Doctor of Philosophy (Ph.D.) Program

Final Oral: Distribution of Thesis

 


WARNING NOTE

DISTRIBUTION DEADLINES

APPROVAL FOR DISTRIBUTION

DISTRIBUTION PROCESS

INTERNAL EXAMINER DUTIES

RATING CATEGORIES

EXTERNAL EXAMINER DUTIES

EXAMINER REPORTS

REQUIRED: REGISTER TO GRADUATE


GENERAL INFORMATION

PROGRAM INFORMATION

PROGRAM REQUIREMENTS & OVERVIEW

ECE COURSES

CANDIDACY EXAM DATES

  1. CANDIDACY EXAM (within Year 1)
  2. ADVISORY COMMITTEE (after Candidacy)
  3. ETHICS APPROVAL (if needed)
  4. THESIS PROPOSAL PRESENTATION (Year 2)
  5. WRITING YOUR THESIS  & STYLE REQUIREMENTS
  6. EXAMINING COMMITTEE
  7. FINAL ORAL: (Year 3-6)
  8. AFTER THE DEFENCE

 

AURORA -- COURSE REGISTRATION

STUDENT RESPONSIBILITIES


 

WARNING NOTE

All distribution of the thesis for the Ph.D. Final Oral Exam is done through YOUR ACADEMIC ADVISOR.   Once YOUR ACADEMIC ADVISOR  has submitted your thesis and paperwork to FGS,  NEITHER the student nor the Academic Advisor may contact the Examiners in any manner.  The Academic Advisor & Student may contact the Internal Examiners AFTER the Internal Committee Reports are received by the Academic Advisor.

 

 

 

DISTRIBUTION DEADLINES

There is no guarantee that Students, who do not meet the deadline for "Distribution to the Internal Examining Committee", will graduate in their desired graduation period.  Please be aware of these deadlines: 

http://umanitoba.ca/faculties/graduate_studies/media/Information_for_Graduands.pdf 

 

 

 

APPROVAL OF THE THESIS FOR DISTRIBUTION:

The Candidate's Thesis must be approved for Distribution by the entire Advisory Committee.  Please use this form

 

 

 

SELECTION OF AN EXTERNAL EXAMINER:

Please see this information in the External Examiner section.

 

 

DISTRIBUTION PROCESS: (5.11.6 in the Academic Guidelines)

  

  1. DISTRIBUTION OF THE THESIS -- THIS IS DONE BY YOUR ADVISOR
    1. GIVE TO YOUR ACADEMIC ADVISOR THE FOLLOWING:
      1. The signed "Approval to Proceed to PhD Thesis Examination" form
      2. Your Thesis
        1. FORMAT:                 PDF only
        2. MAXIMUM SIZE:  10 MB
    2. NO MODIFICATION UNTIL AFTER THE DEFENCE.  
      1. NO MODIFICATIONS may be made until AFTER the Ph.D. Final Oral
        1. MINOR MODIFICATIONS:  Other than modifications mentioned in the Internal Examiners' Reports, the Academic Advisor may ask the student to make minor modification e.g. grammar, style, etc.
      2. MSPACE:   Modifications may be made to the Thesis prior to its FINAL SUBMISSION to M-SPACE  AFTER   the Defence
      3.   ALL modifications MUST BE APPROVED by the Academic Advisor
  2. STUDENT and ACADEMIC ADVISOR: 
    1. After your Academic Advisor submits your Thesis NEITHER YOU NOR YOUR ACADEMIC ADVISOR may contact any INTERNAL EXAMINER until their Reports are received by FGS and distributed to the Academic Advisor.
  3. INTERNAL EXAMINERS:    ~3-5 Weeks for Internal Committee to Review Thesis 
    1. The Internal Examining Committee (Student's Advisory Committee) will review the Thesis and submit their reports reviewing the Thesis.
    2. Academic Advisor & Student:   INTERNAL REPORT REVIEW
      Depending on the Report Ratings from the Internal Committee the Advisor may ask the student to
      1. Make NO changes to VERY minor changes -- no more than 5-days and reviewed by the Advisor
      2. MAJOR CHANGES -- Some Major Changes may be considered "FAILED" and requires additional reviews by the Internal Committee (can take up to 1-year)
  4. EXTERNAL EXAMINER REVIEW:     ~3-5 Weeks for External Examiners to Review Thesis
    1. The External Examiner is selected at random by FGS and the identity is announced only AFTER the External's Report is received by FGS
    2. The External Examiner submits reviews the Thesis and will submit a report as to whether the thesis may go to Final Oral
    3. Academic Advisor & Student:   EXTERNAL REPORT REVIEW
        1-2 Days for the Student & Advisor to review reports and comments
        At this time no changes are allowed to the thesis.  Changes may be made AFTER the Final Oral
  5. THESIS EVALUATION  
    1. CATEGORIES -- How Evaluated: Examiners will be asked to place the these in one of the following categories 
      1. The thesis represents a distinct contribution to the candidate’s field of research and is acceptable as it stands. Minor revisions to content, structure, or writing style may be required. The thesis may proceed to oral examination
      2. The thesis has merit and makes a contribution to the candidate’s field; however, there are research-related concerns that have the potential to be addressed in the oral defence. The structure and writing style are acceptable or require only minor revisions. The thesis may proceed to oral examination
      3. The thesis has some merit, but is not acceptable in its current state and requires major revisions to one or more of its core components, such as research content, structure or writing style. The thesis should not proceed to oral examination
      4. The thesis is unacceptable with respect to its core components, such as research content, structure, and writing style. The thesis should not proceed to oral examination
    2. CATEGORY RESULTS
      1. Internal Examiners: 
        1. Category 1 or 2:  The Thesis may go to the External
        2. Category 3 or 4   among the Internal Examiners
          1. ONE -- the thesis may proceed to the External
          2. TWO or MORE -- the thesis FAILS
      2. External Examiner:
        1. Category 1 or 2 -- Thesis may go to Oral Examination
        2. Category 3 or 4 -- Thesis FAILS the examination
      3. Later Stages of the Final Oral:  At this point, though the thesis has received a "PASSING" grade it does not in subsequent examinations preclude a later awarding of a "Failing" grade
    3. FAILING GRADE
      1. FIRST FAILURE: The Candidate may be allowed to have the thesis evaluated a second time if...
        1. Approval is offered by
          1. Advisor / Co-Advisory
          2. Advisory Committee
          3. Department
        2. Unit Head
          1. Convenes Internal Examiners as to how to bring thesis to an acceptable scholarly standard
          2. Additional scholarly work will be described, in writing by the Unit Head
        3. Re-Examiniation:  Approval to Proceed to Examination Form
          1. Must be submitted through the Unit Head
            1. Approval to Proceed to Examination Form
            2. A detailed summary of the changes made to improve the thesis, if any
          2. Eligibility for SECOND distribution to Internal & External examiners
          3. The above mentioned form and summary must be received by FGS
      2. Two Failures: 
        Any combination of written review and/or oral examination stage will result in the Candidate being required to withdrawn from the Faculty of Graduate Studies
  6. ORGANIZING THE FINAL ORAL:   Approximately 1-8 Weeks 
    1. ACADEMIC ADVISOR
      1. Polls the Examining Committee for the Final Oral's date and time
      2. Sends the information to the Graduate Student Advisor
    2. EXAMINING COMMITTEE:   Depending on the time of year it can take up to 2-months for the Academic Advisor to organize the meeting date and time of the Examining Committee
    3. EXTERNAL EXAMINER:   The Academic Advisor should communicate with the External Examiner and Extend and invitation to the Final Oral Exam
      1. If the External does not attend the Final Oral, the Academic Advisor should inquire as to whether the External will
        1. Send several question which are asked by the Final Oral Chair
        2. Would like to attend by SKYPE (permission is required by FGS)
        3. Approximately $250 is offer by FGS for External Examiner Travel
    4. GRADUATE STUDENT ADVISOR: 
      1. Room Bookings, Announcements, Paperwork
        1. Once a date and time of the Final oral is determined the Academic Advisor sends the info to the Graduate Student Advisor
        2. The Graduate Student Advisor will
          1. book a room
          2. send out announcements
          3. send paperwork to the Faculty
    5. FINAL ORAL:  Ph.D. Thesis Defence:  this should take approx. 2-hours
      1. The Graduate Student Advisor will SEND to Student and Academic Advisor
        1. Day of defence information
          1. The defence room,where to pick up keys, markers, laser pointer, etc.
          2. Computer / Data Projector confirmation and passwords
        2. What to Expect
          1. At the Defence
          2. After the Defence requirements & information

 

 

INTERNAL EXAMINERS:  Duties / Responsibilities

The Dean of the Faculty of Graduate Studies will request the internal examiners to give, within three (3) weeks of the distribution of the thesis, a detailed written report of the thesis and place it into one of the following categories:

  1. The thesis represents a distinct contribution to the candidate’s field of research and is acceptable as it stands. Minor revisions to content, structure, or writing style may be required. The thesis may proceed to external distribution.
  2. The thesis has merit and makes a contribution to the candidate’s field; however, there  are research-related concerns that have the potential to be addressed in the oral examination. The structure and writing style are acceptable or require only minor revisions. The thesis may proceed to external distribution.
  3. The thesis has some merit, but is not acceptable in its current state and requires major revisions to one or more of its core components, such as research content, structure or writing style. The thesis cannot proceed to external distribution.

 

 

CATEGORIES:  Rating / Evaluating the Thesis 

  1. If none or one (the dissenting voice) of the internal examiners fails the thesis (i.e. places it in categories 3 or 4 above), the thesis receives an internal pass and shall proceed to external distribution. Prior to external distribution, the candidate shall have the opportunity to incorporate changes suggested by the examining committee but not necessarily those of the dissenting voice.
  2. If two or more of the internal examining committee fail the thesis (i.e. places the thesis in categories 3 or 4 above) then the thesis fails.
  3. If the thesis fails, the unit Head shall convene a meeting of the internal examining committee and the candidate’s advisor/co-advisor to decide how to bring the thesis to an acceptable scholarly standard for a second submission to the internal examining committee. In normal circumstances, this will involve additional scholarly work which the unit Head will describe, in writing, to the advisor/co-advisor, the candidate and the Dean of the Faculty of Graduate Studies.
  4. If more than one of the internal examining committee members fail the resubmitted thesis, this constitutes a second failure. In the case of a second failure, the candidate cannot proceed to external distribution, and the candidate is required to withdraw from the Faculty of Graduate Studies.

 

*The awarding of a passing grade by an individual internal examiner does not preclude them from awarding a failing grade at a subsequent stage in the examination process.

 

 

EXTERNAL EXAMINER:  Duties / Responsibilities

The Dean of the Faculty of Graduate Studies will request the external examiner to give, within three (3) weeks of the distribution of the thesis, a detailed written report of the thesis and rate it either as a pass or a fail. The Dean of the Faculty of Graduate Studies shall ensure the anonymity of the external examiner until it has been determined that the student can proceed to oral defence.

  1. If the external examiner passes the thesis, the student can proceed to oral defence.
  2. If the exter nal examiner fails the thesis, the unit Head shall convene a meeting of the internal examining committee and the student’s advisor/co-advisor to decide how to bring the thesis to an acceptable scholarly standard. In normal circumstances, this will involve additional scholarly work which the unit Head will describe, in writing, to the advisor/co-advisor, the candidate and the Dean of the Faculty of Graduate Studies.
  3. If the external examiner fails a resubmitted thesis, this constitutes a second failure. In the case of a second failure, the candidate cannot proceed to oral defence, and the candidate is required to withdraw from the Faculty of Graduate Studies.

*The awarding of a passing grade by an external examiner does not preclude them from awarding a failing grade at a subsequent stage in the examination process.

 

 

EXAMINER REPORTS

If advancement to the oral examination is approved, as outlined above in "CATEGORIES", the Dean of the Faculty of Graduate Studies shall provide electronic copies of all reports to each of the advisor/co-advisor, examiners and Head of the unit

 

 

REQUIRED REGISTRATION

 In order to graduate and defend, please register in:

  • GRAD 8000
  • GRAD 8020

 

 

CURRENT COURSE OFFERINGS

REGISTRATION (Annual)

ACADEMIC GUIDELINES

ECE SUPPLEMENTAL REGULATIONS

UNIVERSITY SCHEDULE
(exams, registration, payments, etc.)

GRADUATE CALENDAR / CATALOG

CODE OF CONDUCT--Plagiarism

CHEATING, PLAGIARISM, ETC.
 (students, instructors, TAs)

EXAM & FINAL GRADES

COMPUTER ACCTS, FORMS...

PROGRAMS

  1. Ph.D.
  2. M. Sc.
  3. M.Eng.
  4. Occasional
  5. IIS / Overview 
  6. Course Category (AX,AU,OS)

PROGRAM INFORMATION

  1. MANDATORY:
    1. Summer Registration
    2. Progress Reports
    3. Academic Integrity Tutorial 
    4. ASG--Advisor Student Guidelines 
    5. Continuous Registration 
  2. LEAVES OF ABSENCE
  3. FAILED GRADES
    1. What to do
    2. Grade Appeals
    3. Student Advocacy
  4. SUPPLEMENTAL GUIDELINES
    1. Advance Credits (4.4.5)
    2. Transfer Credits (4.4.6)
    3. Transfer to Ph.D. (5.1.3)
  5. PROGRAM TRANSFERS:
    1. M.Sc. to Ph.D.
    2. M.Eng. to M.Sc.
    3. M.Sc. to M.Eng.
    4. Ph.D. to M.Sc.
  6. CHANGE REQUESTS
  7. Transfer Credits
  8. CO, IP, Incomp, Course Extension
  9. Deferred Exam Form 
  10. Concurrent / Dual Registration
  11. Voluntary Withdrawal
  12. Authorized Withdrawal

RESEARCH INTEGRITY

-- Plagiarisms Software: iThenticate

RESEARCH ETHICS & COMPLIANCE

-- Templates, Guidelines, & Forms

ENVIRONMENT HEALTH & SAFETY

ECE GRADUATE COMMITTEE MEMBERS

FUNDING, AWARDS, JOBS

  1. TRAVEL AWARDS
  2. NSERC (Canadians Only)
  3. UMGF  (All Grads)
  4. IGSS (Int'l Students)
  5. FGS Miscellaneous
  6. FGS EMERGENCY LOANS
  7. Funding & Award $$
  8. TA Wage Scale
  9. JOBs

TUITION & FEES   

  1. Master
    1. Full-Time
    2. Part-Time
  2. Ph.D.
  3. Other Fees
    1. Compulsory Fees
    2. Incidental Fees 
    3. Cost of Living Expenses
  4. Tuition Installment Plan
    (International Students Only)

NEW STUDENTS

  1. Quick, General Info
  2. General Info & Services
  3. Registration Procedures
  4. Registering for Courses
  5. Acceptance of Offer (Letter)
  6. Paying Tuition & Fees
  7. Office Space & Mail
  8. Grad Students With Children
  9. Student University Guide
  10. Orientation
    1. ECE (mandatory)
    2. FGS (TBA via emails)
    3. University
    4. International Students

GRADUATION / CONVOCATION

  1. THESIS DEADLINES
  2. Thesis Info
  3. Thesis Guidelines
  4. Thesis Checklist
  5. Thesis Online Submission
  6. THESIS SAMPLES
    1. Title Page
    2. Table of Contents
  7. Plagiarism Software: iThenticate
  8. ECE Graduand Info
         APEGM, Iron Ring, Letters, etc.
  9. CONVOCATION !
  10. JOBs

 


UNIVERSITY OF MANITOBA SERVICES

 INTERNATIONAL STUDENT

  1. International Centre for Students (ICS)
  2. ICS Post-Secondary Handbook
  3. Study Permit Info
  4. Off-Campus Work Permits
  5. FORMS
  6. Exchange Pgm
    (Canadian & Intentional)

FACULTY OF GRADUATE STUDIES (FGS)

  1. FGS: Thesis Guideline & Forms
  2. Thesis Info
  3. Important Dates
  4. FORMS
    1. Programs & Thesis
    2. Awards & Scholarships
  5. WORKSHOPS

REGISTRAR'S OFFICE

  1. Transcripts
  2. Important Dates
  3. Convocation
  4. FORMS

ENGINEERING LIBRARY
(Donald W. Craik Library)

CAREER SERVICES

STUDENT ADVOCACY

ACCESSIBILITY SERVICES

 


STUDENT GROUPS

  1. UMGSA
    1. Travel Grant
    2. Emergency Grant
    3. Special Projects Grant
    4. Student Award
    5. Teaching Award
  2. UMSU
    1. Mobile Print
    2. HEALTH / DENTAL Benefits
      --  Opt-Out
    3. U-PASS  
      --  Opt-Out

ECE GRAD STUDENT GROUP (ECE GSA)

ENGINEERING STUDENT GROUPS

 


MANITOBA / CIC INFO / SERVICE CANADA

MANITOBA PROVINCIAL HEALTH INSURANCE
(Canadian Students ONLY)

  1. Health Card
  2. Benefits
  3. Online Enrollment

INTERNATIONAL STUDENT HEALTH INSURANCE

CIC: CITIZENSHIP & IMMIGRATION CANADA  

  1. CIC web site  
  2. VISA to Study in Canada  
  3. RE-NEW / EXTEND Study Visa 
  4. Application Processing Time 
  5. Change Program / Institution  
  6. Student Work Permit  
  7. Post-Graduate Work Permit  
  8. Letters of Invitation  
  9. FORMS & GUIDES   

SERVICE CANADA

  1. APPLY:  Social Insurance Card (SIN Card) to Work
  2. APPLY:  Universal Child Care
  3. Online Services

 


MANITOBA PROFESSIONAL ASSN.

ENGINEERS GEOSCIENTISTS MANITOBA (APEGM)
Association of Professional Engineers & Geoscientists of the Province of Manitoba

 


CONFERENCE PAPER / THESIS HELP

FGS WRITING STYLE: Papers, Thesis, etc.

APA STYLE

  1. APA Style
  2. APA Basic Style Guide
  3. APA Style Tutorial
  4. MPA STYLE

MLA STYLE

  1. MLA Style
  2. MPA STYLE

IEEE Writing Style: IEEE Papers

  1. IEEE Style
  2. IEEE Citation Reference
  3. IEEE Artical Preparation & Submission

HELP FORM OTHER UNIVERSITIES

  1. Graduate Student Writing Kit
  2. Thesis Proposal
    1. How to write a thesis proposal
    2. Successful thesis proposals
    3. Components of a thesis proposal
    4. M.Sc. Thesis Proposal
    5. Ph.D. Thesis Proposal
      1. Guideline 01
      2. Guideline 02
  3. Research Papers:
    1. Lit. Reviews
      1. Lit. Reviews
      2. Example 01
      3. Example 02
    2. Abstracts
      1. Writing an Abstract
      2. Abstract Presentations
      3. Examples
    3. Effective Outlines
    4. Citing References
      1. APA Style