the prospective External Examiner/Appraiser, the supervisor must obtain one on the student’s behalf.
The student’s supervisor will send the External Examiner/Appraiser the edited Ph.D. thesis at least six weeks prior to the exam date. It is the student’s responsibility to distribute the thesis at least four weeks prior to the exam date to all other exam committee members.
The External Examiner/Appraiser must submit a written appraisal of the thesis to the Student Services Assistant at least 2 weeks prior to the exam. If the report is not received by that date, the School of Graduate Studies may cancel the examination and request another six weeks' notice for rescheduling.
The Student Services Assistant will reserve a room for the public seminar and another room for the subsequent private oral exam.
Choosing the Ph.D. Oral Exam Committee
The "Request to set up a Ph.D. Oral Examination" form includes a list of proposed Exam Committee members. The Student Services Assistant will ensure that all the Exam Committee members are willing to serve and will be available for the exam. Final composition of the committee is subject to the Graduate Coordinator and SGS approval.
The Exam Committee comprises
- An Examination Committee member, (see Organizational Structure), assigned by the Department based on the primary research field indicated by the student;
- The student's Supervisor;
- Supervisory Committee members (if unavailable, Supervisory Committee members may be replaced by other academic staff members upon approval by the Graduate Coordinator or Chair;
- An External Examiner/Appraiser (a faculty member from another university, who must be at least an Associate or Full Professor). The external examiner must have an arms-length relationship to both the candidate and the supervisor. The student is not permitted to have any contact with the examiner prior to the exam. An external examiner cannot be used more frequently than once every two years for committees with substantive overlap of members with whom the external has served within the past two years (i.e. more than three voting members.)
- An academic faculty member from another University of Toronto department. This examiner cannot have been closely involved in the supervision of the thesis.
- An Exam Committee Chair - a non-voting member appointed by the School of Graduate Studies.
Exam Committee members from the University of Toronto must be Full Members of the Graduate School.
Both the student and supervisor should bear in mind that the Department has very limited funds to pay the expenses of the External Examiner. The Department will cover up to $400 for travel expenses (supervisors are responsible for any amount above this), a standard 1-2 night accommodation and a $250 honorarium. All addition expenses are the responsibility of the supervisor.
Delays in Scheduling the Ph.D. Oral Exam
If a PhD Oral Examination is not scheduled within 4.5 months from the time permission was granted for thesis writing and the Ph.D. Terminal Committee Meeting Report was signed, the student must submit a Request to Extend the Time Limit for Completing the M.Sc. or Ph.D. Thesis form to the Graduate Coordinator. See the appropriate form for details, which includes proposing a new realistic timeline for the oral exam.
If the six-month deadline passes without an approved extension, the graduate stipend may be withdrawn due to failure to meet program requirements. HOWEVER, a supervisor may not withdraw a student’s stipend without prior consultation with the Graduate Coordinator. If a student has set up the exam within the required time frame, the stipend must be paid until both the oral exam and thesis revisions recommended by the Exam Committee have been completed.
Delays in Approval of Ph.D. Thesis
Since thesis writing and committee approval must be completed within a tight time frame, supervisors and supervisory committee members are obliged to promptly read and approve a draft thesis. Supervisors are expected to read and return theses to their students in three weeks or less. Committee members are expected to read and return theses with comments in three weeks or less. If a student does not receive the corrected thesis within these time frames, he/she should contact the supervisor or committee member by e-mail and obtain a revised deadline for finishing the corrections. If this subsequent deadline is unreasonable or if this deadline is not met, the student should report the situation to the Graduate Coordinator along with appropriate documentation. The Graduate Coordinator will take immediate measures to resolve the situation.
Thesis committee members sign the Request to Schedule a Ph. D. Oral Examination form only after they have read and critiqued the thesis. At that time, committee members will return the critiqued thesis and any additional suggestions for revisions. Students are expected to incorporate these changes before distributing the thesis to the External Examiner and other Exam Committee members. If there are disagreements between a committee member and the student and/or supervisor about the nature and/or extent of the changes to be made to the thesis, the Graduate Coordinator should be consulted. The Graduate Coordinator will decide on how to proceed. Note that this resolution process will not be influenced by prior unofficial arrangements of Ph.D. exam dates (e.g. having agreed on a date with an external examiner).
The Department will not tolerate excessive delays by faculty members in reading and approving theses. Offenders will be sanctioned and may lose their graduate appointments.