PhD Graduation Information

The best way to prepare for a smooth examination process is to plan ahead and communicate clearly with the Faculty of Graduate and Postdoctoral Studies. The following resources are meant to help students and supervisor map out the doctoral exam:

You can also reduce the stress for everyone else involved by reading the information contained in the Final Doctoral Examination Guide. This guide will help you to effectively plan for your Final Doctoral Exam.

Apply to Graduate

In order to qualify for graduation, students must submit an application for graduation onlineStudents must apply, regardless of whether they plan to attend the scheduled ceremonies. Attendance at the ceremony is optional, but if an application is not submitted by the deadline, the student will not be allowed to graduate.  Detailed information is available on the Faculty of Graduate and Postdoctoral Studies website.

Students should also ensure that all documents required for graduation are completed and submitted to the appropriate people by the dates listed on the Deadlines for Doctoral Candidates page.

Nominate an External Examiner

The research supervisor should submit the Nominations for External Examiner form to the Faculty of Graduate and Postdoctoral Studies. Detailed information is available on the Department of Computer Science's External Examiner page, and the Faculty of Graduate and Postdoctoral Studies' Selecting the External Examiner page.

NOTE: The candidate should not know the identity of the external examiner until after the dissertation has been submitted to the Faculty of Graduate and Postdoctoral Studies and forwarded for examination.

Submission of the Dissertation for the External Examiner

Students should ensure that the thesis conforms with the Guidelines for Dissertation and Thesis Preparation before submitting it to the Faculty of Graduate and Postdoctoral Studies for approval. For students using LaTeX, please consult the LaTeX Local Guide available on the web. Once the dissertation is approved by the supervisory committee, the supervisor should send an email to the Graduate Program Administrator (poon@cs.ubc.ca) to confirm that the thesis has been approved by the supervisory committee for transmission to the external examiner and the speedchart for an non NSERC grant to charge for courier expenses. The student can submit the approved dissertation, and Graduate Program Approval of Doctoral Dissertation for External Examination form to  Faculty of Graduate and Postdoctoral Studies. Detailed information is available on the Transmitting Disseration page.

Please be aware of the Arm's Length Requirement for the external examiner.

Information for inviting an external examiner to attend the oral defence is available from the Faculty of Graduate and Postdoctoral Studies.

Select the University Examiners

During the 2-3 weeks after submission of the dissertation, the research supervisor invites two University Examiners (at least one from outside the student/supervisor's department). The Approval of University Examiners for Doctoral Dissertation formis submitted to the Faculty of Graduate and Postdoctoral Studies at least 4 weeks prior to the examination date. The consent of the proposed University Examiners to attend the exam must be confirmed by the Research Supervisor prior to the submission of this form. Detailed information is available on the Selecting University Examiners page.

It is the responsibility of the Research Supervisor to ensure that the University Examiners and members of Supervisory Committee receive a copy of the dissertation, which is
identical to the copies submitted for the external examiner, at least four weeks before the
examination.

Schedule the Final Oral Defence Date and Time

Students should plan for at least 6-7 weeks between the submission of the dissertation for external examination and the Oral Defence. To book an exam, either the research supervisor or the student should provide the Faculty of Graduate and Postdoctoral Studies with 2-3 possible dates/times that the committee is available. Information about Scheduling the Final Oral Defence and the Examination Overview is available on the from the Faculty of Graduate and Postdoctoral Studies website.

Examination Programme

During the 2 to 3 weeks after submission of the thesis, the student completes the Final Doctoral Examination Programme and forwards the document to the supervisor for approval. At least 4 weeks prior to the exam date, the student emails the programme to the Faculty of Graduate and Postdoctoral Studies (doctoral@interchange.ubc.ca). Detailed information, as well as the Examination Programme template, is available from the Faculty of Graduate and Postdoctoral Studies website.

Final Thesis Submission

Students are expected to submit their final thesis after their oral defence. Please refer to the following web pages for detailed information:

Once the thesis has been approved (the email should have the program close date or end date), please forward the email to the Graduate Program Administrator, Joyce Poon (poon@cs.ubc.ca).

NOTES:

    1. The Faculty of Graduate and Postdoctoral Studies does not accept thesis submissions after 3:30 PM of each business day.
    2. The Doctoral Dissertation Form must contain the signatures of at least three examiners: your research supervisor, one University examiner, and one other examiner.Email approval is not an acceptable substitution of their signatures on the form. Students can submit either an electronic or hard copy of the Doctoral Dissertation Form.

    Departmental Requirements for Graduation

    Students must submit the following forms to the Graduate Program Coordinator before the recommendation for graduation will be forwarded to Faculty of Graduate and Post Doctoral Studies.

    1. Email Confirmation from Faculty of Graduate and Postdoctoral Studies that your thesis has been approved (Required)
      When you submit your final thesis to cIRcle, you will receive an email acknowledgement (subject line is "cIRcle: Submission Approved and Archived"). Your thesis has NOT been approved at this stage. Once your thesis has been approved, you will received a second email with the subject line that says "Thesis Approved - name - student #".  You'll need to forward the second email to the Graduate Program Coordinator.
    2. PhD Release Form (Required)
    3. Graduation Photo (Optional)
      Artona takes graduation photos of graduate students (and producing class composities). Please refer to the web page for the details.
    4. Thesis Binding Form for the student (Optional)

    If you would like to ensure that you have fulfilled the requirements and submitted all of the required forms, please make an appt with Joyce Poon (poon@cs.ubc.ca).

    Graduation Resources

    If you would like a program completion letter, please visit the Program Completion page at the Faculty of Graduate and Postdoctoral Studies website.

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