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The dissertation is the culmination of your doctoral program. As a PhD candidate, you are required to complete an original dissertation that makes a significant contribution to the existing knowledge in your field. Each dissertation is subject to the scholarly criticism of all members of the university community, and consequently is available in the Faculty of Graduate and Postdoctoral Studies (FGPS) Office two weeks prior to your oral defence. The oral defence is also open to any member of the university community.
The guidelines below will ensure that the coordination of your doctoral dissertation oral defence goes smoothly. Your dissertation advisor and graduate coordinator are responsible for ensuring that the necessary forms are completed throughout this process.
The Progress and Activity Report highlights your progression through your PhD program, to identify successful achievements, professional development opportunities, and any areas for improvement.
The process is undertaken collaboratively between you and the full advisory committee.
Each year in the program, every doctoral student is required to submit a progress and activity report to their advisor by April 15 and the full report must be submitted by June 1.
You are expected to follow all protocols in fully consulting with your dissertation advisor, members of your advisory committee, and graduate coordinator in preparing for and writing the dissertation.
All dissertations are subject to dissertation defense procedures as specified by the policies and procedures set out by FGPS. Refer to the graduate academic calendar for the regulations governing a doctoral dissertation, which includes the requirements concerning the structure of the doctoral advisory committee (DAC), the doctoral examining committee (DEC), and the guidelines for conducting the oral defence.
It is important to note that your advisor, with the members of the advisory committee, play a very important role at every stage of your doctoral research including the completion of the dissertation and defence. To ensure that you are in a strong position to succeed in writing the dissertation and preparation of the defence, your advisor and advisory committee will:
Doctoral Advisory Committee (DAC) formation is a necessary step in meeting program milestones for PhD students at Laurier.
The role of the advisory committee is twofold:
All students who are undertaking a dissertation must ensure that a committee formation form is completed:
If any changes are made to your committee, a change of committee form must be submitted.
Tip: Having your committee approved early on in your academic journey ensures that your committee meets all graduate academic calendar regulations and requirements for the dissertation which is a necessary condition for good standing and future success in your program.
Apply to graduate at your earliest opportunity. Do not wait until your final semester to do this, because you may miss your preferred graduation ceremony if you do not apply by the final date.
Applications typically open:
To find the online application:
Learn more about convocation processes and awards for graduate students.
There are a few more steps to reach the finish line!
When your DAC has confirmed that dissertation is ready for defence, agreement has to be reached by the DAC, and by you, on the preferred date/time of the defence to ensure that everyone is available. From that point, many others are assigned different responsibilities to make sure that this important event can proceed as expected.
The following steps can take anywhere between seven to nine weeks before your oral defence. We've highlighted the steps based on when they should be completed.
Complete the Request to Schedule Oral Examination form after the DAC has agreed that the process of scheduling the oral examination should begin.
Your dissertation advisor and graduate program coordinator are responsible for ensuring that the necessary forms are completed throughout this process.
The graduate program coordinator is responsible for contacting the nominated externals to:
Your DAC will consider potential subject matter experts who may be invited to serve as external advisor and will nominate three possible scholars to serve in that role.
It is your responsibility to ensure that you have followed the format required by the current Laurier Thesis Format Guidelines, detailed in the graduate academic calendar (see General Regulations – Submission of Approved Master’s Thesis or Doctoral Dissertation – Thesis Style and Format Guidelines).
The graduate program coordinator submits the following documentation to FGPS. Upon submission of these materials, no further changes may be made to the dissertation prior to the defence.
Upon receipt, the associate vice-president/dean, FGPS reviews the CV and if approved, formally invites the proposed external examiner to serve that role.
When the invitation has been accepted, FGPS will send the electronic copy of the dissertation to the approved external examiner, along with other details relevant to the defence procedures.
If the external examiner specifically requests a printed copy of the dissertation:
The external examiner will read the dissertation, and in no less than 10 days before your defence, will submit their written assessment to the FGPS.
To familiarize yourself with the defence itself, review the Regulations Governing the Doctoral Dissertation in the graduate academic calendar (under General Regulations) and the Laurier Doctoral Dissertation Procedures document, which will be provided to you by a member of FGPS.
Prepare your presentation and slide deck. Ask your advisor for recommended resources and tips on preparing for your oral defence.
FGPS will:
If more than one person cannot attend the oral defence, either in person or via teleconference or videoconference, the defence may be rescheduled. FGPS will confirm the updated arrangements in this event.
You should submit a copy of your presentation to the chairperson as a backup.
If defending in person, stop by FGPS to see the defence room and check what is available for your use.
If preparing for a remote defence:
The big day has arrived!
Here are a few last-minute words of advice:
When it comes time for in camera discussions during the defence procedures, you and any external guests will be moved to a break out room (for remote defences; if in-person, you will be asked to leave the room and wait nearby). The chair will bring you back into the main room when it is time to proceed.
Some committees may suggest taking a group screen shot at the conclusion of the defence to capture the moment and celebrate your success.
Congratulations! Take a moment to celebrate and decompress.
Your Graduate Candidate Record will be returned to FGPS noting the decision of the committee. Familiarize yourself with the deadlines related to the decision categories when completing any required revisions.
A few reminders:
Complete and submit the following forms provided by FGPS ahead of the defence:
Do not upload your dissertation until the final document has been approved by your supervisor and until all paperwork has been sent to the FGPS.
Make sure you are aware of upcoming deadlines for coursework submission, degree (and co-op) and final requirements, to be eligible to graduate.
Check the Graduate Academic Calendar under Academic and Related Dates.
FGPS will:
Contact Us:
E:
fgps@wlu.ca
T:
+1 548 889 5574
Office Location: DAWB 1-102
Office Hours:
Please include your ID number in emails and voicemails.