November 2005 PROCEDURE FOR ARRANGING THESES EXAMS Regulation from School of Graduate Studies & Research: http://www.queensu.ca/sgsr/current/dc_calendarregulations.php “In preparation for the thesis examination, the candidate must submit one copy of the thesis to the School and one copy of the thesis to each member of the Thesis Examining Committee (normally five for a master’s and six for a doctoral program), in temporary bindings, not later than: Master’s: two weeks (ten working days) before the tentative examination date Doctoral: five weeks (twenty-five working days) before the tentative examination date The copy of the thesis submitted to the School must be accompanied by the form(s), Master’s/Ph.D. Oral Thesis Examination, duly completed with all details given and signed by the supervisor(s) and Head of the Department (or delegate). The submission of this form follows the same deadlines as the distribution of the thesis copies.”
Examining Committee Members: Masters: Chair Head Delegate Supervisor(s) Internal Examiner External (to Dept.) Examiner
Ph.D.: Chair Head Delegate Supervisor(s) Internal Examiner External (to Dept) External (to Queen’s)
FOR MASTER’S EXAMS: SUPERVISOR: • Arrange for the Internal and External examiners; set the date and time of the exam. • 15 working days prior to defense date – provide Graduate Program Assistant details of exam (name of examiners, date/time of exam and title of the thesis) • Sign exam form to be submitted to SGSR with the Chair’s copy of thesis. STUDENT: • 11 working days prior to defense date – provide Graduate Program Assistant 2 copies of thesis (1 for Chair; 1 for Head Delegate) • Distributes copies of thesis to other committee members
GRADUATE PROGRAM ASSISTANT: • Find Chair and Head Delegate who are available for exam and books room • Prepares exam form for signature
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10 working days prior to thesis defense – submits copy of thesis and form to SGSR; gives copy to Head Delegate
FOR Ph.D. EXAMS: SUPERVISOR: • The examining committee will be the supervisory committee (examiners for Comps exams) PLUS an External (to Queen’s) examiner. • Arrange for the External examiner; set the date and time of the exam. • 30 working days prior to defense date – provide Graduate Program Assistant details of exam (name of examiners, date/time of exam and title of the thesis) • Sign exam form to be submitted to SGSR with the Chair’s copy of thesis. STUDENT: • 26 working days prior to defense date – provide Graduate Program Assistant 3 copies of thesis (1 for Chair; 1 for Head Delegate; 1 for External (to Queen’s)) • Distributes copies of thesis to other committee members GRADUATE PROGRAM ASSISTANT: • Books room; prepares exam form for signature • 25 working days prior to thesis defense – submits copy of thesis and form to SGSR; gives copy to Head Delegate; sends copy (with letter) to External examiner. Email committee members - Confirming date, time and location of exam.