Thesis Submission Information Deadlines for Thesis Submission Deadlines

Thesis Submission Information Deadlines for Thesis Submission � Deadlines for Graduation � Guidelines � Forms � ◦ ◦ Nomination of Examiners and Thesis Submission Form Thesis Non-Exclusive License Agreements Library and Archives Canada (LAC) Form Checklist Initial e-Thesis Submission � Oral Defence Form and Committee � Doctoral Oral Defence � Final e-thesis submission �

THESIS SUBMISSION - DEADLINES Theses may be submitted at any time. However, for each of the three annual dates for conferring degrees/convocation, there are deadlines for initial submission and for deposition of the final, corrected version of thesis. Thesis Evaluation Graduation Aug 16 – Dec 15 Summer Fall February Aug 16 – Dec 15 Dec 16 – Apr 15 Fall Winter June Dec 16 – Apr 15 Apr 16 – Aug 15 Winter Summer October Initial Submission Final Submission Apr 16 – Aug 15 Additional Session Initial and Final Submission in the same term Apr 16 – Aug 15 Aug 16 – Dec 15 Dec 16 – Apr 15 Summer None October Aug 16 – Dec 15 Fall None February Dec 16 – Apr 15 None June Winter **NOTE: Should the deadline date (Aug 15, Dec 15, Apr 15) fall on a weekend or a holiday, the effective deadline date will be the next working day.

Registration Status at Time of Submission • In order to submit a thesis for examination, the student must be registered in the appropriate degree program. Registration for any given year expires on the last working day in August. • All students must be registered and pay fees for the term prior to degree granting. Students in thesis programs will maintain their current registration status (i. e. Full-time or Additional Session status) for the term in which the initial thesis is submitted. • If the initial thesis submission and final thesis submission is not submitted in the same term, students in thesis programs will be registered in Thesis Evaluation status for all subsequent terms after the term of initial thesis submission until the term of final thesis submission, according to the table on the previous slide.

Guidelines http: //www. mcgill. ca/gps/thesis/guidelines Please visit the Guideline section of the GPS Thesis web page. This is where you will find info about:

General Requirements Once a thesis is submitted it exists in the public domain unless the candidate and thesis supervisor request to temporarily withhold a thesis from circulation. The student and thesis supervisor can make a request to Graduate and Postdoctoral Studies to temporarily withhold thesis from circulation (up to one year). A thesis must be written in English or French, except for those submitted by students in language Units. Mc. Gill University requires that all theses conform to the Mc. Gill University specifications for Master’s and Doctoral theses. It is recommended that students consult recently accepted theses from the department, available at http: //digitool. library. mcgill. ca/R/B 6 GKCYG 4 E 4 GV 9 MAJGDKYFP 9 S 7 CGT 68 FJ 2 TDIXXDF NF 8 K 64 VH 1 D-01236? func=collections-result&collection_id=1507

General Requirements Master’s Theses • A thesis for the Master's degree must show familiarity with previous work in the field and must demonstrate the ability to carry out research, organize results, and defend the approach and conclusions in a scholarly manner according to disciplinary norms. • An exhaustive review of work in the particular field of study is not necessarily required. Expectation for the level of original scholarship at the Master’s level varies with the discipline. • The thesis must be written in compliance with norms for academic and scholarly expression and for publication in the public domain.

General Requirements Doctoral Theses • A thesis for the Doctoral degree must constitute original scholarship and must be a distinct contribution to knowledge. • It must show familiarity with previous work in the field and must demonstrate ability to plan and carry out research, organize results, and defend the approach and conclusions in a scholarly manner. • The research presented must meet current standards of the discipline; as well, thesis must clearly demonstrate how the research advances knowledge in the field. • Finally, thesis must be written in compliance with norms for academic and scholarly expression and for publication in the public domain.

Research Ethics Research involving human participants, animal subjects, micro-organisms, living cells, other biohazards, and/or radioactive materials must have had the appropriate compliance certification. Copies of any certificates of compliance must be retained by the supervisor and student in accordance with Mc. Gill’s policies on research ethics. Supervisors indicate on the Nomination of Examiners and Thesis Submission Form that thesis research has complied with all ethical standards. See the Ethics and Compliance webpage for further information about certification and training requirements.

Intellectual Property Any issues regarding intellectual property deriving from the research, leading up to thesis, or in the completed thesis itself should conform to Mc. Gill’s policy on intellectual property. In addition: • Students, supervisors, and any other collaborators must have written intellectual property agreements regarding thesis research. • These agreements must be consistent with the requirements of thesis examination and availability in the public domain. • Students must be aware of any limitations or approvals required for publication of the research, including the examination and publication of a thesis. Please Note: When previously published copyrighted material is presented in a thesis, the student must obtain signed permissions/waivers from the publisher(s). Permission must also be obtained from co-authors of manuscripts submitted or in preparation for inclusion in thesis; an email to that effect should suffice. The individual contributions of the student and other authors must be stated explicitly in the “Preface” to thesis.

Preparation of a Thesis A thesis can be written and organized either in the traditional monograph style or the manuscript (article) based style. It cannot be a mixture of the two. Theses must conform to the requirements of Library and Archives Canada. Please note the following Thesis Specifications and Thesis Formatting sections to ensure compliance with the requirements of Library and Archives Canada. In either monograph or manuscript format, thesis must contain methodology, results and scholarly discussion. It must also contain or conform to the following requirements:

Thesis Components Ø Title page The title of thesis The student’s name and Unit* followed by "Mc. Gill University, Montreal" The month and year thesis was submitted The following statement: "A thesis submitted to Mc. Gill University in partial fulfillment of the requirements of the degree of. . ” • The universal copyright notice “©” followed by the student’s name and the year thesis was submitted • • Ø A detailed table of contents, including an index of figures and tables Ø A list of abbreviations

Thesis Components continued Ø A brief abstract in both English and French Ø Acknowledgements • Among other acknowledgements, the student is required to declare the extent to which assistance (paid or unpaid) has been given by members of staff, fellow students, research assistants, technicians, or others in the collection of materials and data, the design and construction of apparatus, the performance of experiments, the analysis of data, and the preparation of thesis (including editorial help). • In addition, it is appropriate to recognize the supervision and advice given by thesis supervisor(s) and advisors.

Thesis Components continued Ø Contribution to original Knowledge ◦ A doctoral thesis must clearly state the elements of thesis that are considered original scholarship and distinct contributions to knowledge. ◦ The student may also include a list of other publications/contributions that are not included in thesis Ø Contribution of Authors ◦ Contributions of the student to each chapter must be explicitly stated. ◦ Contributions of any co-authors to each chapter must be explicitly stated. Ø An Introduction ◦ Clearly state the rationale and objectives of the research (can be at the end of the literature review) Ø A comprehensive review of the relevant literature ◦ The literature review must be in line with disciplinary expectations.

Thesis Components continued Ø Body of thesis • Ø A comprehensive scholarly discussion of all the findings and a final conclusion and summary • • Ø Body of thesis should encompass sections on: • Methodology • Research findings (as one or multiple results chapters) If results are separated into multiple chapters, connecting text must be included between the chapters to produce a cohesive, unitary focus that documents a single program of research In case of a manuscript-based thesis the comprehensive discussion should encompass all of the chapters of thesis and should not be a repetition of the individual chapters. Clearly state how the objectives of the research were met, limitations of the work, discuss implications of findings and how the work could be expanded. The discussion should not simply be a summary of the results. A thorough bibliography or reference list

General thesis format Length Normally, a Master’s thesis does not exceed 100 pages in length. GPS considers 150 pages to be the maximum (including title page, abstracts, table of contents, contribution of authors/preface, acknowledgements, bibliography/reference list, and appendices). A Doctoral thesis must be as succinct as is consistent with the sound scholarly exposition of the subject under investigation and disciplinary norms. There is no page limit, but unnecessarily long theses are viewed negatively since one of the norms of academic scholarship is concision. Appendices are useful to present supplementary or raw data, details of methodology (particularly for manuscript-based theses), consent forms, or other information that would detract from the presentation of the research in the main body of thesis, but would assist readers in their review. All material in appendices will be open to examination.

General thesis format continued Script and Page Format A conventional font, size 12 -point, 12 characters per inch must be used. Line spacing must be double or 1. 5. Left and right hand margins should be 1 inch. Pagination Positioning of page numbers is optional. Pages with figures or illustrations may be numbered in sequence or left unnumbered. The chosen procedure must be used consistently throughout thesis. Pagination must be carefully checked for correct sequence and completeness.

General thesis format Footnotes, references and appendices • These should conform to a scholarly style appropriate to the discipline. • Footnotes may be placed at the bottom of the page or as endnotes at the end of each chapter. • Consistency of formatting for footnotes and references is required throughout thesis. o Note: Handbooks such as the MLA or APA handbook may be consulted formatting styles. These are available at the Reference desk of the Mc. Lennan Library.

General thesis format Figures, illustrations, photographs and digital images • Figures, tables, graphs, etc. , should be positioned according to the publication conventions of the discipline. Charts, graphs, maps, and tables that are larger than the standard page should be avoided unless absolutely necessary. Overlays must be meticulously positioned in the text. • Where graphs, illustrations, photographs, etc. fill an entire page, these pages can be numbered in sequence or left unnumbered (see Pagination above). Legends or captions accompanying such full-page graphics must be presented on a separate page. • The use or adaptation of any published figure, in the introduction, or inclusion of a previously published manuscript, requires permission of the publisher. Follow the instructions on the publisher’s website and indicate in the figure legend or at start of published chapter that permission to reprint was granted by the publisher.

Manuscript-based thesis format As an alternative to the traditional format, a thesis may be presented as a collection of scholarly papers of which the student is the first author or co-first author. A manuscript-based doctoral thesis must include the text of a minimum of two manuscripts published, submitted or to be submitted for publication. Articles must be formatted according to the requirements described below. A manuscript-based Master’s thesis must include the text of one or more manuscripts Manuscripts for publication in journals are frequently very concise documents. A thesis, however, is expected to consist of more detailed, scholarly work. A manuscript-based thesis will be evaluated by the examiners as a unified, logically coherent document in the same way a traditional thesis is evaluated. Publication of manuscripts, or acceptance for publication by a peer-reviewed journal, does not guarantee that thesis will be found acceptable for the degree sought.

Manuscript-based thesis format continued A manuscript-based thesis must: • be presented with uniform font size, line spacing, and margin sizes (see general thesis format); • conform to all other requirements listed under general thesis format above; • contain additional text that will connect the manuscripts in a logical progression from one chapter to the next, producing a cohesive, unitary focus, and documenting a single program of research - the manuscripts alone do not constitute thesis; • stand as an integrated whole.

Manuscript-based thesis format For manuscript based thesis, each individual chapter/manuscript should be identical to the published/submitted version of the paper, including the reference list. The only change is with respect to the font/size which should be the same as the one used for the rest of thesis for consistency and homogeneity reasons. So each chapter represents a full manuscript and has its own reference list. Then at the end of thesis, you have a master reference list which includes all the other references cited throughout the other sections of thesis, mostly within the general introduction but also from the general discussion.

Manuscript-based thesis format In the case of multiple-authored articles, the student must be the primary author. Multiple-authored articles cannot be used in more than one thesis. In the case of students who have worked collaboratively on projects, it may be preferable for both students to write a standard format thesis, identifying individual contributions. In the case of co-first authored articles, only one student can use the article in a manuscript-based thesis and must have a written agreement from the other co-first author student(s).

Thesis Examination General Information • A Master’s thesis must be evaluated by a single examiner • A Doctoral thesis must be evaluated by two examiners - one internal and one external • Supervisors may not serve as examiners of their own Master’s or Doctoral students • For Doctoral theses, following the successful examination of the written work, there is an oral defence

Master’s Thesis Examiner For a Master's thesis, the examiner must be a scholar of established reputation and competence in the field of thesis research. The examiner may be from inside or outside the University. Units* may nominate a member from within the Unit who is not in conflict of interest (see conflict of interest checklist).

Doctoral Thesis Examiners The internal examiner is expected to be knowledgeable in the area and topic of thesis, though not necessarily to the same extent as the external examiner. The internal examiner also ensures that the written thesis meets the standards of Mc. Gill University. The internal examiner is usually a Mc. Gill faculty member (but not the supervisor) affiliated with the student's Unit*, but they may also be nominated from other Units* at Mc. Gill. The internal examiner must not be in conflict of interest according to Mc. Gill’s conflict of interest regulations. As such, a member of the student’s supervisory committee may be named as the internal examiner. The internal examiner must attend the final oral thesis defence.

Nominating Examiners In anticipation of thesis examination, the supervisor must complete the Nomination of Examiners Form. The student, supervisor(s) and the Unit must agree on the names listed for internal and external examiners. Units should have specific procedures for selection of names. An academic from the Unit, according to internal procedures, must confirm that the examiners are willing to serve prior to submission of the nomination of examiners and thesis submission form. The student submits the signed form with thesis to GPS (cc’ing the GPC). In exceptional circumstances, a student may elect to submit a thesis without the supervisor’s signature. In such a case—which is strongly discouraged—Graduate and Postdoctoral Studies should be consulted in advance of the submission and a letter of explanation from the student must accompany the form. The following documents can be referenced to help guide you through this process: • Procedure to secure an external examiner • Email template to contact an external examiner

Objectivity of the Examination Process Once thesis has been submitted, no one outside of GPS should attempt to communicate with the examiner(s) regarding thesis, nor should the examiner(s) communicate with one another or with the student or the supervisor(s) until the examination process is complete. Any contact with examiners by the supervisor, student or Unit after the nomination process constitutes a conflict of interest and the examination process will not go forward. All questions regarding the examination or defence should be addressed to the GPS Thesis Unit. Examination Procedures When thesis is sent for examination, the examiner(s) have a minimum of four (4) weeks to evaluate thesis and return thesis examination report(s). When the completed examiners 'reports have been returned to GPS, the procedures for Master’s theses and Doctoral theses are as follows: Master’s thesis: • If the examiner has passed thesis, GPS will send copies of the report to the student, supervisor(s), and the Unit. The student must make any corrections and/or minor revisions in consultation with the supervisor before final submission. • If thesis has not been passed, see Thesis Examination Failures. Doctoral thesis: • Both examiners must pass thesis before the examination can proceed to the Oral Defence. • GPS will send copies of examiners' reports to all members of the Oral Defence Committee and to the Graduate Secretary/Coordinator of the Unit*. The student is not to see the reports until after the oral defence. • The student will be given copies of all reports at the conclusion of the defence. • The student must make any corrections and/or revisions, where required, in consultation with the supervisor, or other individual designated by the Oral Defence Committee, before final submission of thesis. • If thesis has not been passed, see Thesis Examination Failures. Plagiarism In cases where plagiarism is suspected, the examiner must return thesis and report the suspected plagiarism, citing sources of the original material that was allegedly plagiarized. In cases where plagiarism in thesis is charged, thesis examination does not proceed and the case is investigated through a University disciplinary process.

Initial e-Thesis Submission Theses must be submitted as a single PDF from your official Mc. Gill email address to the following: • Masters students: mastersthesissubmission. gps@mcgill. ca • Doctoral students: doctoralthesissubmission. gps@mcgill. ca • Subject line: Initial e-thesis submission • The naming convention for the initial e-thesis file must be as follows: • • Student id #_ last name_ first name_ unit name (can be abbreviated) thesis. pdf Example 260123456_ Smith _John_ Anatomy & Cell Biology_thesis. pdf If students are having difficulty in sending the PDF please contact thesis office at thesis. gps@mcgill. ca Students should also provide a PDF copy to each Supervisor or Co-supervisor and to the Unit* (cc Joelle Denomy-Hasilo on the email to thesis office) for distribution to oral defence committee members prior to the defence. Should any examiner require a hardcopy, the examiner should contact GPS directly. Students will receive a confirmation receipt of submission.

Required Documents With Initial E-thesis Submission 1. Nomination of Examiners Form • • Doctoral Thesis Nomination of Examiners Form Master’s Thesis Nomination of Examiners Form The naming convention for the nomination form must be as follows: • ID#_last name_first name_unit name_nomform. pdf • E. g. , 260123456_Smith_John_Electrical&Computer. Eng (ECE)_nomform. pdf 2. my. Progress Student Worksheet (For Students Admitted to a Master's Thesis Program in Fall 2017 and onward) • Students admitted to their programs in Fall 2017 onward must also submit a PDF copy of their my. Progress Worksheet indicating all program requirements have been met. • You will receive a copy of your my. Progress Worksheet from your department along with the signed Nomination of Examiner's form.

Nomination of Examiners Form • • Student information Exact Thesis Title Supervisor information/Co-supervisor information (if applicable) Thesis Advisor Committee (Committee who has been following you since the beginning of your degree) Members of the comprehensive exam committee *Internal Examiner (for Doctoral Examinations only) *External Examiner Conflict of Interest Checklist for External Examiner (all answers must be NO to the questions) *These fields state that “The Unit” has established that the internal and external examiner are willing to serve. In this case, “The Unit” is the Supervisor and Student” Please ensure all necessary signatures have been obtained before submission and ensure that a copy of this form is submitted to Joelle Denomy-Hasilo The GPD will review your thesis and the forms and then return the signed Nomination of Examiners Form back to you within 1 -5 working days. Please take this time delay into account with regards to thesis submission deadlines.

Next steps (Master’s) 1. Thesis Examination The examiner has four (4) weeks to evaluate thesis and return the evaluation form to GPS. Please note that the 4 -week examination period does not commence from the date of thesis submission, but from the time the examiner receives thesis. When the completed examination reports have been returned, the procedures for Master’s theses are as follows: • • If the examiner has passed thesis, GPS will send copies of the report to the student, supervisor(s), and the Graduate Program Coordinator. The student must make any corrections and/or minor revisions in consultation with the supervisor before final thesis submission. If thesis has not been passed, the student’s transcript will indicate “Thesis Requires Revision” and the student will have the option to revise and resubmit. Any inquiries regarding the status of your thesis should be addressed to your Graduate Program Coordinator.

Next steps (Master’s) - Continued 2. Registration and Thesis Evaluation Status • All students must remain registered and pay fees up until the term of graduation. If you meet the April 15, August 15 or December 15 initial thesis submission deadline, your registration status for the following term will change to “thesis evaluation, ” which will decrease your fees (see Student Accounts fee calculator). You can verify your updated fee statement approximately one week after thesis submission deadline using the Student Account Menu (Account Summary) tab on Minerva. • Information on registration can be found at http: //www. mcgill. ca/gps/students/registration/dates. 3. Graduation and Convocation • Thesis students are NOT required to apply for graduation. • Convocation ceremonies are held twice a year (normally in November and in May/June). In February of each year, there is no Convocation ceremony. However, GPS does grant degrees in February. Students who receive their degree in February attend Spring Convocation to receive their diploma (normally held in May or June of that same year). • Additional information for students can be found on the Graduation and Convocation website. • International students interested in a Post-Graduation Work Permit should consult International Student Services for detailed instructions.

Next steps (Doctoral) 1. Thesis Examination • The examiners have four (4) weeks to evaluate thesis and return the evaluation form to GPS. Please note that the 4 -week examination period does not commence from the date of thesis submission, but from the time the examiner receives thesis. • When the completed examination reports have been returned, the procedures for Doctoral theses are as follows: • • If both examiners have passed thesis, the student may proceed to the oral defence. If thesis has not been passed, the student’s transcript will indicate “Thesis Requires Revision” and the student will have the option to revise and resubmit. Any inquiries regarding the status of your thesis should be addressed to your Graduate Program Coordinator.

Next steps (Doctoral) - continued 2. Oral defence An ‘Oral Defence Form’ will be sent to the Graduate Program Coordinator at the time thesis is sent to the examiners, indicating the earliest date when the defence may be scheduled (i. e. , two weeks after the reports are due, and usually 67 weeks after initial thesis submission). This date is tentative, requiring timely return of reports by the examiners which cannot be guaranteed. Both examiner reports must indicate a passing grade in order for the defence to proceed. GPS requires a minimum of four weeks’ notice for the defence. If the four weeks’ notice requirement is not respected, the oral defence may have to be rescheduled. The student should contact the Graduate Program Coordinator of his/her department regarding the scheduling of the defence. Please take note of the following: • • • Both the internal and external examiners must pass thesis before it can proceed to the oral defence. GPS will send copies of the examiners' reports to all members of the Oral Defence Committee and to the Graduate Program Coordinator one week prior to the defence date. The student does not see the reports until after the oral defence. The student will be given copies of the examiner reports and all available annotated copies of thesis (if applicable) at the conclusion of the defence. The student must make any corrections and/or revisions (where required) in consultation with the supervisor, or another individual designated by the Oral Defence Committee, before final submission of thesis on Minerva. Information about oral defence outcomes (and the associated timelines for corrections to thesis) is available here.

Next steps (Doctoral) - continued 3. Registration and Thesis Evaluation Status All students must remain registered and pay fees up until the term of graduation. If you meet the April 15, August 15 or December 15 initial thesis submission deadline, your registration status for the following term will change to “thesis evaluation, ” which will decrease your fees (see Student Accounts fee calculator). You can verify your updated fee statement approximately one week after thesis submission deadline using the Student Account Menu (Account Summary) tab on Minerva. Information on registration can be found at http: //www. mcgill. ca/gps/students/registration/dates. 4. Graduation and Convocation Doctoral students are NOT required to apply for graduation. Convocation ceremonies are held twice a year (normally in November and in May/June). In February of each year, there is no Convocation ceremony. However, GPS does grant degrees in February. Students who receive their degree in February attend Spring Convocation to receive their diploma (normally held in May or June of that same year). Additional information for students can be found on the Graduation and Convocation website. International students interested in a Post-Graduation Work Permit should consult International Student Services for detailed instructions.

Setting up the Oral Defence When the Doctoral student initially submits thesis to Graduate and Postdoctoral Studies, an Oral Defence form is sent to the Unit* in order to set up the oral defence committee, and to notify the Thesis Unit as to its membership and date of the oral defence. The Unit should arrange the defence and return the completed form, electronically, to GPS with a minimum four (4) weeks notice prior to the defence date. The Unit is responsible for confirming the defence date and providing PDF copies of thesis to every oral defence committee members. Should an oral defence committee member require a thesis hardcopy, the Unit should request one from the student. The Unit should refer to the following guidelines when inviting external examiners to the oral defence. GPS will secure a Pro-Dean who will chair the oral defence as a representative of the Dean of Graduate and Postdoctoral Studies. GPS will inform the Unit and provide the Pro-Dean with a PDF copy of thesis, and the examiners’ reports. Exceptional requests to normal procedures (e. g. videoconferencing) should be referred to the Thesis Unit as soon as possible and prior to making arrangements. If a member of the oral defence committee must attend via videoconference (with the arrangements and cost to be borne by the Unit), approval must be sought as soon as possible - and prior to making arrangements. GPS may not permit the use of Skype because of issues with stability and quality of sound/image.

Oral Defence Form and Committee About a week after your initial thesis email, the GPC will receive your Oral Defence Form from the Thesis Office. On this form, a tentative date will be given as to when we can start scheduling the defence. You will then receive an email from the GPC that looks similar to this:

What’s the difference between the Internal/External “Examiners” vs. the Internal/External “Members”? ? What is she talking about? ? I already gave her those names!! I’m confused!!!

What’s the difference between the Internal/External “Examiners” vs. the Internal/External “Members”? ? Internal and External Examiners: • These people were chosen as examiners on your Nomination of Examiners form. They will read and submit a written evaluation to thesis office which will then be forwarded to the Oral Defence Committee when they are complete. The student will not see these reports until after the defence. The Internal Examiner will be present for the defence but not the External Examiner. Internal and External Members: • These people will read your thesis, be present at thesis defence, but will not have a written evaluation to complete. They are nominated to complete your Oral Defence Committee.

Oral Defence Committee Members of the Doctoral defence committee must hold a doctorate or equivalent. The Pro-Dean is appointed by Graduate and Postdoctoral Studies and serves as the chair of the committee, but is not a voting member. The committee is designed to ensure a majority of members have not been closely involved with thesis. The oral defence committee normally consists of five voting members. However, if three members are closely involved with thesis, a seven-member committee will be required (see definitions below): 5 Member committee: • • • Academic Unit Representative (Chair or delegate) Supervisor Internal Examiner Internal Member (or Co-supervisor as appropriate) External Member 7 Member Committee: • • Academic Unit Representative (Chair or delegate) Supervisor Internal Examiner Internal Member (or Co-supervisor as appropriate) External Member Closely involved with thesis If a member of the oral defence committee served on a student’s advisory committee or had any meaningful input into the body of work represented in thesis, the member is considered closely involved with thesis. Not closely involved with thesis If a member of the oral defence committee did not serve on a student’s advisory committee nor had any meaningful input into the body of work represented in thesis, the member is considered not closely involved with thesis

Doctoral Oral Defence Procedure The oral defence proceeds in three parts: 1. without the student, ensuring that • The Committee is complete • The Defence will follow the Unit’s normal procedures for the order of questions, time allotted for each question and for subsequent rounds, and for the reading of the external examiner’s questions 2. The Pro-Dean chairs the “Public Session” (frequently held in another room) • Attendance by the public is under the control of the Pro-Dean, who must ensure good order throughout the examination • The Pro-Dean introduces the student • The student provides a 20 -minute summary of his/her thesis • The Committee asks questions as determined in the private session (usually 60 -90 minutes) • The Pro-Dean invites questions from the audience, taking Unit practice into account 3. The Oral Defence Committee meets privately (as briefly as possible) and without the student to evaluate thesis and defence. Normally, a consensus is reached; however, the Pro-Dean may call for a formal vote.

Final Thesis Submission Graduate and Postdoctoral Studies will inform the supervisor by email that thesis has been submitted and will provide instructions for how to approve the electronically submitted thesis or to indicate to the student that further amendment is required. It is the supervisor’s responsibility to ensure that the corrections to thesis have been made and that the submitted thesis conforms to requirements. Final e-Thesis submission is required for the final, corrected copy of thesis to GPS. Please note: You can submit your final e-thesis at anytime, but a final e-thesis will NOT be considered submitted to GPS until it has been approved online by the supervisor(s). Students are strongly encouraged to upload their final e-theses for online supervisor approval well in advance of the Deadline for Submission of Final Copies; otherwise the final e-thesis may be approved too late for the intended date of graduation.

Required forms with Final e-Thesis submission The following two (2) forms must be signed, scanned, and submitted to with your final e-Thesis submission: 1) Thesis Non-Exclusive License Agreements Mc. Gill and Library and Archives Canada's (LAC) considers graduate theses important sources of original research, and make theses available in electronic form. As a thesis student you hold the copyright of your thesis. With your initial e-thesis submission, you are required to sign two non-exclusive licenses, one with Mc. Gill and the other with Library and Archives Canada. The Mc. Gill license permits Mc. Gill University to make your thesis available to interested persons in electronic form through Mc. Gill’s repository e. Scholarship@Mc. Gill. The license with Library and Archives Canada permits your thesis to be visible and accessible by creating bibliographic records available through the Theses Canada Portal. For more information, please consult the Library and Archives Canada website. Complete only ONE of these forms (either the English or French version) sign, and include with your final e-thesis submission: • • Mc. Gill Non-Exclusive License MNL (English) (fillable PDF form) Mc. Gill licence Non Exclusive des Thèse MLN (French) (fillable PDF form) 2. Library and Archives Canada (LAC) Form Complete only ONE of these forms (either the English or French version) sign, and include with your final e-thesis submission : • • Library and Archives Canada Theses Non-Exclusive License (English) (fillable PDF form) Bibliothèque et Archives Canada licence Non Exclusive des Thèses (French) (fillable PDF form) Please note that these forms are fillable, but must be signed before submission Mc. Gill_Non-Exclusive_License (MNL) Form Student id#_ last name_ first name_ unit name_ MNL. pdf Example 260123456_Smith_John_Anatomy & Cell Biology_MNL. pdf Library and Archives Canada (LAC) Form Student id#_ last name_ first name_ unit name_ LAC. pdf Example 260123456_Smith_John_Anatomy & Cell Biology_LAC. pdf

e-Thesis For Students https: //www. mcgill. ca/gps/thesis/final-thesis-submission/students On this page, you will find: • • • e-Thesis submission regulations & instructions Name & Title changes e-Thesis archive Complete step-by-step instructions Troubleshooting • When your supervisor(s) approves the e-thesis, an automatic e-mail will be sent to you. Once all supervisors have approved the e-thesis, GPS will review it and either approve or reject it. • If GPS rejects your e-thesis, you will receive an e-mail from GPS stating which changes need to be made. • If you would like, you can track the progress in Thesis Status by logging back into the e-Thesis Submission form on Minerva and viewing supervisor decisions. Once your thesis has been approved by GPS, however, you will no longer have access to the form.

All the links you’ll need! GPS Thesis: Main thesis webpage Guidelines: General requirements, Prep of a thesis, Initial e-thesis submission, Thesis examination, Doctoral defense, Final thesis submission Requirements: MSc Theses, Doctoral Theses, Research Ethics, Intellectual Property Preparation: Thesis Components, Length, Appendices, Thesis Format, Manuscript-Based Thesis Initial Thesis Submission: Initial Thesis Submission Deadlines, Initial e-Thesis Process, Forms for initial submission Initial Thesis Checklist Examination: General info, Thesis Examiners, Nominating examiners, Conflict of interest, Evaluation Oral Defence: Doctoral Oral Defense Committee, Doctoral defense procedure, postponement Final Thesis Submission Thesis Deadlines E-Thesis Student Instructions: