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--- grads:phd_cs_student_handbook [2023/10/26 15:55] – [B. TurnItIn] jhughe13
+++ grads:phd_cs_student_handbook [2024/09/23 13:46] (current) – [A. Advisory Committee Approval & Examination (Defence) Request] jhughe13
@@ Line 94: / Line 94: @@
 //The QE should be completed by the end of the student's fifth registered semester.//
-The QE can only be held after the student has successfully completed the first seminar and required coursework (breadth requirement). Arrangement for the QE should be made at least 4 weeks prior to the anticipated date of the QE oral presentation.
+The QE can only be held after the student has successfully completed the first seminar and required coursework (breadth requirement). **Arrangement for the QE should be made at least 4 weeks prior to the anticipated date of the QE oral presentation.***
+*//If the student starts the QE process but does not submit all the milestones and has no documentation for the delay, it will result in an automatic failed attempt//
 **Please refer to the [[https://calendar.uoguelph.ca/graduate-calendar/degree-regulations/doctor-philosophy/| Qualifying Examination Regulations]] in the PhD Graduate Calendar for further details.**
@@ Line 101: / Line 103: @@
 ==== Qualifying Exam (QE) – Oral Component ====
-A {{ :grads:qe_request.pdf | Request for Qualifying Exam form}} AND written QE Research Proposal must be submitted **at least 4 weeks prior to the date of the anticipated oral presentation.** The QE Request Form should include a recommendation from the Advisory Committee that the student's potential as a researcher and research performance to date are satisfactory. The QE Committee must receive the final Research Proposal for review at least two weeks prior to the QE.
+A {{ :grads:request_for_qualifying_exam_-_updated_dec_2023.pdf |Request for Qualifying Exam form}} AND written QE Research Proposal must be submitted **at least 4 weeks prior to the date of the anticipated oral presentation.** The QE Request Form should include a recommendation from the Advisory Committee that the student's potential as a researcher and research performance to date are satisfactory. The QE Committee must receive the final Research Proposal for review at least two weeks prior to the QE.
-  * The QE Research Proposal must contain the following items:
-  - A survey of appropriate background literature.
-  - A description of the proposed research.
-  - A statement describing the merits and scholarly value of the proposed research.
-  - A schedule of the research program that the candidate will follow which includes a sequence of milestones and objectives.
-  - It is encouraged that thought be given to risks associated with the Proposal, and considerations of backup plans and fallback positions be included to protect against worst-case scenarios.
-  - The Proposal should have a maximum of 50 pages, excluding references and appendices. It should be formatted with 12 point font, 1.5 spacing, and 1 inch margins on all sides.
-  * Questions during the Oral Component will be based upon the Research Proposal. They are designed to test the candidate's general knowledge of their broader research area and to test their specific knowledge related to the Proposal.
-  * The Oral Component consists of a 30 minutes oral presentation by the candidate followed by questions (maximum 90 minutes) from the Exam Committee (total 120 minutes long).
-  * The oral presentation is announced publicly and is open to public attendees (followed by a short question period from the audience). The question and answer period is open to the public (for observation), with questions from ONLY the Examination Committee (2 rounds of questions with a short break in between, if needed). The deliberation period is closed.
+Please review the {{ :grads:socs_qe_proposal_template_ms_word_.docx | SoCS QE Research Proposal Template (MS Word)}} for guidelines on how to format your QE Research Proposal. The QE Research Proposal must contain the following items:
+  * A survey of appropriate background literature.
+  * A description of the proposed research.
+  * A statement describing the merits and scholarly value of the proposed research.
+  * A schedule of the research program that the candidate will follow which includes a sequence of milestones and objectives.
+  * It is encouraged that thought be given to risks associated with the Proposal, and considerations of backup plans and fallback positions be included to protect against worst-case scenarios.
+  * The Proposal should have a maximum of 50 pages, excluding references and appendices. It should be formatted with 12 point font, 1.5 spacing, and 1 inch margins on all sides.
+  * Questions during the Oral Component will be based upon the Research Proposal. They are designed to test the candidate's general knowledge of their broader research area and to test their specific knowledge related to the Proposal.
+Procedure for the Oral Component:
+  * 30 minutes (maximum): Oral presentation by the candidate (OPEN to public)
+  * 10 minutes: Questions from audience
+  * 5 min short break (if needed)
+  * 90 minutes (maximum): Questions from the Exam Committee (open to the public for observation, with questions from ONLY the Examination Committee) - 2 rounds of questions, with a break in between (if needed)
+  * Deliberation period: Closed to Exam Committee members only (candidate and public audience will be asked to leave)
+  * Candidate will be invited back to hear the outcome
   * For detailed information on Qualifying Examination Committees, please refer to {{ :grads:phd_graduate_committees_.pdf |PhD Graduate Committees}}
-  * {{ :grads:qe_request.pdf | Qualifying Exam Request form}}
+  * {{ :grads:request_for_qualifying_exam_-_updated_dec_2023.pdf | Request for Qualifying Exam form}}
-  * Please review {{ :grads:qe_guidelines_for_oral_presentation.pdf | Qualifying Examination Guidelines for Oral Component}} for timing details for the QE
+  * {{ :grads:socs_qe_proposal_template_ms_word_.docx | SoCS QE Research Proposal Template (MS Word)}}
+  * Please refer to {{ :grads:qe_guidelines_for_oral_component.pdf | Qualifying Examination Guidelines for Oral Component}} for timing details for the QE
 ----
@@ Line 147: / Line 152: @@
 **To initiate the PhD Examination Scheduling Process, the GPA will require the following:**
-  *   [[https://www.uoguelph.ca/graduatestudies/sites/uoguelph.ca.graduatestudies/files/exam_request%20a.pdf | Examination Request Form]]
+  *  [[https://www.uoguelph.ca/graduatestudies/sites/uoguelph.ca.graduatestudies/files/exam_request%20a.pdf | Examination Request Form]]
-  *   {{ :facultystaff:forms:grad_faculty_nomination_form_-_f23.pdf | Graduate Faculty Nomination [Exam Committee]}}
+  *  {{ :grads:grad_faculty_nomination_form_-_f24.pdf | Graduate Faculty Nomination [Exam Committee]}}
   * {{ :facultystaff:forms:external_examiner_nomination_updated_2023_.pdf |PhD External Examiner Nomination}}
@@ Line 171: / Line 176: @@
 The GPA will work with the Graduate Progress Committee to establish and approved the Examination Committee. Once the Examination Committee is formed, the examination will be officially scheduled.
-The candidate must have the final version of their thesis submitted directly to the GPA via email (this will be the version of the thesis shared with the Examination Committee). **The Examination Committee requires at least 4 weeks to review the thesis prior to the scheduled oral defence**
+The candidate must have the final version of their thesis submitted directly to the GPA via email (this will be the version of the thesis shared with the Examination Committee). **The Examination Committee requires at least 4 weeks to review the thesis prior to the scheduled oral defence**.
 == External Examiner Nomination ==
-The student's advisor(s) is responsible for submitting the External Examiner nominations to the Graduate Program Assistant (GPA). The External Examiner Nomination should include the names of //at least three// nominated external Graduate Faculty:
+The candidate's Advisor(s) is primarily responsible for allocating the External Examiner nominees. The {{ :grads:external_examiner_nomination_updated_2023_.pdf | External Examiner Nomination}} should include:
-each of which have been contacted by the Advisor and have confirmed availability for the tentative defence date(s). The Graduate Progress Committee will review and approve the External Examiner selection from the nominations provided by the Advisor.
+  * The names of 3 candidates for the external examiner
+  * The nominations for the external examiner must be submitted at least 8 weeks in advance of the defence. (If nomination form is received less than 8 weeks from the desired defence date, the availability of all potential nominees MUST be confirmed prior to submission of nomination form - this is considered a "rush" situation".)
+  * For each nominee, please provide as much information possible to assist the committee with the review process.
+  * The student's abstract (or final thesis) must be attached and submitted with this form.
+The Graduate Progress Committee will review, rank, and approve the External Examiner selection from the nominations provided by the Advisor(s).
 Responsibilities of the External Examiner include:
@@ Line 184: / Line 194: @@
 **For detailed information on Examination Committees, please refer to {{ :grads:phd_graduate_committees_.pdf |PhD Graduate Committees}}**
+**{{ :grads:external_examiner_nomination_updated_2023_.pdf | External Examiner Nomination form}}**
 SoCS follows the [[https://calendar.uoguelph.ca/graduate-calendar/degree-regulations/doctor-philosophy/ |Office of Graduate and Postdoctoral Studies thesis guidelines]] for PhD Defences.
@@ Line 193: / Line 205: @@
 ==== E. Notification of Defence ====
-Notice of the defence will be sent by the Graduate Program Assistant to the SoCS Faculty & current Graduate Students, posted on the SoCS web site, the News & Announcement section of the SoCS website homepage and advertised on the graduate bulletin board.
+Notice of the defence will be sent by the GPA (at least one week prior) to the SoCS Faculty & Graduate Students email listserv and advertised on the News & Announcement section of the [[https://www.uoguelph.ca/computing | SoCS website.]]
 ==== F.  Thesis Completion ====