Thesis Defence Process

These step-by-step instructions and flowchart on the thesis paperwork process help graduate student supervisors prepare your student’s thesis paperwork properly and ensure that your student is on track to defend their thesis.

Note: For detailed information about thesis and doctoral examinations, and to obtain versions of the forms submitted for doctoral dissertation defences, see the CoGS examination Page.

Pre-Defence Paperwork

1. Supervisor collects, signs and sends to Graduate Assistant (gradstudies.fccs@ubc.ca)
   • MFA Artwork Recommendation for Examination (completed before exhibition is installed)
     • Signed by: Supervisor, Committee, Program Coordinator
     • Graduate Assistant forwards to CoGS for student’s file
   • Notice of Master’s Thesis Oral Examination
     • Signed by: Supervisor, Graduate Student, Program Coordinator
   • Master’s Thesis Oral Examination Announcement
     • Completed by Supervisor OR send a copy of Thesis to Graduate Assistant if they will complete this form
   • Electronic Copy of Thesis for Examination (Supervisor also sends this copy to the examining committee)

Note: Above items must be sent to the Graduate Assistant at least 5 weeks before the defence date (due at CoGS at least 4 weeks before proposed defense date); MFA Artwork form sent to Graduate Assistant before exhibition is installed.

2. Supervisor completes, collects and sends to Neutral Chair
   • Final Master’s Thesis Oral Examination- Neutral Chair’s Report
   • Masters Thesis Approval and Program Completion Form
   • Master’s Thesis Oral Examination Neutral Chair Responsibilities
   • Voting Ballots
   • Final Oral Examination Committee Members Report
3. Supervisor fills out online form and submits to CoGS
   • Request for Approval of Proposed External Examiner Form 
     • For PhD, due 10 weeks prior to defence
     • For Master’s, submit only if proposed University Examiner is external to UBC; dues 6 weeks prior to defence

Post-Defence Paperwork

4. Supervisor and/or designated examiner verifies revisions (if required) are complete, and sends to Graduate Assistant (gradstudies.fccs@ubc.ca)

• Master’s Thesis Approval and Program Completion Form
  • Signed by: Supervisor, University Examiner, Committee Members, Program Coordinator, (for Ph.D. dissertations, External Examiner also signs)
  • Student sends to Graduate Program Assistant
• Thesis Dissertation Cover Sheet
  • Signed by: Graduate student

5. (Optional) Graduate student collects, signs and sends to Graduate Assistant (gradstudies.fccs@ubc.ca)

• • Request for Approval to Withhold Dissertation/Thesis from Public Domain
    • Signed by: Graduate student, Supervisor, Program Coordinator

*Note: Timeline for post-defence documents

• No revisions: submit to CoGS within 3 business days of defence
• Minor revisions: submit to CoGS within 4 weeks of defence
• Substantive revisions: submit to CoGS within 6 months of defence