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Guidelines for theses and reports

1. General Comments

2. Thesis Regulations
2.1 General Format
2.2 Order of Contents

2.2.1 Title Page
2.2.2 Abstract
2.2.3 Acknowledgments
2.2.4 Table of Contents
2.2.5 Lists of Tables, Figures, Plates, Abbreviations and Symbols, and Appendices
2.2.6 Thesis Text
2.2.6.1 Traditional Format
2.2.6.2 Manuscript Format
Introduction and Overview
Co-authorship Statement
Chapters (research papers)
Summary
2.2.7 Bibliography and References
2.2.8 Appendices

2.3 Paper
2.4 Text Presentation
2.5 Margins
2.6 Pagination
2.7 Illustrations
2.8 Intellectual Property and Copyright
2.9 Thesis Release
2.10 Microfilming
2.11 Abstracts of Doctoral Dissertations
2.12 Thesis Binding Fee
2.13 Language

3. Procedures for thesis submission
3.1 Master's Theses, Reports, Folios

3.1.1 Submission
3.1.2 Examiners
3.1.3 Examination Procedures
3.1.4 Examination Results
3.1.5 Time Limit for Corrections and Revisions

3.2 Doctoral Theses

3.2.1 Submission
3.2.2 Examination Procedures
3.2.3 Examiners
3.2.4 Examination of the Written Thesis
3.2.5 Oral Defence
3.2.6 Time Limit for Corrections and Revisions

4. Graduation Procedure


Master's/Doctoral Thesis Checklist

Appendix 1 - Example Title Page
Appendix 2 - Example Table of Contents
Appendix 3 - Example List of Tables
Appendix 4 - Request to Include Copyright Material
Appendix 5 - Thesis Deposit Form
Appendix 6 - Library and Archives Canada - Non-Exclusive License to Reproduce Thesis form
Appendix 7 - ProQuest Subject Code Form
Appendix 8 - Supervisory Committee Approval Form
Appendix 9 - Application for Graduate Degrees and Diplomas (Must apply online through Memorial Self-Service)
Appendix 10 - Appointment of Examiners: Master's Degrees
Appendix 11 - Examiner's Information (Master's Theses)
Appendix 12 - Appointment of Examiners: Doctoral Degrees
Appendix 13 - Examiner's Information (Doctoral Theses)
Appendix 14 - Recommendation for the Award of a Graduate Degree



1. General comments


The purpose of writing a thesis (1) is to make original research done by the student accessible to others. It is important, then, to ensure that the thesis as submitted for examination reflects well on the quality of both the student and the University. These guidelines supplement information provided in the School of Graduate Studies Calendar (General Regulation 1.2.10.2) and describe relevant School of Graduate Studies procedures and policies that will help you during thesis writing and submission. It is the responsibility of both the student and the supervisor (2) to be familiar with all general regulations of the School of Graduate Studies, the degree regulations and any specific requirements of the student's academic unit with respect to examination of any of the above.

All candidates for the degree of Doctor of Philosophy are required to submit a thesis that describes their research completed as a requirement of their academic program at Memorial University. The Doctoral thesis must demonstrate original scholarship that makes a significant contribution to knowledge in the candidate's field of study. Thesis requirements for Masters' programs vary and students are advised to consult the School of Graduate Studies Calendar for specific information. The Masters' thesis describes research completed during the student's academic program at Memorial University and should demonstrate an ability to carry out research and to organize results. Masters' degrees requiring submission of a project report, paper folio, practicum, or internship report that are examined through the School of Graduate Studies are subject to the same regulations as theses. It is the responsibility of both the student and the supervisor to be familiar with all regulations of the School of Graduate Studies, the degree regulations, and any specific requirements of the student's academic unit with respect to examination of any of the above.

Students in PhD programs and thesis-based Masters' programs should be aware of the following fundamental points.

  • The thesis supervisor strongly influences a student's academic and professional development. Through the choice of a supervisor, a student also chooses a work environment and often financial support as well. The value and success of the thesis depend to a very large degree on the quality of the relationship that develops between supervisor and student.
  • The thesis topic should be decided upon as early as possible. Students should be aware that thesis-based Masters' programmes are normally completed within 24 months; hence, research projects should be well defined and chosen with care.
  • The actual style and format of a thesis are of utmost importance. Students should strive to write in a style that is clear, concise and interesting as well as informative. Writing style is a matter of personal choice and skill, although the type of prose style used in a thesis will be governed in part by the requirements and the conventions of the discipline. A high degree of literacy is expected of all graduate students. Elegance and clarity are desirable whatever the subject of the thesis might be. Grammatical and spelling errors are no more acceptable than are typographical errors. Obscurities of meaning can arise from clumsy grammatical construction or from excessive use of jargon, and these should therefore be avoided. Use of editorial services or other assistance that provides substantive writing or re-writing of the thesis is unacceptable.
  • The thesis should demonstrate a mastery of the literature relevant to the subject.
  • The thesis must meet the standards and requirements established by the Theses Canada at Library and Archives Canada.
  • Material presented in the thesis should conform with the Intellectual Property guidelines of Memorial University or agreements entered into with external funding or other agencies.
  • Research funded by CIHR, NSERC or SSHRC must conform to ethical guidelines in the 1998 Tricouncil Ethics Policy.

 

2. Thesis Regulations

2.1 General Format

Theses may be prepared in traditional (unified) or manuscript (research paper) format. In traditional format the body of text, which may appear as a series of chapters, describes the work as a whole. Theses prepared in manuscript format present the research as a series of chapters based on published papers or papers prepared for publication. It is advisable to consider the thesis format that will best present the thesis research early in the program in consultation with the supervisor and the supervisory committee who must approve the final choice.

Although chapters (research papers) for theses prepared in manuscript format should be written as "stand alone" documents of published work or work prepared for publication, they must be logically connected and integrated into the thesis. An unconnected assembly of research papers is unacceptable. The format of each chapter must be consistent with the School of Graduate Studies General Regulations as described in this document. A literature review of broad scope and text describing how the chapters (research papers) are integrated must be presented in the Introduction and Overview chapter. Students considering submission of a thesis in manuscript format should seek specific guidance from their supervisor, both during the practical aspects of research and in the preparation of the thesis.

Students are encourage to use the thesis templates which incorporate the formatting regulations below.

2.2 Order of Contents

The required components of a thesis should be ordered as in the Table below.

Order of Contents

Traditional Format

Title Page
Abstract
Acknowledgments
Table of Contents
List of Tables
List of Figures
List of Plates
List of Abbreviations and Symbols
List of Appendices
Thesis text




Bibliography and References
Appendices

Manuscript Format

Title Page
Abstract
Acknowledgments
Table of Contents
List of Tables
List of Figures
List of Plates
List of Abbreviations and Symbols
List of Appendices
Thesis text
Introduction and Overview
Co-authorship Statement
Chapters (research papers)
Summary
Bibliography and References
Appendices



2.2.1 Title Page

The title page contains the copyright notice as well as the information used to identify the thesis in library databases. The format should follow the example shown in Appendix 1. The date on the title page should indicate the month and year of graduation. In choosing a title, students should keep in mind that it is a valuable scholarly reference and will often be the only information that a prospective user of the thesis will have available. Care should be taken, therefore, to ensure that the title describes the contents of the thesis as accurately as possible and contains electronically searchable keywords.

2.2.2 Abstract

The purpose of the abstract, which should not exceed 150 words for a Masters' thesis or 350 words for a Doctoral thesis, is to provide sufficient information to allow potential readers to decide on relevance of the thesis. Abstracts listed in Dissertation Abstracts International or Masters', Abstracts International should contain appropriate key words and phrases designed to assist electronic searches.

2.2.3 Acknowledgments

Intellectual and practical assistance, advice, encouragement and sources of monetary support should be acknowledged. It is appropriate to acknowledge the prior publication of any material included in the thesis either in this section or in the introductory chapter of the thesis.

2.2.4 Table of Contents

A decimal system such as the one shown in Appendix 2 should be followed. Each heading and subheading appearing in the table of contents must appear in the text of the thesis.

2.2.5 Lists of Tables, Figures, Plates, Abbreviations and Symbols, and Appendices

Lists of tables, figures, plates and abbreviations must follow the table of contents if tables, figures, plates and/or abbreviations are incorporated in the thesis. Each list should appear on a separate page with the appropriate page numbers (Appendix 3). It is advisable to use the decimal system (e.g., Figure 4.2 is the second figure in Chapter 4) if this system is followed for headings.

2.2.6 Thesis Text

2.2.6.1 Traditional Format

The body of text, which may appear as a series of chapters, describes the research as a whole and should be presented in a scholarly manner consistent with the accepted conventions of the discipline.

2.2.6.2 Manuscript Format

Introduction and Overview

The Introduction and Overview chapter provides a comprehensive review of the literature that establishes the student's familiarity with relevant work in the field; sets out the objectives of the thesis; places the research into the larger context of the candidate's discipline; and provides overall thematic cohesiveness of the chapters (research papers) to the reader. A separate bibliography should be provided for each chapter (research paper).

Co-authorship Statement

Research in some disciplines, particularly the sciences, is often collaborative and will necessarily involve contributions of several authors. It is expected that a thesis author will have made a major intellectual and practical contribution to all work that is reported in his/her thesis. Principal author status is normally required for use of research papers in a manuscript-format thesis. A clear statement describing the contribution made by the thesis author in each of the general research stages listed below is necessary to assist examiners in reviewing the thesis and, in the case of Doctoral dissertations, conducting the oral defence. The co-authorship statement should specifically address contributions made in i) design and identification of the research proposal, ii) practical aspects of the research, iii) data analysis, and iv) manuscript preparation.

Chapters (research papers)

Normally, only papers in which the candidate is considered to be the principal author can be used in a manuscript-format thesis. Each chapter should be prepared as a "stand alone" document describing published work or work prepared for publication. As such, each chapter requires an introduction, text body, experimental/methodology (if applicable) and bibliography. The description of methodology should be sufficiently detailed so as to allow reproduction of the research by the reader. Original research data and results should be presented as appropriate. Figures and tables should be integrated into the text where appropriate. Chapters must be presented in consistent format throughout the thesis.

Summary

Theses written in manuscript format require a summary that unites the material presented in the chapters in a cohesive way.

2.2.7 Bibliography and References

Theses written in traditional format require a collected bibliography containing all citations. Departmental regulations may require a unified list of all work cited and consulted in addition to separate bibliographies for each chapter (research paper) for theses in manuscript format. Bibliographical format should be appropriate to the discipline.

Bibliographic data must be complete, clear and exact, and must give sufficient information to enable readers to locate the references. Methods of handling and listing references in the text vary and the author is permitted a certain freedom of choice. Students are advised to use a style appropriate for the discipline. The MUN Library has an extensive collection of online guides at http://www.library.mun.ca/internet/termpapers.php.

2.2.8 Appendices

Appendices are normally included to provide information that would detract from the readability of the main body of the text or to present data or information used in the thesis but not directly obtained by the thesis author. For example, lengthy tables, tabulated and reference data, detailed explanation of laboratory procedures, computer programs are typically included in the appendices. Please note that no signed documents may be included within the thesis.

2.3 Paper

To ensure the thesis will withstand long-term use, all copies of the final thesis must be printed on best-quality photocopier/printer paper, preferably acid free. Both Domtar and Xerox brand photocopying paper meet these standards. It must measure 21.5 by 28 cm (8.5 x 11 inches).

2.4 Text Presentation

The thesis must be printed single-sided using laser print quality. The general text of the thesis should be printed double-spaced in portrait format with single spacing used for footnotes or lengthy quotations. Triple or larger spacing may be used where necessary to set off headings, subheadings or illustrations. Font, font size, style of footnotes and references should be consistent. Times New Roman or similar font of at least size 12 is recommended for text. Smaller fonts may be used for footnotes, graphs, etc. but must be sufficiently clear to permit microfilming.

2.5 Margins

A margin of 3.8 cm (1.5 inches) on the left-hand side of the pages is required to allow for binding. Minimum margins of 3 cm (1.25 inches) are required at the top and the bottom. A 2.5 cm (1 inch) margin is required on the right-hand side. These requirements also apply to tables and diagrams.

2.6 Pagination

Each page in a thesis must be identified by a distinct number for ease of reference. Material preceding the first page of the text (i.e., acknowledgments, table of contents, etc.) is to be numbered using lowercase Roman numerals, centered at the bottom of each page. The title page is considered to be page (i) but is not so indicated. Text for theses in traditional format must be numbered consecutively in Arabic numerals beginning with the first page of the text, i.e., Page 1 of Chapter 1. All figures, plates, tables, appendices, and similar material are numbered as pages of the text through to the end of the thesis. Chapters (research papers) in manuscript format may be numbered consecutively within the entire thesis or within each chapter but each page must have a unique reference. In the latter case the chapter and page number should be designated in Arabic numerals (e.g., 2-3 is Page 3 in Chapter 2).

2.7 Illustrations

Tables, figures, photographs, scanned images and other non-text material whether in black/white or colour should be legible, arranged neatly and effectively, and must always be referred to in the text. The title of a table should be placed above the table, and the title of a figure or plate should be positioned below the figure.

Oversize maps, charts or diagrams must be folded so that they can be bound with the pages or, as is most common, inserted in a pocket fastened to the inside of the back cover when the thesis is bound. If possible, media containing additional print or non-print material should be included in a pocket fastened to the inside of the back cover when the thesis is bound. Prints, photo-offsets or scanned images should be provided in all required copies of the thesis. Where not forming a complete page, non-text material should be properly mounted on a page. It should be noted that colour images do not produce good microfilm copies.

2.8 Intellectual Property and Copyright

Canada's Copyright Act permits "fair dealing" of someone else's work. There is reasonable flexibility in the interpretation of what constitutes "fair dealing" and you are allowed to quote a reasonable extract provided it is properly cited. Extensive quotation requires written permission of the copyright holder (usually the publisher) which must be noted in the thesis. Students opting to submit a thesis in manuscript format should note that incorporation of published material will require written permission from the copyright holder. Copies of the Canadian Copyright Act can be consulted in the Reserve Section of the Queen Elizabeth II Library and the Health Sciences Library (Call number: KE 2799 C427 2008). A useful statement of the Canadian Copyright Act relevant to Educational Institutions in Newfoundland can be found at: http://www.cmec.ca/Programs/Copyright/Pages/Default.aspx At the time of submission of a thesis, students are requested to complete and sign a "Request to Include Copyright Material" form (Appendix 4). Students should also be fully aware of Memorial's Copyright Policy.

2.9 Thesis Release

At the time of submission of a thesis, students must complete and sign two copies of a "Thesis Deposit Form" (Appendix 5) which authorizes the School of Graduate Studies to deposit the thesis in the University Library. You must use original forms and not photocopies.

2.10 Theses Canada Participation

At the time of thesis submission, students should consult Library and Archives Canada (http://www.collectionscanada.ca/thesescanada/s4-270-e.html) to determine whether they wish to participate in the Theses Canada program. Students electing to participate must complete and sign a Library and Archives Canada "Non-Exclusive License to Reproduce Thesis" form (Appendix 6). Three original forms with original signatures on each are required. If the student awards this license, a copy of the thesis is sent to the Theses Canada Program http://amicus.collectionscanada.gc.ca/thesescanada-bin/Main/BasicSearch?coll=18&l=0&v=1 where it will be catalogued and preserved on microfiche by ProQuest Information and Learning. ProQuest Information and Learning will list theses on their electronic databases (http://dissexpress.umi.com/dxweb) and print, electronic or microfiche versions will be made available for purchase. The microfiche version will be available on interlibrary loan from Library and Archives Canada.

In addition, theses submitted in manuscript format must include a written waiver of all rights required to permit publication of the thesis as described above. Written permission must be obtained from any co-author who retains copyright or the person to whom the co-author has assigned copyright (Appendix 4). The thesis should indicate that the article has been reproduced "with permission" or "under license". Copies of letters for permission or licenses should be submitted to the School of Graduate Studies at the time the thesis is submitted for examination.

2.11 Abstracts of Doctoral Dissertations

Doctoral students wishing to have an abstract of their thesis printed in Dissertation Abstractions International must complete the "Dissertation Abstracts International Submission Form" (Appendix 7). One original form is required.

2.12 Thesis Binding Fee

Two copies of all accepted theses are bound for deposit in the University library and academic unit. A thesis binding fee of $20 must be paid by the student at the time of submission of the thesis for examination for these copies.

As of September 10, 2012, the School of Graduate Studies will no longer accept personal copies of theses for binding. Students can still have personal bound copies by ordering directly from the bookbinder: http://pageforpage.com (Lehmann Bookbinding).

 

2.13 Language

With the exception (3) of the Departments of French and Spanish or German and Russian, all theses and reports must be written in English, except with the express permission of the Dean of Graduate Studies.

3. Procedures for thesis submission

All theses submitted to the School of Graduate Studies by Department Heads should be accompanied by a "Supervisory Committee Approval Form" (Appendix 8) and an "Appointment of Examiners" form (Appendices 10, 13), which is normally signed by the Head, Dean or Director of the appropriate academic unit, on submission to the School of Graduate Studies. In the final analysis, the thesis is the intellectual property of the author. Although it is expected that, on successful completion of all School of Graduate Studies degree and departmental requirements, the candidate will submit a thesis to the Dean for examination with the approval of the supervisor and Head, the absence of such approval cannot prevent submission.

3.1 Masters' Theses, Reports, Folios

3.1.1 Submission

Students who wish to graduate must normally submit their thesis for examination at least four months before the University convocation at which the awarding of the degree is expected. The School of Graduate Studies does not accept any responsibility for completing the prescribed procedure in time for the nearest convocation unless the thesis is submitted by the prescribed date. Candidates expecting to graduate at any particular Convocation must apply online through Memorial Self-Service at least by the time of the submission of the Thesis/Report required by their program. Please consult the University Diary contained in the current edition of the calendar for precise deadline dates.

Three copies of the completed thesis along with completed and signed "Thesis Deposit Form" (Appendix 5 ), "Non Exclusive Licence to Reproduce" (Appendix 6), " Request to Include Copyright Material" (Appendix 4) if required, must be submitted to the supervisor who, subsequent to completion of the "Supervisory Committee Approval Form" (Appendix 8), submits the thesis to the Head, Dean or Director of the Academic Unit. Each copy of the thesis must be enclosed in a large envelope, with a copy of the thesis title page attached to the envelope and must be accompanied by a signed "Appointment of Examiners" form (Appendix 10) for submission to the School of Graduate Studies (cf. check list, p 15).

3.1.2 Examiners

Two examiners who shall be a combination of external or internal to the University as specified in departmental guidelines are appointed by the Dean. The thesis is normally approved for examination by the Dean on receipt of a completed "Appointment of Examiners: Masters' Degree" form (Appendix 10) from the Head, Dean or Director of the Academic Unit. For external examiners it is advisable that the "Appointment of Examiners: Masters' Degree" form be accompanied by an up-to-date publication list. Examiners must not have been involved in the research or in the preparation of the thesis.

3.1.3 Examination Procedures

A Masters' thesis received in proper order by the School of Graduate Studies is normally sent within five working days for examination by two examiners. The thesis examination is an arm's-length process. Therefore, there should be no contact between the supervisor or student and the examiners while a thesis or report is under examination.

3.1.4 Examination Results

The candidate generally receives the written thesis examination or re-examination report (Appendices 11, 12) within 4-5 weeks of submission to the School of Graduate Studies. Examination of the thesis will result in one of the following recommendations (4) by the Dean of Graduate Studies:

  1. the thesis is acceptable without modifications;
  2. the thesis is acceptable after minor modifications and will not require re-examination;
  3. the thesis is unacceptable as submitted and requires major modification and must be re-examined;
  4. the thesis is totally unacceptable and is failed.

The Dean of Graduate Studies makes a final determination of the outcome of the examination on the basis of the examiners' recommendations and informs the candidate and the Head of the Academic Unit by letter within five to six weeks after initial receipt of the thesis by the School of Graduate Studies. Required revisions and corrections are made by the student in consultation with the supervisory committee for final approval and submission to the School of Graduate Studies by the Head, Dean or Director of the academic unit.

3.1.5 Time Limit for Corrections and Revisions

Minor modifications required: The final, corrected version of the Masters' thesis shall be submitted to the School of Graduate Studies within six months of the date on which the thesis and the examiners' reports are returned to the student's Academic Unit. If a corrected thesis/report is not submitted within six months the student is considered to have withdrawn from the program. After this time, the student must apply to be re-admitted.

Major modifications required: Masters' theses requiring re-examination shall be re-submitted to the School of Graduate Studies within 12 months of the date on which the thesis and the examiners' reports are returned to the student's Academic Unit. Failure to re-submit the revised thesis within 12 months will result in termination of the student's program.

Students should note that they must maintain their graduate registration until all academic requirements for the degree including thesis corrections have been met.

3.2 Doctoral Theses


3.2.1 Submission

Students who wish to graduate must normally submit their thesis for examination at least four months before the University convocation at which the awarding of the degree is expected. The School of Graduate Studies does not accept any responsibility for completing the prescribed procedure in time for the nearest convocation unless the thesis is submitted by the prescribed date. Candidates expecting to graduate at any particular Convocation must apply online through Memorial Self-Service at least by the time of the submission of the Thesis/Report required by their program. Please consult the University Diary contained in the current edition of the calendar for precise deadline dates.

Five (six for co-supervised theses) copies of the completed thesis along with completed and signed "Thesis Deposit Form" (Appendix 5 ), "Non Exclusive Licence to Reproduce" (Appendix 6), " Request to Include Copyright Material" (Appendix 4) if required, "Dissertation Abstracts International Submission Form" (Appendix 7), must be submitted to the supervisor who, subsequent to completion of the "Supervisory Committee Approval Form" (Appendix 8), submits the thesis to the Head, Dean or Director of the Academic Unit. Each copy of the thesis must be enclosed in a large envelope, bearing the student's name, academic unit, thesis title, date, and degree sought and must be accompanied by a signed "Appointment of Examiners: Doctoral Degree" form (Appendix 12) for final submission to the School of Graduate Studies (cf. check list, p 15).

3.2.2 Examination Procedures

A thesis received in proper order by the School of Graduate Studies is normally sent for examination within five working days. The examiners are asked to examine the thesis and return their evaluations within three weeks. In addition to a written dissertation deemed acceptable by the University, Doctoral candidates must demonstrate their ability to defend their work in a public oral examination. For this reason, the final decision on whether a candidate will be recommended for the award of the degree is made only at the conclusion of the oral examination. The Chair of the oral examination communicates the result of the thesis examination in writing to the examination board, the supervisor (or co-supervisor) and Department Head or delegate at the oral defence pre-meeting which is generally held approximately eight weeks after initial receipt of the thesis by the School of Graduate Studies. The candidate receives the written thesis examination reports subsequent to conclusion of the oral examination.

3.2.3 Examiners

A doctoral dissertation is examined by a board consisting of four members and a chair. At least one member will be an examiner external to the University appointed by the Dean from outside the University. Normally, there will be two internal examiners appointed by the Dean from among the faculty members of the candidate's own academic unit, although a second external examiner may be substituted for one of the internal examiners with the permission of the Dean. The fourth member of the examining board is the supervisor who serves in a non-voting capacity. Other than the supervisor, members of the supervisory committee are not eligible for appointment to the board. The thesis examination is an arm's-length process. Therefore, there should be no contact between the supervisor or student and the examiners while a thesis or report is under examination.

The examiners are appointed and the thesis is normally approved for examination by the Dean of Graduate Studies on receipt of a completed "Appointment of Examiners: Doctoral Degrees" form (Appendix 12) from the Head, or delegate, of the Academic Unit. For external examiners it is advisable that the "Appointment of Examiners: Doctoral Degrees" form be accompanied by an up-to-date publication list. Examiners must not have been involved in the research or in the preparation of the thesis.

3.2.4 Examination of the Written Thesis

Examination of the thesis will result in one of the following recommendations (5) by the Dean:

  1. the thesis is acceptable and the candidate be allowed to proceed to the oral defence of the thesis;
  2. the thesis is unacceptable and requires re-examination; the candidate is not allowed to proceed to the oral defence at this time;
  3. the candidate should be failed.
3.2.5 Oral Defence

A formal oral defence will normally take place only if a majority of examiners recommend, in their written evaluations of the thesis, that an oral examination and defence should be scheduled. If a PhD thesis is accepted by the Dean for oral defence, the oral examination is normally scheduled to take place approximately three weeks after the receipt of the examiners' reports, depending upon the availability of the candidate and the members of the examining board. All members of the Examination Board are required to participate. The written examiners' reports are discussed at a pre-oral meeting. The examination is public and is chaired by the Dean or delegate.

As of May 02, 2011 all oral defences will be conducted as eDefences. Requests to continue to fly external examiners to St. John's will be decided on a case-by-case basis.

The candidate should be prepared to give a 15-30 minute presentation outlining the major contributions made by the thesis. Following the presentation by the candidate, the Chair will direct at least two rounds of questions from the members of the Examination Board. Doctoral candidates should be prepared to defend the contents of the thesis in its entirety. Questions relating to detailed content of the thesis and /or the relation of the general body of knowledge of the discipline to the body of material presented in the thesis are permitted.

At the conclusion of the public portion of the examination, the members of the Examination Board hold an in camera meeting to evaluate the performance of the candidate during the oral examination. The three voting members recommend to the Dean one of the following:

  1. the candidate has passed (modifications or corrections to the thesis may be required);
  2. the candidate has failed but should be permitted a re-examination;
  3. the candidate has failed and should not be re-examined.

If the decision is unanimous the candidate is informed of the Examination Board's recommendation and is provided with copies of the thesis examination reports (Appendices 14, 15) subsequent to the in camera meeting. In any other case the final decision is deferred pending further consultation with the Dean.

On the basis of the recommendation, the Dean makes a final determination of the outcome of the examination and informs the candidate by letter.

In case 1. above the required revisions and corrections to the thesis as outlined in the examiners' reports must be made to the satisfaction of the supervisory committee for final approval by the Head of the Academic Unit and the Dean. Two copies of the final corrected version of the thesis, one of which must be on acid-free, or equivalent, paper accompanied by a completed "Recommendation for the Award of a Graduate Degree" form (Appendix 14), are submitted to the Dean by the Head of the Academic Unit. If the Dean accepts this recommendation, the candidate's name will be presented to the Academic Council of the School of Graduate Studies for approval, and then to the Registrar for transmission to the Senate.

In case 2. above the Examination Board may attach a list of any further requirements which are deemed to be appropriate. The oral re-examination is arranged by the School of Graduate Studies, normally within twelve months. Only one oral re-examination is permitted.

Failure of the Oral Defence as in case 3. will result in termination of the candidate's program.

3.2.6 Time Limit for Corrections and Revisions

The final version of a doctoral thesis found acceptable with or without corrections, shall be submitted to the School of Graduate Studies within six months of the date on which the thesis/report and the examiners' reports are returned to the student's academic unit. If a corrected thesis is not submitted within six months the candidate is considered to have withdrawn from the program.

Doctoral theses requiring re-examination (cf. 3.2.4.2) shall be re-submitted to the School of Graduate Studies within 12 months of the date on which the thesis and the examiners' reports are returned to the student. Failure to re-submit the revised thesis within 12 months will result in termination of the student's program.

Students should note that they must maintain their graduate registration until all academic requirements for the degree including thesis corrections have been met.

Masters'/Doctoral Thesis Checklist

Thesis preparation:
  • Have you followed the suggested format?
  • Have you submitted the correct number of examination copies?
    (Three for Masters; five for doctoral)
  • Have you allowed sufficient time for the examination process?

Dept. review by supervisory committee
(ca. 4 weeks)

Dept. contacting potential examiners
(ca. 2-3 weeks)

SGS examination of thesis
(ca. 6 weeks)

SGS oral defence arrangements (PhD)
(ca. 2-3 weeks)

final corrections
(max. 6 months/minor; 12 months/major)


Students should note that they must maintain their graduate registration until all academic requirements for the degree including thesis corrections have been met.

The following items must be submitted at the time the thesis is submitted for examination:

The following items must be submitted at the time of final submission:

  • 2 copies of Masters thesis; 2 copies of PhD thesis (Each copy of the thesis must be enclosed in a large envelope with a copy of the theses title page attached to the envelope)
  • Recommendation for Award of Degree (from Head or Acting Head)

4. Graduation Procedure

Candidates expecting to graduate at any particular Convocation must apply online to through Memorial Self-Service at least by the time of the submission of the Thesis/Report required by their program.

Notes

1. "Thesis" includes all "Project Reports, Paper Folios, Practica, or Internship Reports, etc." which are examined under School of Graduate Studies General Regulation 1.2.10

2. Responsibilities of Supervisors and Graduate Students

3. Students in the Departments of French and Spanish or German and Russian should consult Departmental regulations regarding thesis language.

4. For full details of the regulations governing Master's Theses and Reports examination, consult The School of Graduate Studies, General Regulation 1.2.10.3 which can be found in the University Calendar.

5. For full details of the regulations governing doctoral thesis examination, consult The School of Graduate Studies, General Regulation 1.2.10.4 which can be found in the University Calendar.
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