What are the procedures and requirements for a thesis defence?
Defence – Process
The Candidate informs thesis supervisor he/she intends to submit their thesis. This notice is expected to be given to the supervisor two weeks in advance of the thesis submission date which is December 1 fall term, April 1 winter term and August 1 summer term.
MSc defence – committee must have 3 weeks’ notice prior to the defence and the defence copy of the thesis
PhD defence – committee must have 6 weeks’ notice prior to the defence and the defence copy of the thesis.
A thesis committee comprises of:
1. Thesis supervisor and co-supervisor (both MSC and PHD)
2. External Examiner (outside of Carleton University, (only for PhD defence)
3. Internal Examiner (Faculty member from Carleton, outside of department) (only for PhD defence)
4. Member of Department
5. Member of Joint Institute from Ottawa University
6. Chair for the defence. (for PhD Defence the chair must be outside our faculty)
In the case of joint programs, the examination board should normally include at least one additional faculty member from the appropriate unit or program at the other university. At the discretion of the academic unit, the presence of the additional faculty member from the other university releases the unit or program from the obligation of placing on the committee one member who is from a Carleton University unit or program outside that of the candidate and who has been at arm’s length from the thesis research.
Setup Roles
Graduate Administrator
1. Create thesis record
2. Generates notices and revised notices of defences
3. Authorizes Upload of thesis to student
4. Remind external to submit report one week prior to defence.
Student
1. Student informs supervisor he/she is ready to defend thesis and submits an examination copy of the thesis to the supervisor no later than December 1 (fall term), April 1 (winter term) August 1 (summer term)
2. Review all agreements and licenses through Carleton central
3. Uploads examinable thesis copy 3 weeks (MSC) or 6 weeks (PHD) prior to defence date. Delay
of uploading thesis may result in defence being cancelled.
After Defence
4. Completes corrections and submits to supervisor for approval.
5. Once corrections are approved student will receive an email to upload final copy of their thesis, along with all required forms. Student must abide by the deadline dates in the graduate calendar to be eligible for graduation.
Thesis Supervisor – Using Carleton Central
Prior to Defence
- The Thesis Supervisor forms a committee including a chair for a PhD defence, for MSc defences, a chair will be assigned from within our department.
2. Supervisor sends graduate administrator thesis title, date, time of defence and list of committee members (including their emails, university/department, and their role in the defence. Will also need to inform the administrator if the defence is in person/online/hybrid.
3. Complete Thesis Supervisors Defence Authorization Form in Carleton central (you will receive an email prompting you).
After Defence
4. Approves corrections and upload of final copy of thesis in Carleton central. (you will receive an email prompting you).
Thesis Defence Chair
1. Will welcome everyone and start the defence
2. Complete the online defence form in Carleton Central (or send relevant information to the graduate administrator)
3. Complete the department Chair -Defence Authorization Form in Carleton Central