sfu phd thesis

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Thesis assistance: Templates and resources for preparing and submitting your thesis

In order to adhere to SFU's Graduate General Regulations, your thesis, project, or extended essay(s)  must:

• conform to SFU-specific formatting standards , and
• follow SFU-specific regulations and policies .

You are required to submit a digital copy of your thesis, supplemental files, and required forms to the Library in order to fulfill in part the requirements for graduation.

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Find SFU theses and final research projects by graduate students, dating back to the 1960's.

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Theses Canada Partial full-text database Theses OPEN ACCESS

Search for Canadian theses (Masters and PhD) since 1965; includes some full-text access.

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M.Sc. and PhD Thesis Defence Procedures

Before scheduling your defence.

Before you start preparing to schedule your MSc or PhD thesis defence, please ensure that you have completed the first two program milestones.

1. Set up your Supervisory Committee

• As per  Graduate General Regulation 1.6.4,  the minimum composition for the supervisory committee consists of the supervisor (or co-supervisors) and at least one committee member chosen in consultation with the student. The committee member must be a faculty member, adjunct professor or research associate at SFU. A suitably qualified individual may be eligible to serve as an additional committee member.
• If you have not already set up your supervisory committee, please complete the Supervisory Committee form , signed by your supervisor, and submit to  [email protected].
• If you are making a change to your supervisory committee (i.e., adding a second committee member, or removing a committee member), please submit the Change of Supervisory Committee form .

2. Submit your Breadth Evaluation

• Evaluation forms are found  here .

*IMPORTANT NOTE ABOUT SUBMITTING FORMS*

Please note that the Graduate Studies office will only accept handwritten and official digital signatures. Type written fonts will not be accepted. Information on how to create a signature and sign documents in Adobe can be found  here .   For all forms, we will get the Graduate Chair signature on your behalf.

M.Sc. Thesis Defence

5 weeks before your defence.

1. Submit the following to  [email protected] . These must be completely filled and submitted together:

• Approval of Examining Committee form , including your supervisor’s signature.
• Your MSc Thesis Defence abstract  (template posted here)

2. The Graduate Program Assistant (GPA) will confirm your room booking/Zoom meeting for the defence.

3. Apply to graduate  on goSFU by the deadline listed  here during the term of your scheduled defence. If you have scheduled a defence for the following term, please do not apply to graduate until the term of your scheduled defence has officially started.

2 Weeks Before Your Defence

1. Submit your completed MSc Thesis to  [email protected] . This is a firm deadline.

IMPORTANT:  The version of your thesis you submit to the GPA will be the version that is provided to your examining committee for review. You will not be able to make additional edits after this submission. Do not send your thesis directly to the Examining Committee. Communication with your examiner is prohibited at this time .

After Your Defence

1. After your defence, a signed Results, Approval & Degree Recommendation (RAD) form will be submitted by your Supervisor to the GPA. If revisions were required, the RAD will be submitted to the GPA upon satisfactory completion of revisions.

2. Once the GPA obtains the Grad Chair signature on your RAD form, the form will be sent to you via email.

3. Submit your thesis to the library  along with the fully signed RAD form.

4. Ensure you submit your thesis to the library by the deadline listed  here .

PhD Thesis Defence

8 weeks before your defence.

1. Provide all of the following to the Graduate Program Assistant (GPA) at  [email protected] :

• CV of your External Examiner (this would be provided to you by your supervisor)
• Title of your Thesis
• Defence Date, Time, and Location (i.e., in-person or remote)
•  Name of the Chair
• Name of the Internal Examiner
• Ethics Approval Letter (only if applicable)

2. The GPA will use this information to fill out your pre-defence paperwork and submit it to your supervisor and committee member for their signatures.

3. The GPA will confirm your room booking or Zoom meeting for the defence.

4. Apply to graduate on goSFU by the deadline listed  here . If you have scheduled a defence for the following term, please do not apply to graduate until the term of your scheduled defence has officially started.

6 Weeks Before Your Defence

1. Submit the following to  [email protected] .  This is a firm deadline.

• Your completed PhD Thesis 
• Your PhD Defence abstract  (template posted here)
• Your PhD Seminar abstract  (template posted here)  **If you haven’t scheduled your seminar yet, you can submit the seminar abstract 10 days prior to the seminar date at the latest

IMPORTANT:  The version of your thesis you submit to the GPA will be the version that is provided to your examining committee for review. You will not be able to make additional edits after this submission. Do not send your thesis directly to the examining committee. Communication with your external examiner is prohibited.

3.  Submit your thesis to the library  along with the fully signed RAD form.

FREQUENTLY ASKED QUESTIONS

What is the composition of the examining committee for an M.Sc. defence?

As per Graduate General Regulation 1.9.1: 

a) the chair of the student’s graduate program committee, or designate, who shall be a non-voting chair of the examining committee.

b) all members of the student’s supervisory committee.

c) an examiner who is a member of faculty, or a person suitably qualified, who is not a member of the student's supervisory committee.

What is the composition of the examining committee for a PhD defence?

As per Graduate General Regulation 1.9.3: 

a) the chair of the graduate program committee, or designate, who shall be a non-voting chair of the examining committee.

b) all members of the student’s supervisory committee

d) an external examiner who shall be specifically qualified in the field of the thesis and not be a faculty member at the university

Who selects the examiner(s) and chair for my defence?

Please consult with your supervisor. Please note, PhD students should not have any contact with the external examiner.

Can I get an early completion refund if I defend my thesis in the first month of the term?

For information on the early completion refund and eligibility, please see the bottom of  this page . 

What is the PhD thesis seminar? Who needs to attend?

The seminar is essentially a dry run of your defence. Your Supervisory Committee are the only required attendees for your seminar. No Chair or Examiners are required. The presentation is also less formal and recommendations, as well as suggestions, can be given throughout the seminar to assist you preparing for the defence.

Where can I find thesis templates?

Please see the library website  here . 

Who can I ask if I have more questions?

Questions regarding thesis defence scheduling can be directed to the Graduate Program Assistant. Further information can also be found on the Graduate Studies website:

Here  for PhD

Here  for MSc

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Please read this page in full before submitting a request.

Mse thesis defence guide.

⌚ 15 min read 📆 Last updated: August 2024

💻 Make sure you are enrolled in your thesis course

Students need to be enrolled in their thesis course every term, including the term in which they are defending their thesis .

MSE 898 - MASc Thesis

Upon admission to the MASc program, students must enroll in this course each term until they defend their thesis.

Graded on a satisfactory/unsatisfactory basis.

Prerequisite: N/a

MSE 899 - PhD Thesis

Upon completing their Qualifying Examination, all PhD students must enroll in this course each term until they defend their thesis. 

Prerequisite:  MSE 890 - PhD Qualifying Examination (PhD students must pass their Qualifying Exam before defending their thesis.)

💻 Finish writing your thesis

The Library's Theses Office assists students with formatting their theses for submission to the Library and for publication. Students must follow the formatting rules outlined on the Library's Thesis Resources page prior to submitting their thesis to MSE.

You can find information on copyright, ethics approval, and thesis intake appointments on the Library's website.

Another good resource is Graduate Studies' website:

• Doctoral degree thesis
• Master's degree thesis

✅ Send your thesis to your supervisory committee

Once you have completed your thesis, please share it with your supervisory committee as soon as possible. Your committee members will need time to review your thesis and confirm with you that it is ready to be defended.

Examiners (internal or external to SFU) are not a part of your supervisory committee. Supervisory committee members cannot serve as examiners on examining committees as per GGR 1.9.1c .

Students are not allowed to contact their external examiners. If you are a PhD student, your thesis will be shared with your external examiner by the Graduate Studies office.

📅 Schedule your defence consulting your committee

Finding a date when all your examining committee members are available could be a difficult task. Please make sure to discuss possible dates with your committee as soon as possible. It is common for external examiners (applicable to PhD students only) to join from another time zone.

The defence should be scheduled at least 5 business days before the library deadline. This will allow you to have enough time to work on potential revisions.

Defences should be scheduled at least 5 business days before the library thesis submission deadline.

Please schedule your defence during MSE admin staff's office hours , Monday to Friday 9am-4pm (excluding Canadian statutory holidays, when the University is closed). Should you wish to defend outside of this window, your Supervisor or defence chair will be responsible for facilitating the meeting.

🎓 Apply for Graduation

Students need to apply to graduate through the goSFU in order to graduate.

When to Apply?

You can apply for graduation before defending your thesis. Please refer to the Dates + Deadlines page for the current term's deadline.

Checking the status of your application

Please refer to the Completing + Graduation page for instructions on checking the status of a previously submitted application.

Graduation application deadline for the Fall 2024 term is  

December 13, 2024

Apply for graduation, 📘 postponing thesis publication, do you need the publication of your thesis to be postponed due to ip concerns or a pending patent.

If you wish to postpone your thesis publication, you must submit a request form at least 30 days before your defence . Please follow the instructions on the Thesis Regulations + Forms page.

"A postponement will delay the inclusion of a thesis in the institutional repository and from copying for a period of 12 months from the date of examination of the thesis. Postponement requests are normally approved if made for the following reasons: if there is real and immediate risk to researchers or collaborators; patent pending or protection of intellectual property; publication pending in restrictive venue. A postponement request must be made in writing prior to the submission to the Library." GGR 1.11.3

Submitting a postponement request does NOT change your library thesis submission deadline. Students who wish to postpone their thesis publication date are still required to submit their theses by the same library deadlines as students who do not wish to postpone their publication.

📥 submit your thesis defence request.

MASc students need to submit their requests at least

before the defence date.

MASc Thesis Defense Documents

• Examining Committee Form (will be submitted by your supervisor)
• Academic Progress Report
• Thesis (final version)
• Ethics Approval Letter (if applicable) If you need to change the thesis title after the ethics approval letter has been granted, an updated letter must be requested and submitted along with the original ethics approval letter.
• Thesis publication postponement form (if applicable)

PhD students need to submit their requests at least

PhD Thesis Defense Documents

• External Examiner's CV (submitted by your senior supervisor)
• Thesis presentation slides (will be shared with your external examiner)

Please submit your thesis defence request (including the required documents) via CourSys using the link below.  Requests and/or documents submitted via email are not accepted.

CourSys: Submit Thesis Defence Request

• Once you submit your thesis defence request on CourSys, your Graduate Program Assistant will make sure that the forms are filled out correctly. Signatures typed with a handwriting style font or missing information can delay processing.
• The GPA will forward complete thesis defence requests to MSE Graduate Program Chair for approval and signature.
• The GPA will then forward the GPC-approved defence request to Graduate Studies office. Students will receive email confirmation from MSE when the thesis defence request has been forwarded to GS.

👩‍🏫 Attending Your Defence

Remote defences.

The candidate will be added to the Zoom meeting as an alternative host, so you will be able to start your own meeting. Once the defence chair joins the call, they will be made "host" of the call.

In-Person/Hybrid  Defences

The room will be available to you 1 hour prior to your defence time. Please arrive early to claim your lapel mic and do a tech check. If you experience technical difficulties, you can call the IT department using the landline phone located near the classroom door.

Doors will be closed during your defence, so late comers may not be allowed in. Late guests may be allowed to enter the Zoom room on the defence chair's discretion.

Video and audio recordings of defence proceedings are strictly prohibited according to the Graduate General Regulations.  The public portion of the examination can be recorded if permission is sought ahead of time. All members of the examining committee and the student must agree. All the participants including the audience must be aware of the recording. Please email  [email protected]   for approval.

📝 Potential Thesis Revisions

• It is common for an examining committee to ask students to revise their thesis after the defence. Please account for the time you might need to spend on revisions prior to submitting your thesis to the Library.
• Your RAD form (filled + signed) will be emailed to you by your GPA once it has been signed by your examining committee members, your supervisor and the GPC. Note that your thesis revisions need to be complete in order to receive supervisory signature.

Results, Approval, and Degree Recommendation form is required to submit your thesis to the library and have your thesis course grade entered into the system.

📚 Library Thesis Submission

Make sure to defend as early as possible in the term to meet your library thesis submission deadline and avoid postponing graduation..

Students are required to submit a digital copy of their thesis and their RAD form to the SFU Library in order to fulfill part of their graduation requirements.  Thesis submission deadlines  and more information can be found on the Library's website.

• Make sure to account for any time that you may need to spend on revising your thesis after your defence.
• Students who do not submit their thesis to the SFU Library by the regular end-of-term deadlines will receive an "IP" (in progress) grade for their MSE898/899 MASc/PhD Thesis course, and will have to enroll in their thesis course again the following term (which implies being responsible for tuition and fees for this term).
• In this following term, you may be eligible for an early completion refund  if you submit your thesis to the library by the early deadline (usually at the end of the first month of term)

Upon a successful completion, the thesis must be submitted to the library no later than the end of the subsequent term . ( GGR 1.10.2 )

📜 Credential Completion Letter

A credential completion letter is an official document confirming that a student has completed all of their degree requirements, and they are ready to graduate. It is often requested by international students for immigration* purposes. CCLs will be available via your goSFU account once the following steps have been completed:

• Thesis + RAD form have been submitted to the library by the student
• Final grade for the thesis course (MSE 898 MASc Thesis or MSE 899 PhD Thesis) has been posted by Graduate Studies
• Graduation application has been approved by Graduate Studies

The credential completion letter is only available  after your graduation application has been approved by GS and before your degree is awarded by the Senate . Once your degree is awarded, the credential completion letter will no longer be available as your Senate letter and/or degree parchment will act as proof of degree completion.

*If you have immigration related inquiries, including but not limited to the Post Graduate Work Permit, please get in touch with SFU's International Student Advisors .

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