Examinations
Final Oral Examinations
General Regulations
All doctoral programs and all master's degrees with thesis require a final oral examination, and students must be registered in dissertation (699) or thesis (599) at the time of the oral defense. For project-based master's degrees, academic units may require a written comprehensive examination, or an oral examination, or both. Students must be registered in project (598) at the time of oral defense.
Students may proceed to an oral examination when the supervisory committee is satisfied that the dissertation, thesis or project represents an examinable document for the degree requirements. The supervisory committee confirms this by signing the Request for Oral Examination form. This form must be submitted to the Dean of Graduate Studies 30 working days for PhD students and 20 working days for master's students prior to the date of the oral examination. Instructions concerning the appropriate procedures to follow for oral examinations can be found on the web site of the Faculty of Graduate Studies.
Before proceeding to the oral examination, students should normally have a cumulative grade point average of not less than 5.0 on all courses taken for credit in the Faculty of Graduate Studies. Any language requirement must be met before the student proceeds to the oral examination.
The Dean of Graduate Studies will appoint a Chair from outside the academic unit for the final oral examination. Regular and Emeritus members are eligible to serve. Oral examinations are open to the public. Notice of examination will be communicated to all faculty members involved and to each academic unit at least 5 working days prior to the date of the examination.
Optimally, the student and all the members of the supervisory committee will be present at the oral examination. Where this is not possible, advice on alternate procedures are available from the Dean of Graduate Studies' office.
Examining Committees 
For doctoral programs and for master's with thesis, the role of the examining committee is to assess the dissertation or thesis and to conduct an oral examination based on that dissertation or thesis. For project-based master's, the role of the examining committee is to assess the independent work and to conduct an oral examination based on that work. The examining committee may also evaluate and examine other aspects of the degree such as specified course work or an understanding of any required reading list.
Composition of Final Oral Examining Committees
Doctoral degrees
The supervisory committee plus a Chair and at least one other examiner from outside the University. Such external examiners are appointed by the Dean of Graduate Studies in consultation with the academic unit(s), and must be arm's-length authorities in the field of research being examined.
Master's degrees with theses
The supervisory committee plus a Chair appointed by the Faculty of Graduate Studies plus an external examiner who has had no previous involvement with graduate supervision of the candidate. The external examiner may be from within the home academic unit, provided that there is at least one non-unit member on the supervisory committee.
Project-based Master's degree
The supervisory committee plus a Chair approved by the Dean of Graduate Studies.
Results of Oral Examinations (Dissertations and Theses)
Decision
The decision of the examining committee shall be based on the content of the dissertation or thesis as well as the candidate's ability to defend it. After the examination, the committee shall recommend one of the following results:
- That the dissertation or thesis is acceptable as presented and the oral defense is acceptable
The Chair of the academic unit and the student’s supervisor shall sign the academic unit’s Letter of Recommendation. In addition, all members of the examining committee shall sign the Dissertation/Thesis Approval Form.
- That the dissertation or thesis is acceptable subject to minor revision and the oral defense is acceptable
In this case, all members of the examining committee except the Academic Supervisor shall sign the letter and at the end of the examination work together to draw up a list of revisions. The Academic Supervisor will approve the dissertation or thesis when it has been amended to her/his satisfaction. In addition, all members of the examining committee shall sign the Thesis/Dissertation Approval Form.
- That the dissertation or thesis is acceptable subject to major revision and the oral defense is acceptable
The length of time for the revision shall be agreed upon by the committee and the candidate, but shall not exceed one year from the date of the oral examination. An explicit list of the necessary revisions that has been composed by the examining committee will be forwarded to the student. The Academic Supervisor shall supervise the revision of the dissertation or thesis. If the dissertation or thesis is acceptable to the Academic Supervisor, the Academic Supervisor shall distribute it to the rest of examining committee. If it is acceptable to the committee, the Academic Supervisor shall ensure that each committee member signs the approval documents including the Dissertation/Thesis Approval Form.
- That the examination be "adjourned"
This result should not be confused with failure (see 5. Failure, below). Adjournment may be called for three different types of circumstances:
- A sudden illness or emergency that does not allow for the examination to be completed; an external environmental situation arises that forces the exam to be prematurely terminated (such as fire alarm, power failure or natural disaster); or when the technology being used breaks down and cannot be repaired in time to continue the examination. When an examination is adjourned for these types of circumstances, the chair shall make a written report to the Dean of Graduate Studies within three (3) working days of the date of the oral examination. After reviewing these reports the Dean will set a date for reconvening the examination. The date for reconvening shall be no later than six months from the date of the first examination.
- Where the external examiner casts the lone dissenting vote. When an examination is adjourned for this circumstance, each member of the examining committee shall make a written report to the Dean of Graduate Studies within 10 working days of the date of the oral examination. After reviewing these reports the Dean will set a date for reconvening the examination. The Dean shall also determine whether or not the composition of the original committee is appropriate for the reconvened examination. The date for reconvening shall be no later than six months from the date of the first examination.
- Where the thesis is acceptable but the student has failed the oral defense. When an examination is adjourned for this circumstance, each member of the examining committee shall make a written report to the Dean of Graduate Studies within 10 working days of the date of the oral examination. After reviewing these reports the Dean will set a date for reconvening the examination. The Dean shall also determine whether or not the composition of the original committee is appropriate for the reconvened examination. The date for reconvening shall be no later than six months from the date of the first examination.
- Failure
If two or more members of the examining committee are opposed to passing the student, the student will not be recommended for the degree. In this case, the committee shall make a written report to the Dean of Graduate Studies within 14 calendar days of the date of the oral examination outlining the reasons for this decision. A student who fails the oral examination has the right to appeal and should consult with the Dean of Graduate Studies regarding the appropriate procedures.
A candidate who is not recommended for the degree by the examining committee is ineligible for readmission to a graduate program in the same academic unit.
Results of Oral Examinations (Project-based Master's degrees)
After the examination, the committee shall recommend one of the following results:
- That the independent research work is acceptable and the oral defense is acceptable
In this case the Chair of the academic unit and the student's supervisor shall sign the academic unit's Letter of Recommendation.
- That the independent research work is acceptable subject to minor revision and the oral defense is acceptable
In this case, all members of the examining committee except the Academic Supervisor shall sign the letter and at the end of the examination work together to draw up a list of revisions and establish a time limit for the completion of these revisions. The Academic Supervisor will approve the independent research work when it has been amended to her/his satisfaction.
- That the examination be “adjourned”
This result should not be confused with failure (see 4. Failure, below). Adjournment may be called for three different types of circumstances:
- a) A sudden Illness or emergency that does not allow for the examination to be completed; an external environmental situation arises that forces the exam to be prematurely terminated (such as fire alarm, power failure or natural disaster); or when the technology being used breaks down and cannot be repaired in time to continue the examination. When an examination is adjourned for these types of circumstances, the chair shall make a written report to the Dean of Graduate Studies within three (3) working days of the date of the oral examination. After reviewing these reports the Dean will set a date for reconvening the examination. The date for reconvening shall be no later than six months from the date of the first examination.
- b) Where the external examiner casts the lone dissenting vote. When an examination is adjourned for this circumstance, each member of the examining committee shall make a written report to the Dean of Graduate Studies within 10 working days of the date of the oral examination. After reviewing these reports the Dean will set a date for reconvening the examination. The Dean shall also determine whether or not the composition of the original committee is appropriate for the reconvened examination. The date for reconvening shall be no later than six months from the date of the first examination.
- c) Where the written work is acceptable but the student has failed the oral defense. When an examination is adjourned for this circumstance, each member of the examining committee shall make a written report to the Dean of Graduate Studies within 10 working days of the date of the oral examination. After reviewing these reports the Dean will set a date for reconvening the examination. The Dean shall also determine whether or not the composition of the original committee is appropriate for the reconvened examination. The date for reconvening shall be no later than six months from the date of the first examination.
- Failure If two members of the examining committee are opposed to passing the student, the student will not be recommended for the degree. In this case, the committee shall make a written report to the Dean of Graduate Studies outlining the reasons for this decision. A student who fails the oral examination has the right to appeal and should consult with the Dean of Graduate Studies. A candidate who is not recommended for the degree by the examining committee is ineligible for continuation or readmission to a graduate program in the same academic unit.
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