Scheduling the Final Oral Defence

When to Schedule

Friday, December 14 will be the last day for Oral Defences in 2018. Defences will resume on Monday, January 14, 2019.

The Final Oral Defence cannot be scheduled until after the dissertation has been transmitted to the External Examiner.

Once the Candidate's dissertation has been sent to the External Examiner, a due date for the external report is set. The Candidate and Research Supervisor will be notified by Graduate and Postdoctoral Studies of this report due date and the earliest possible date for the Oral Defence.

Candidates must plan for at least 6-7 weeks between the submission of the dissertation for external examination and the Oral Defence. This may seem like a long delay, but it is a safe estimate of the time it takes to ensure a thorough review of the dissertation (by the External Examiner as well as the University Examiners) and any administrative hurdles that might impede the process, especially during peak periods.

Note: While Candidates and their Committees are permitted to schedule the Oral Defence before the External Examiner's report has been submitted, they should be aware that the Defence cannot proceed without a positive report from the External Examiner. A negative external report will almost certainly make it impossible to proceed with a scheduled Defence. Graduate and Postdoctoral Studies also reserves the right to postpone the Final Oral Defence if the External Examiner's report is not received three business days before the examination date. Please see External Examiner's Report for more information about this report.

The Oral Defence must be scheduled through Graduate and Postdoctoral Studies at least 4 weeks in advance.

Oral Defences are not normally held between mid-December and mid-January. We appreciate that circumstances sometimes necessitate holding Defences during this period and will consider examination booking requests in cases where a Candidate's Research Supervisor is able to find a suitable and willing Examination Chair. Please contact the Doctoral Exams team at least four weeks in advance to discuss an exam booking during the blackout period.

The month of August has traditionally been an oral defence blackout period as well. To enable us to better accommodate the increasing demand for summer doctoral examinations, we will be accepting August oral defence booking requests in 2018. Please be aware that coordinating the schedules of the examiners required for a doctoral examination can prove especially challenging in the summer months. We strongly advise that students aiming for summer defences discuss this possibility with their supervisory committee members well in advance. Candidates counting on an August oral defence who fail to make the appropriate arrangements with their committee members well in advance may find themselves unable to meet their desired deadline for program completion.

Remote Attendance

Normally, only those individuals physically present in the examination room can be counted for quorum. It may be permissible for the External Examiner or a third member of the Supervisory Committee to attend the defence remotely. If an Examination Committee member is planning to attend the Oral Defence remotely, please see the section on Remote Attendance on the Final Oral Defence page.

Who Schedules

The Candidate and/or Research Supervisor is responsible for arranging a mutually convenient time with the members of the Examination Committee (2 University Examiners + 2-3 members of the Supervisory Committee including the Research Supervisor), and for booking the exam with Graduate and Postdoctoral Studies. 

Exams normally begin at 9:00am, 12:30pm, and 4:00pm Monday through Friday (excluding statutory holidays) and last for a period of 2.5 - 3 hours. 

It is the responsibility of the Candidate and Research Supervisor to ensure the submission of the Approval of University Examiners for Doctoral Dissertation form at least four weeks prior to the Oral Defence.

Location of the Final Oral Defence

Final Oral Defences may be held in any suitable room on the UBC Vancouver campus. Defences may also be held at one the of the hospital sites or a UBC-associated research centre, but this must be discussed with the proposed examiners prior to booking. Requirements for off-site bookings are outlined in the Doctoral Defences Off-Site Responsibilities summary.

Regardless of the location, all Oral Defence bookings must be finalized by G+PS a minimum of four weeks before the proposed defence date.

Fall 2018

Building construction in the Graduate Student Centre continues to affect the suitability of the G+PS doctoral examination rooms. Unfortunately, construction interruptions are unpredictable, and we cannot guarantee that there will not be significant noise interruptions during the day.

Candidates are encouraged to discuss alternate room arrangements with their supervisors and graduate program offices. The Upcoming Exams list will show you the current exam locations if you are looking for a suitable room on campus.

Room 200 and Room 203 can be made available in an emergency, with the understanding that there may be construction noise at any time.

Winter 2019

Regular exam bookings in Room 200 and Room 203 in the Graduate Student Centre will recommence after the January blackout period. If you are planning a defence after January 14, 2019, you may book one of these rooms.

How to Schedule

Oral Defence booking requests must be submitted to the Doctoral Exams team using the Oral Defence Booking Request form at least 4 weeks prior to the proposed exam date.

Once an Oral Defence booking has been finalized by Graduate and Postdoctoral Studies, the Candidate, Research Supervisor and Graduate Program will receive a confirmation email. At this point the exam booking is considered final. The Research Supervisor is responsible for ensuring all Examining Committee members (except the Chair) are aware of the date, time and location of the Oral Defence.

Inviting the External Examiner

The External Examiner's participation in a Candidate's Final Oral Defence offers the opportunity for a valuable dialogue about the dissertation and the research it presents. Therefore, the participation of the External Examiner in the Final Oral Defence is encouraged, but it is not required.

Inviting the External Examiner to attend the Final Oral Defence is at the discretion of the Research Supervisor; Graduate and Postdoctoral Studies never extends such an invitation. Research Supervisors wishing to invite the External Examiner to participate in the Oral Defence are required to abide by the guidelines communicated to them by G+PS at the time the invitation to serve as External Examiner is sent and to copy the Doctoral Examinations team on all communication with the External Examiner.

Graduate and Postdoctoral Studies recognizes that the cost to UBC academic units associated with the travel of External Examiners to the defence has been prohibitive in all but a small number of cases each year. The Doctoral External Examiner Transport Fund provides assistance with those costs with the hope of making this a more viable option for additional units. This initiative has the support of the Provost. For additional information please see the Guidelines and Procedures of the Doctoral External Transport Fund.

The Candidate’s graduate program is responsible for making any necessary travel arrangements, reimbursing the visiting External Examiner according to mutually-understood expectations, and requesting partial compensation for eligible expenses from the External Examiner Transport Fund. Research Supervisors should carefully review the details cited above and discuss this with the Candidate’s graduate program or academic unit before extending an invitation.

In addition to hosting the External Examiner, academic units are encouraged to make the most of this opportunity by inviting the Examiner to present a seminar, lecture or other academic event during his or her visit that will benefit other students.  

Having the External Examiner participate in the Oral Defence by telephone or videoconferencing may be a viable alternative in cases where funding or timing do not allow for in-person attendance. 

Distributing the Dissertation

It is the responsibility of the Research Supervisor to ensure the University Examiners and members of the Supervisory Committee receive a copy of the dissertation, which is identical to the copy submitted for the External Examiner, at least 4 weeks before the Oral Defence.

Award Funding

Please note that award funding is prorated to (i) the end of the month when the final copy of the dissertation is submitted to the Faculty of Graduate and Postdoctoral Studies or (ii) the end of the month, one month after the oral defense - whichever comes first. The exception is CIHR-funded awards, which are prorated to (i) the date the final copy of the dissertation is submitted to the Faculty of Graduate and Postdoctoral Studies or (ii) one month after the oral defense - whichever comes first. To avoid award overpayments, please advise Graduate Awards of your completion date as soon as possible. Please note that students who submit the final copy of their dissertation partway through a term may be required to repay a portion of the award funding paid to them at the beginning of the term (e.g., if a student receives a $7,000 award payment in September and submits the final copy of her/his dissertation in November, she or he may be required to repay $1,750 - the December portion of the award).

Doctoral Oral Defences are Public Events

Doctoral Final Oral Examinations are open to all members of the University and to the public. Once an examination has been booked by Graduate and Postdoctoral Studies, the following details will be made available on the Graduate and Postdoctoral Studies webpage: Candidate's full name, home department, degree program, dissertation title, and the date, time and location of the exam. Students with compelling safety-related concerns about this public announcement can request an exemption from the Dean of Graduate and Postdoctoral Studies. Requests for exemption should be submitted to the Doctoral Exams Coordinator.

 

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