Thesis Examination

For all doctoral students, as well as all Masters students in the thesis route, the thesis examination process is used to obtain independent feedback on the quality of the thesis. An examination panel will be constituted with experts in the research field who are independent to the supervisory team and free of any conflicts of interest.

Students should aim to submit their thesis for examination at least four months before the convocation they hope to attend. Based on the extent of the comments from examiners, students may require a substantial amount of time before the thesis is accepted and graduation approved.

It is important to keep in mind that the examination process is required to be independent and unbiased. On this basis there must be no communication between a student/supervisory team and an examiner until after the examination process has concluded.

Please also note – in addition to submitting a final thesis, all students are required to apply to graduate via Memorial Self-Service. Please refer to the University Diary to identify any specific deadlines.

Masters Thesis Examination

The Masters thesis examination process requires the appointment of two examiners, of which both can be internal (i.e. employees of MUN), or there can be 1 internal and 1 external examiner.

It is typically expected that a student’s supervisor will provide the Head of Discipline with a list of potential examiners for them to contact. Supervisors should be advising the Head of Discipline that their student will be ready for examination around 6 weeks prior to the thesis being submitted for examination.

This document summarises the process and timing of the Masters thesis examination process.

Process Summary

Please see below for the high-level process to be followed:

  • Student submits final draft for review and applies to graduate via Memorial Self-Service
  • Supervisor contacts Discipline Head/Graduate Officer/Delegate to advice that thesis is almost ready and to provide a list of examiners
  • Discipline Head/Graduate Officer/Delegate contacts examiners and confirms interest and availability
  • Supervisors send the Discipline Head/Graduate Officer/Delegate the final copy of the thesis and the Supervisory Approval to Submit for Form.
  • Discipline Head/Graduate Officer/Delegate reviews student’s records in Banner and submits documents to SGS. This submission will include (in a single Email, please): the Change of Program Form (if any changes are required - e.g. the supervisory team on record); the Thesis (as a PDF or Word document); the Supervisory Approval Form; and the Appointment of Examiners Form
  • SGS distributes the thesis
  • Outcome is sent to student, including examiner's comments and annotated thesis (if provided by the examiner)

Examination Outcomes

Examiner’s reports will be reviewed by the Dean, School of Graduate Studies before a final recommendation is provided to the student. The possible outcomes are:

  • Pass without modifications
  • Pass with modifications that do not require re-examination
  • Resubmission with major modifications required and re-examination
  • Fail (must be unanimous)

Upon communication of the outcome, the student will be provided with the next steps to take in terms of submission of the final thesis, the re-examination process or options available if a fail outcome is recommended.

Doctoral Thesis Examination

The Doctoral thesis examination process requires the appointment of three examiners, of which at least one must be external (i.e. not an employee on MUN).

The examination process has two steps, commencing with the thesis examination and then concluding with an Oral Defence. Students are only permitted to proceed to the Oral Defence upon the recommendation of the thesis examiners. More information on the Oral Defence is provided here.

As the examiners must be available for the Oral Defence, it is important that examiners are made aware of the need to be available when they are contacted by the Discipline Area to determine availability.

Please note that SGS is only able to support two hybrid defense seminars each day (9:30 and 12:30), so it is important to confirm the preferred date and time are available. SGS will make reasonable endeavours to support requests.

The meeting booking and distribution of materials to the Examination Board will be managed by SGS.

It is typically expected that a student’s supervisor will provide the Head of Discipline with a list of potential examiners for them to contact. Supervisors should be advising the Head of Discipline that their student will be ready for examination around 6 weeks prior to the thesis being submitted for examination.

This document summarises the process and timing of the Doctoral thesis examination process.

Process Summary

Please see below for the high-level process to be followed:

  • Student submits final draft for review and applies to graduate via Memorial Self-Service
  • Supervisor contacts Discipline Head/Graduate Officer/Delegate to advise that thesis is almost ready and to request a list of examiners
  • Discipline Head/Graduate Officer/Delegate contacts the SGS to confirm date and time availability.
  • Discipline Head/Graduate Officer/Delegate contacts examiners and confirms interest and availability. It is important to note that we would request the recommendation to be returned within 4 weeks. If a different timeframe is agreed with the examiners, please advise SGS when submitting documents (as below).
  • Supervisors send the Discipline Head/Graduate Officer/Delegate the final copy of the thesis and the Supervisory Approval to Submit for Examination Form.
  • Discipline Head/Graduate Officer/Delegate reviews student’s records in Banner and submits documents to SGS. This submission will include (in a single Email, please): the Change of Program Form (if any changes are required - e.g. the supervisory team on record); the Thesis (as a PDF or Word document); the Supervisory Approval Form; and the Appointment of Examiners Form.
  • SGS distributes the thesis.
  • SGS confirms outcome of examination to supervisory team.

Examination Outcomes

Examiner’s reports will be reviewed by the Dean of Graduate Studies before a final recommendation is provided to the Academic Unit. The possible outcomes are:

  • Proceed with Oral Defence
  • Do Not Proceed with Oral Defence

If the Oral Defence is not proceeding, further information on next steps will be provided by SGS.