SECTION B THESIS

19. Thesis Project Proposal due dates

Students must complete a Thesis Proposal and submit it to the relevant Graduate Program Office along with the Thesis Proposal form. The thesis Proposal form is due as follows: 

Thesis/Project proposal due dates for full-time students 

Program(s)	Term of start in program	Thesis Proposal due date
Master of Arts  Initial Thesis Proposal due within (5) months	Summer (May) Fall (September)  Spring (January)	September 30 of first year January 31 of first year May 31 of first year
Master of Arts  Full Thesis Proposal due at the start of fourth academic term	Summer (May) Fall (September)  Spring (January)	May 31 of second year  September 30 of second year  January 31 of second year
Master of Counselling  Master of Education	Summer (May)	Due is established on consultation with the Supervisory Committee
Master of Fine Arts  Master of Music	Fall (September)	June 30 of first year
Master of Nursing (Thesis route)	Fall (September)	December 31 of the second year
Master of Nursing (Project route)	Fall (September)	April 30 of the second year
Master of Science	Summer (May)  Fall (September)  Spring (January)	December 31 of first year  April 30 of first year August 31 of first year
Master of Science (Management)	Fall (September)	After Management 5300
Doctor of Philosophy	Summer (May)  Fall (September)  Spring (January)	April 30 of first year August 31 of first year  December 31 of first year
Doctor of Philosophy (Education)	Summer (May)  Fall (September)	Within two (2) years  The Comprehensive Examination should be successfully completed prior to the Thesis Proposal Defence.  See requirements, below.

Thesis/Project proposal due dates for part-time students

Program(s)	Term of start in program	Thesis Proposal due date
Master of Arts  Initial Thesis Proposal due within 10 months	Summer (May)  Fall (September)  Spring (January)	February 28 of first year  June 30 of first year  October 31 of first year
Master of Arts  Full Thesis Proposal due at the start of seventh academic term	Summer (May)  Fall (September)  Spring (January)	May 31 of third year  September 31 of third year  January 31 of third year
Master of Counselling  Master of Education	Summer (May)	Due date is established in consultation with the Supervisory Committee
Master of Nursing (Thesis route)	Fall (September)	April 30 of third year
Master of Nursing (Project route)	Fall (September)	December 31 of second year
Master of Science	Summer (May)  Fall (September)  Spring( January)	August 31 of second year December 31 of second year  April 30 of second year

 

20. Thesis/Project Proposal requirements

Thesis/Project Proposal requirements 

Program(s)	Requirements
Master of Arts  Initial Thesis Proposal	Several pages including the topic to be studied and an initial bibliography. Submitted to the relevant Graduate Program Office.
Master of Arts  Full Thesis Proposal	At least 20 pages (6000 words). The full Thesis Proposal can then serve as the initial chapter(s) of the Thesis. This full Thesis Proposal will contain a theoretical statement, the complete methodology, a literature review, and the place of the thesis within it, a full bibliography, and a chapter-by-chapter outline of the entire Thesis. The members of the student’s Supervisory Committee will determine the appropriate timing of defending the full Thesis Proposal in front of and approved by all Supervisory Committee members. Submitted to the relevant Graduate Program Office.
Master of Counselling Master of Education (Project route)	See Master of Counselling and Master of Education Project Route. The student discusses the Project topic with his or her Project supervisor and, in conjunction with the Project supervisor, prepares a written Project proposal outlining the components of the Project and the expected contribution, or product, to the field of education or counselling. Submitted to the relevant Graduate Program Office.
Master of Education (Thesis route)	The student discusses the Thesis topic with his or her Thesis supervisor and, in conjunction with the Thesis supervisor, prepares a written Thesis proposal outlining the components of the Thesis.  The proposal should include:  The rationale for the study;  A literature review;  A working hypothesis or research questions;  Research methodology, design, and procedures;  An examination of the feasibility of conducting the proposed research;  A reasonable number of properly formatted, peer-reviewed references; and A detailed realistic overall timeline and milestone (e.g. Gantt chart)
Master of Fine Arts  Master of Music	Outlines the research and creative project that will constitute the Thesis. Thesis Proposal guidelines are available through each Departmental Graduate Education Coordinator. Submitted to the relevant Graduate Program Office.
Master of Nursing (Thesis route)	See Master of Nursing Thesis Route
Master of Nursing (Project Route)	See Master of Nursing Project Route
Master of Science	Approximately 5 double spaced pages in length (including figures and references). Has an introduction, methods and anticipated results, significance of the research, a timeline, and working bibliography/reference list. Submitted to the relevant Graduate Program Office.
Master of Science Management	See Master of Science (Management): Thesis Proposal
Doctor of Philosophy (Excluding Education)	The student must complete a Thesis Proposal, successfully defend it, and submit the document to the School of Graduate Studies (see Graduate Studies Calendar and Course Catalogue for timelines). The proposal will be a minimum of 4,000 words (excluding references) and should include:  A literature review;  A working hypothesis;  Methodology and experimental design;  Where possible, preliminary data to assess the feasibility of the proposed research;  A reasonable number of properly formatted, peer-reviewed references; and  A Gantt chart with overall timeline and milestones.  The proposal is to be completed in conjunction with the supervisor. Normally the Thesis Proposal will be approved by the supervisor before the student presents and defends the Thesis Proposal to the members of the Supervisory Committee. A student may choose to start with a short presentation summarizing his or her proposal. The Supervisory Committee will assess the feasibility, literature survey, and methodology, and will identify any shortcomings with regards to the proposed research, including experimental design or timeline. The supervisor may be present at the defence, but in the roll of an observer. During the adjudication following the defence, the supervisor can provide feedback to the committee.  The outcomes of the Thesis Proposal are either: Satisfactory or Revise. Following the Thesis Proposal Defence, the Supervisory Committee will submit the Doctoral Post-Admission Thesis Proposal form (www.ulethbridge.ca/graduate-studies/forms) with an attached report to the supervisor, and the School of Graduate Studies. The student and supervisor will address any problems with the Thesis Proposal and the student will send a revised Thesis Proposal to the Supervisory Committee, and the School of Graduate Studies outlining the revisions. The proposal must be completed to the satisfaction of the Supervisory Committee. Submitted to the relevant Graduate Program Office.
Doctor of Philosophy (Education)	About the Thesis Proposal  The student must complete a Thesis Proposal, successfully defend it, and submit the document to the relevant Graduate Program Office within two (2) years after the student registers in his or her first academic term.  The proposal will be a minimum of 4,000 words, excluding references) and should include:  A literature review;  A working hypothesis or research questions;  Research methodology, design, and procedures;  An examination of the feasibility of conducting the proposed research;  A reasonable number of properly formatted, peer-reviewed references; and  A detailed realistic overall timeline and milestones (e.g., a Gantt chart).  Development of the Thesis Proposal  The student will develop the Thesis Proposal in conjunction with the supervisor. Course content may help refine the Thesis Proposal. Beyond the parameters of the progress and standing meetings, from time-to-time the student and supervisor will meet with and seek feedback from the members of the Supervisory Committee.  Development of the Thesis Proposal will involve:  Completion of an initial draft of the Thesis Proposal  Provision of a written review and critique which will guide further development of the Thesis Proposal by the Supervisory Committee  Preparation of a final draft of the Thesis Proposal  A recommendation that the Thesis Proposal proceed to Thesis Proposal Defence by the Supervisory Committee  About the Thesis Proposal Defence  The purpose of the Thesis Proposal Defence is to provide the student and the Supervisory Committee with an opportunity to examine work completed to date and to receive input, suggestions, and questions from a wider community of scholars before finalizing the Thesis Proposal.  The Thesis Proposal Defence is a discussion for clarifying methodology, terminology, the research questions, and so on. The supervisor chairs the Thesis Proposal Defence.  Scheduling the Thesis Proposal Defence  At least two (2) weeks prior to the scheduled Thesis Proposal Defence the supervisor notifies the relevant Graduate Program Office of the time, date, and location of the presentation. Normally, all Supervisory Committee members will be present at the colloquium.  The relevant Graduate Program Office reserves the room and distributes notices to faculty, graduate students, and appropriate guests as suggested by the supervisor.  Conducting the Thesis Proposal Defence  The supervisor, who acts as the Chair of the Thesis Proposal Defence, introduces the student and the Supervisory Committee members, and provides the audience with brief background information about the student and his or her work.  The student presents the proposal in about 20 to 30 minutes, being certain to include the following information:  The title  Introduction  Background or rationale  Brief summary of the literature review  The research question  The methodology  The plan for analysis  The supervisor facilitates a discussion, with the goal of receiving input from those present.  Approving the Thesis Proposal  Following the Thesis Proposal Defence, the student makes and appropriate changes and additions to the Thesis Proposal. The student sends a revised Thesis Proposal to the Supervisory Committee outlining the revisions. The Supervisory Committee then meets to formally approve the final Thesis Proposal; the Thesis Proposal must be completed to the satisfaction of the Supervisory Committee.  The supervisor reports the Supervisory Committee’s decision by submitting the signed Approval of Thesis form to the Associate Dean of Graduate Studies and Research in Education.

 

21. About the Comprehensive Examination

See the Graduate Studies Calendar and Course Catalogue for Comprehensive Examination policies and due dates.

22. Requesting the Comprehensive Examination

The Request for Comprehensive Examination form: 

• Includes the date of the examination(s) 
• Is submitted to the relevant Graduate Program Office for review and approval prior to the date(s) of the examination 
• Is approved by the relevant Graduate Program Committee or designate prior to the date(s) of the examination

23. Comprehensive Examination format

The comprehensive examination will assess beyond the focus of the student’s research topic and will assess the student’s competence in the specific field of research and the field in general. It contains both a written component with multiple research topics and an oral component. Each program area may formulate their own guidelines within this framework which are submitted for review by the relevant Graduate Program Committee and approved by Graduate Council. Approved program area guidelines are available on the School of Graduate Studies website. All comprehensive examinations must represent the student’s own work and are to be completed independently.

Examination Component	Description
Written Component	Tests the student's knowledge in their program research area. Tests the student's knowledge in the general subject area. Developed by the Comprehensive Examination Committee and administered by the Chair of that committee.
Oral Component	Oral examination consisting of questioning and discussion designed to test the student's depth of knowledge in both their program research area, and in the general subject area.  Developed by the Comprehensive Examination Committee and administered by the Chair of that committee. A maximum of two (2) hours long.

The Chair of the Comprehensive Examination Committee reports the examination results to the Chair of the relevant Graduate Program Committee and to the relevant Graduate Program Office using the Comprehensive Examination Assessment form within 24 hours in cases of a failed examination, or within one (1) week if the student passes the examination.

24. Assessing the Comprehensive Examination

The written and oral components are completed separately and graded as Pass/Fail. The written component is completed and assessed first. A student who passes the written component, continues to the oral component. A student who fails the written component is given one (1) opportunity to repeat the examination. A student who fails the oral component is given one (1) opportunity to repeat the examination.

A student who fails any portion of the comprehensive examination must wait a minimum of two (2) weeks before repeating it and up to a maximum of four (4) months from the date of the failed comprehensive examination to successfully complete it. A student who fails either portion of the comprehensive examination (written or oral component) for the second time may complete a masters-level degree—subject to approval by the relevant Graduate Program Committee and the Dean of Graduate Studies—or may be required to withdraw from the Doctor of Philosophy program. A student in the Doctor of Philosophy (Education) program who fails either portion of the comprehensive examination (written or oral) for the second time is required to withdraw from the program. 

Students in the Doctor of Philosophy (Education) program should successfully complete the comprehensive examination prior to the Thesis Proposal Defence.

25. After the Comprehensive Examination 

Immediately following the comprehensive examination(s), the Comprehensive Examination Assessment form must be submitted to the relevant Graduate Program Office.

26. Purpose and requirements of the Thesis

 

Purpose 

The Thesis must make a significant, original contribution to the body of knowledge in a given discipline. It must show that the student: 

• Is familiar with the published literature in the Thesis’ subject area 
• Has used appropriate research methods 
• Has applied appropriate levels of critical analysis 
• Is competent to complete independent research and present the findings 
• Defend and debate in a public forum (only in Master of Science (Management)) 

Requirements 

The following are the requirements for the Thesis: 

• The student must work independently to produce the Thesis 
• The Thesis must consist of original student research work 
• The student is responsible for writing his or her Thesis under the guidance of the supervisor(s) 
• The student must orally defend the Thesis 
• The Thesis remains the intellectual property of the student 
• The student grants the University of Lethbridge permission to use the Thesis for further research and study 

27.Types of Thesis Documents

 

A thesis document may be presented in one of four types of organizational structure: (a) Traditional/Chapter-based Thesis, (b) Manuscript-based Thesis, (c) Research-creation Thesis, or (d) Portfolio-style Thesis. The student and the supervisor/s should start their discussion early in the thesis work to select one of the approved organizational structures and follow it consistently. If another type of organizational structure is an acceptable scholarly practice for the discipline, the student must obtain written permission from the Dean of Graduate Studies or Dean’s Designate before submitting the Request for Final Thesis Examination form.  

 

Regardless of the organizational structure of the thesis document, the four types must clearly demonstrate the student’s scholarly efforts and must include both introduction and conclusion chapters.  Each type of thesis document may incorporate Indigenous Knowledge that is germane to the thesis work. 

 

A table summarizing the attributes of each type of thesis document is presented below the description for the Portfolio-style Thesis. 

 

A) Traditional/Chapter-based Thesis 

 

Generally, this type of thesis is organized into chapters based on a single area of research. This type of organizational structure is typically used for a monograph that includes unpublished work by the graduate student and may include content from a published or submitted for publication paper/manuscript where the student is the author/co-author. 

 

B) Manuscript-based Thesis 

 

This type of thesis typically includes a collection of papers/manuscripts submitted or accepted for publication and/or previously published by the graduate student as an author or co-author. Only papers/manuscripts where the student is the primary author, or one of the primary authors, may be included in the Manuscript-based Thesis. All components of the manuscript-based thesis must be framed/conceptualized into one cohesive manuscript, based on a single area of research, with logical progression between chapters. Permission from the supervisor and all supervisory committee members is required. All papers must be reformatted to conform to the formatting requirements listed below. The majority of the writing must have been completed by the student who authored or co-authored each paper/manuscript included in the thesis. For co-authored papers/manuscripts, the student must obtain permission from all co-authors. 

 

C) Research-creation Thesis: 

In certain degree programs or disciplines, the thesis work may contain creative work completed by the graduate student. The Research-creation thesis is composed of two components: (1) the research project/lecture or recital and (2) the support paper. 

 

 

D)  Portfolio-style Thesis: 

 

This type of thesis typically includes a compilation of products/components related to the student’s research work. Written permission from the Supervisory Committee and the Dean of the School of Graduate Studies is required when pursuing an alternative thesis model using unknown or uncommon methodology.  This written permission is required prior to initiating the research (e.g., thesis proposal stage).   

 

The Portfolio-style Thesis may be comprised of a variety of research works such as applied work, creative work, digital work, experiential work, entrepreneurial work, and/or a combination of these works.  Potential outcomes of this type of thesis include: 

• policy reports and/or papers,  

• knowledge mobilization to the media, communities or other groups, 

• publicly available resources (e.g., apps, art, comics, documentaries, music, novels, web tools),  

• inventions, prototypes, business plans, patents or other technology licenses,  

• educational programs, course materials, or assessment measures, translations, 

• oral histories, 

• cultural creations,  

• artifacts from festivals or exhibitions, 

• digital artifacts (e.g., animation, webpages, interactive portals, software). 

• special issues resulting from curating/managerial editing practices (e.g., oral history archives, literary magazines), and 

• special issues resulting from original productions (e.g., performing arts, galleries, museums, archives, libraries, and/or literary magazines). 

 

The Portfolio-style thesis must include:   

 

1. An Introduction or Overview section that outlines: 

 

 (a) a comprehensive review of the relevant literature;  

 (b) the placement or fit of the research work into the larger context of the  

student’s field/s or discipline/s;  

(c) objective/s of the student’s thesis research work; and  

(d) a statement that explains the outline and coherence of chapter/s or  

section/s to follow the Introduction or Overview. 

 

2. A Summary or Discussion/Conclusion section unifying all the research products presented cohesively.  

 

Table:  Type of Thesis Documents 

 

Type of Thesis Document	Introduction Chapter	Chapters Organization	Conclusion Chapter	Reformatting / Format Regulations / Additional Requirements	Permission of Supervisory Committee Members
Traditional / Chapter-based Thesis	Required	Chapters – single area of research    Typically a monography structure	Required	Format Regulations:  SGS Format regulations required
Manuscript-based Thesis	Required	Collection of papers/manuscripts submitted or accepted for publication    Graduate student is the primary author or co-author or one of the primary authors; majority of writing completed by graduate student    Framed/conceptualized into one cohesive manuscript based on single area of research    Logical progression between chapters	Required	Reformatting:  Reformatting required to align with SGS required format regulations    Format Regulations:  SGS Format regulations required    Additional Requirements:  Follow Published Papers/Manuscripts and Copyrighted Materials included in Thesis section	Required
Research-creation Thesis	Required	Contain creative work completed by the graduate student    Composed of two components:  research project/lecture or recital and support paper	Required	SGS Format regulations required
Portfolio-style Thesis	Required    Included:    Comprehensive review of relevant literature    Placement or fit of research work into larger context of student’s field/s or discipline/s    Objective/s of student’s thesis research work    Statement explaining outline and coherence of chapter/s or sections	Compilation of products/components related to student’s research work	Required	SGS Format regulations required    Unification of all research products presented cohesively	Written permission required by Supervisory Committee members and SGS Dean, or Designate prior to initiating research

 

28. Published Papers/Manuscripts and Copyrighted Materials included in Thesis

Compliance with the University of Lethbridge’s policy on Copyright in the Graduate Studies Calendar and Course Catalogue and with the Copyright Act is the graduate student’s responsibility. Each graduate student must be aware of the University’s Student Discipline Policy - Academic Offences (see Academic Regulations in Graduate Studies Calendar and Course Catalogue), legal responsibility, and ethical obligations relevant to intellectual property and copyrighted materials as they relate to the inclusion of papers/manuscripts in a Manuscript-based Thesis. Additional information on copyright and fair dealing is available in the Library’s Graduate Research Portal. 

a) Published Papers and Manuscripts included in Thesis 

The inclusion of content from one or more papers/manuscripts submitted for publication, accepted for publication and/or previously published by the graduate student as author or co-author, is subject to the following requirements: 

1. The graduate student must be the primary author, or one of the primary co-authors, of all papers/manuscripts included in the Thesis. If a paper/manuscript includes more than one graduate student as a co-author, ONLY the primary graduate student may include the entire paper in the Thesis. 
2. The papers/manuscripts must be clearly identified and properly acknowledged in the relevant text of the Thesis and in the Preface section, which must clearly describe the student’s contribution/s to the research and writing of each paper/manuscript. 
3. The formatting of the Thesis must be consistent throughout and follow the Thesis Format Regulations. Hence, minor changes to the original paper/manuscript may be required (e.g., changes to the numbering scheme for tables, figures, citations). 
4. The entire Thesis must present a coherent and unified conceptualization of the collection of papers/manuscripts and include an Introduction chapter and Conclusion chapter that link the research program and work together. As such, logical links between chapters and the specified sequence of materials as outlined in the Thesis Format Regulations are required. The collection of the papers/manuscripts must be integrated in the flow and organization of the Thesis to represent the overall research program and work. 
5. The examination and assessment of the entire Thesis and related work are subject to rigorous evaluation during the Thesis oral defence. The inclusion of published papers/manuscripts in a Thesis does not guarantee that the graduate student’s submission will satisfy the University’s standards and be viewed acceptable by members of the Thesis Examination Committee. Regardless of publication status, members of the Thesis Examination Committee may require revisions be made to the Thesis before the Recommendation of the Award of the Degree form is approved. 
6. The Preface of the Thesis must contain a subsection titled Contributions of Authors, which outlines for each paper/manuscript the relative contributions of all co-authors and collaborators (including supervisors and members of the supervisory committee) and the proportion and contribution of the research and writing completed by the graduate student as a primary author. The supervisor’s/co-supervisors’ signature on the Assessment of Readiness to Defend form verifies the accuracy of the statements in the Contributions of Authors subsection in the Preface. The supervisor/co-supervisors will be asked to confirm the content of the Contributions of Authors subsection during a graduate student’s oral defence. 

   School of Graduate Studies Policies and Procedures (Version 2: November 26, 2020) 30 

   Contributions of Authors Subsection examples: 

   Chapter 3 is based on work conducted in the University of Lethbridge’s Biomolecular Modeling laboratory by [researcher/faculty member’s name, …] and [graduate student’s name]. I was responsible for [specify specific activities]. 

   A version of Chapter 5 has been published. [Citation of published paper/manuscript]. I conducted [specify specific activities]. The paper section on [“……] was written by [researcher/faculty member’s name, ….]. 

   Check the first pages of these chapters to see notes/footnotes/endnotes with similar information.

7. Permission to use copyrighted materials from the student's co-authors, if they are the holders or co-holders of the copyright, and publishers, if applicable, must be obtained and submitted to the School of Graduate Students with the completed Request for Thesis Examination form. Please consult with the University Copyright Advisor office before obtaining written permission. Both copyright holders and publishers must be aware of the following: A. Terms of the University of Lethbridge's Non-Exclusive Distribution License; B. Thesis and Project documents are archived by Library and Archives Canada and C. Thesis and Project documents are submitted to ProQuest at the student's discretion.

8. An additional examination committee member, who has not co-authored one of the papers/manuscripts, must be added to the Thesis Examination Committee when all members of the supervisory committee including the supervisor/co-supervisors are otherwise co-authors of the papers/manuscripts included in the student’s Thesis.

b) Copyrighted materials included in Thesis

Student should consult with the University Copyright Advisor office if they are planning to include substantial parts of copyrighted materials in their Thesis. 

1. Unless the use is covered by an exception to infringement in the Copyright Act or is allowed under the terms of an applicable license, permission must be obtained from the copyright holder when including copyrighted material in a Thesis. The use of copyrighted material/s must be acknowledged in the Preface of the Thesis. 

2. Unless the use is covered by an exception to infringement in the Copyright Act or is allowed under the terms of an applicable license, tables, copyrighted figures and images must have the following statement included in a table note or figure/image caption: Reprinted with permission of … The copyright holder must be aware of the following: A. Terms of University of Lethbridge's Non-Exclusive Distribution License; B. Thesis and Project documents are archived by Library and Archives Canada; and C. Thesis and project documents are submitted to ProQuest at the student's discretion. 

3. Permission to use copyrighted materials and notes documenting coverage of the use by an exception to infringement in the Copyright Act or an applicable license must be appended to the Request for Thesis Examination form and must be submitted to the School of Graduate Studies. 

29. Format regulations for all theses and projects 

For regulations for the format of the Thesis/Project see the Thesis/Project Format Guidelines. All theses/projects must abide by these regulations and, if they do not, can be rejected by the Thesis Examination Committee and/or the Dean of Graduate Studies. 

If a student needs to deviate from the format regulations, the student must obtain written permission from the Dean of Graduate Studies before submitting the Request for Final Thesis Examination form.

 

30. Guidelines for editing Thesis, or Capstone document

A copyeditor may be retained to review a student’s Thesis/Project/Capstone for matters such as grammar, spelling, punctuation, general style, etc. The original content, structure and contributions of the Thesis/Project/Capstone are the student’s responsibility and cannot be altered/revised by a copyeditor. 

The following are the requirements before a copyeditor is retained by a graduate student: 

1. Obtain written permission from the supervisor, project supervisor/instructor, or capstone supervisor/instructor. The written permission needs to outline what work is to be completed by the copyeditor. 

2. Include a statement in either the preface section or acknowledgement section of the student’s Thesis/Project that the document has been professionally edited. 

31. Faulty of Education Thesis, Project, and Capstone format regulations 

 

Students in the Faculty of Education, completing the capstone should refer to the Thesis/Project Format Guidelines. 

If the capstone does not abide by these regulations, it can be rejected by the capstone supervisor and/or Associate Dean of Graduate Studies and Research in Education.

32. Thesis oral defence 

When the Thesis is complete, the candidate must defend it in an oral examination. The student informs the Advisor that he or she is ready to defend and provides the supervisor with an appropriately formatted PDF copy of the Thesis. The student is not permitted to make changes to the submitted document until after the Thesis oral defence has been completed. 

A student who has successfully completed all program requirements has the right to submit and defend the Thesis, even if the Advisor recommends otherwise. Registration in the next academic term is required for any graduate student who does not submit and defend the completed Thesis by the end of the academic term. 

Requesting the Thesis oral defence 

The Request for Final Thesis Examination prior to the proposed scheduled defence comprises: 

• The composition of the Thesis Examination Committee, including written rationale for the choice of External Examiner (if applicable). 
• The tentative schedule of the Thesis oral defence in consultation with all members of the Thesis Examination Committee, including the Chair. 

The Advisor submits the Request for Final Thesis Examination form and the student or supervisor submits a PDF copy of the Thesis via email to the relevant Graduate Program Office, for review and approval. If the Advisor submits the PDF copy of the Thesis, the student is responsible for ensuring the Advisor has the final and complete version of the Thesis. Students may not make revisions to the Thesis until after the defence. 

To have the degree requirements met by the end of the academic term, it is recommended that the Request for Final Thesis Examination form be completed, and a PDF copy of the defence Thesis be submitted by the deadlines outlined in the following table:

Scheduling the Thesis oral defence 

Masters-level programs 

For masters-level programs, the Thesis oral defence should be scheduled a minimum of five (5) weeks prior to the date of the defence.

Masters degree programs timeline for scheduling the Thesis oral defence

Activities	Responsibility	Deadlines/Duration
1. Submission of Request for Thesis Examination form to relevant Graduate Program Office and, if applicable, identification of the proposed External Examiner, submission of their curriculum vitae, rationale, and completed Conflict of Interest form. Submission of PDF copy of Thesis to relevant Graduate Program Office.	Supervisor  Student of Supervisor	At least five (5) weeks prior to the proposed scheduled defence.
2. Approval of the members of the Thesis Examination Committee, the Chair, and the External Examiner (if applicable), and the details and proposed schedule of the Thesis oral defence.	Dean of Graduate Studies*	Less than one (1) week, normally
3. The Notice of Final Thesis Examination is sent to respective stakeholders as per program-specific requirements. The examination of materials explaining the Thesis review process and evaluation criteria, and the PDF copy of Thesis are forwarded electronically to Thesis Examination Committee members, the graduate student, and the relevant Program Chair.	Graduate Program Office	Less than one (1) week, normally and at least one (1) month prior to the date of defence
4. Review and assessment of the Thesis	Members of Thesis Examination Committee	Minimum of three (3) weeks prior to submission of Assessment of Readiness to Defend form**
5. Submission of completed confidential Assessment of Readiness to Defend form to the Thesis Examination Committee Chair**	Members of Thesis Examination Committee (except of the Chair)	At least one (1) week before the scheduled Thesis oral defence**

* Approved by Associate Dean of Graduate Studies and Research in Education for Master of Education students. Approved by the Master of Nursing Program Committee for Master of Nursing students. Approved by the Dhillon School of Business Graduate Programs Committee. 

** Master of Science (Management) is a minimum of two (2) weeks prior to submission of the Assessment of Readiness to Defend form and at least 72 hours before the scheduled Thesis oral defence. 

For Master of Education students, the External Examiner reviews the Thesis and then completes and submits the External Examiner’s Thesis Evaluation Summary form at least two weeks prior to the date of defence. The Associate Dean of Graduate Studies and Research in Education then notifies the supervisor of the External Examiner’s recommendations. 

***For Master of Education students, the Assessment of Readiness to Defend forms are submitted to the relevant Graduate Program Office.

Normally, activities 2 and 3 occur within the same week.

Doctoral-level programs (excluding Education) 

For doctoral students, the Thesis oral defence should be scheduled a minimum of six (6) weeks prior to the date of the defence.

Doctoral degree programs timeline for scheduling the Thesis oral defence 

Activities	Responsibility	Deadlines/Duration
1. Submission of Request for Thesis Examination form to relevant Graduate Program Office and, if applicable, identification of the proposed External Examiner, submission of their curriculum vitae, rationale, and completed Conflict of Interest form. Submission of PDF copy of Thesis to relevant Graduate Program Office.	Supervisor  Student of Supervisor	At least six (6) weeks prior to the proposed scheduled defence.
2. Approval of the members of the Thesis Examination Committee, the Chair, and the External Examiner (if applicable), and the details and proposed schedule of the Thesis oral defence.	Dean of Graduate Studies*	Less than one (1) week, normally
3. The Notice of Final Thesis Examination is sent to respective stakeholders as per program-specific requirements. The examination of materials explaining the Thesis review process and evaluation criteria, and the PDF copy of Thesis are forwarded electronically to Thesis Examination Committee members, the graduate student, and the relevant Program Chair.	Graduate Program Office	Less than one (1) week, normally and at least one (1) month prior to the date of defence
4. Review and assessment of the Thesis	Members of Thesis Examination Committee	Minimum of four (4) weeks prior to submission of Assessment of Readiness to Defend form**
5. Submission of completed confidential Assessment of Readiness to Defend form to the Thesis Examination Committee Chair	Members of Thesis Examination Committee (except of the Chair)	At least one (1) week before the scheduled Thesis oral defence

Doctor of Philosophy (Education) 

For Doctor of Philosophy (Education) students, the Thesis oral defence should be scheduled a minimum of eight (8) weeks prior to the date of the defence.

Doctor of Philosophy (Education) degree programs timeline for scheduling the Thesis oral defence 

Activities	Responsibility	Deadlines/Duration
1. Submission of Request for Thesis Examination form to relevant Graduate Program Office and, if applicable, identification of the proposed External Examiner, submission of their curriculum vitae, rationale, and completed Conflict of Interest form. Submission of PDF copy of Thesis to relevant Graduate Program Office.	Supervisor  Student of Supervisor	At least eight (8) weeks prior to the proposed scheduled defence.
2. Approval of the members of the Thesis Examination Committee, the Chair, and the External Examiner (if applicable), and the details and proposed schedule of the Thesis oral defence.	Dean of Graduate Studies*	Less than one (1) week, normally
3. The Notice of Final Thesis Examination, examination materials explaining the Thesis review process and evaluation criteria, and the PDF copy of the Thesis are forwarded electronically to Thesis Examination Committee members and respective stakeholders	Graduate Program Office	Less than one (1) week, normally.
4. Review and assessment of the Thesis	Members of Thesis Examination Committee	Minimum of four (4) weeks prior to submission of Assessment of Readiness to Defend form
5. Submission of completed confidential Assessment of Readiness to Defend form to the Thesis Examination Committee Chair	Members of Thesis Examination Committee (except of the Chair)	At least two (2) weeks before the scheduled Thesis oral defence

Normally, activities 2 and 3 occur within the same week. 

Recommended dates to submit request for Thesis oral defence by program 

Program(s)	Submit request for Thesis oral defence by:	Completed Thesis oral defence by:	Submit Thesis for final approval by:	Complete program within:	Degree conferred:	Convocation:
Master of Arts  Master of Fine Arts Master of Music Master of Nursing Master of Science Master of Science (Mangement)	June 15 October 15 February 15	July 20 November 19 March 22	July 30 November 30  March 31	Summer term Fall term  Spring term	October  February May/June	October May/June May/June
Master of Education	May 15 September 15 January 15	June 30 October 31 February 28	July 31 November 30 March 31	Summer Term Fall term  Spring term	October February  May/June	October May/June May/June
Doctor of Philosophy	June 1  October 1 February 1	July 15 November 15 March 15	July 31 November 30  March 31	Summer term Fall term  Spring term	October  February  May/June	October  May/June May/June
Doctor of Philosophy	May 1  September 1  January 1	June 30 October 31 February 28	July 31 November 30 March 31	Summer term Fall term Spring term	October February  May/June	October May/June May/June

Approving the Thesis oral defence and appointing the Chair 

If the Request for Final Thesis Examination is not approved it is usually because the approver (e.g., Dean of Graduate Studies) feels that the External Examiner is not suitable. In cases where the External Examiner is not suitable, the approver will contact the Advisor and, if necessary, recommend an External Examiner. 

If an External Examiner is required, the Advisor contacts the External Examiner to make tentative travel arrangements or video/audio conferencing arrangements, if applicable. 

Notice of Thesis oral defence 

Once the Request for Final Thesis Examination is approved, the relevant Graduate Program Office notifies the Thesis Examination Committee members and respective stakeholders, then the Faculty/School posts a copy of the Notice of Final Thesis Examination outside its main office. 

The Advisor informs interested faculty and staff of the Thesis presentation and defence. 

In assessing the Thesis, the Thesis Examination Committee must recognize that even an excellent Thesis is not necessarily perfect in all respects. Only some parts of the Thesis could be suitable for a publication or other public presentation. Taken as a whole, the Thesis must be a sound piece of scholarship and/or creative output. 

Assessing the Thesis 

The Thesis Examination Committee must assess if the student’s Thesis meets or exceeds the academic standards for a graduate thesis. This includes ensuring that the Thesis: 

• Addresses related public literature 
• Acknowledges contributing scholars 
• Uses methodology that ensures the conclusions are valid and supported 
• Has originality and substance 
• Is written in a clear and intelligible manner 
• Conforms to the thesis style and format regulations 
• Shows significant knowledge and grasp of the field 
• Is free from major errors 
• Contributing to scholarship in the field (only in Master of Science (Management)) 

In assessing the Thesis, the Thesis Examination Committee must recognize that even an excellent Thesis is not necessarily perfect in all respects. Only some parts of the Thesis could be suitable for a publication or other public presentation. Taken as a whole, the Thesis must be a sound piece of scholarship and/or creative output. 

Assessment of readiness to defend 

When the assessment of the Thesis is complete, each member of the Thesis Examination Committee, except the Chair, completes an Assessment of Readiness to Defend form and submits it to the Chair (these forms are submitted to the relevant Graduate Program Office for programs delivered by the Faculty of Education). This form is a recommendation on the student’s readiness to defend the Thesis. 

The members of the Thesis Examination Committee recommend one (1) of the two (2) assessments on the form:

Thesis assessment of readiness to defend options 

Assessment	Next Steps
Advance to the Thesis oral defence as scheduled	Student advances to the scheduled Thesis oral defence.
Not ready to proceed to the scheduled Thesis oral defence	The Thesis Examination Committee Chair contacts the Dean of Graduate Studies* immediately who will discuss how to proceed with the supervisor and the student.

♦ Note: Students have a right to defend the Thesis, regardless of assessment.

Preparing for the Thesis oral defence 

Prior to the Thesis oral defence, the Advisor and the student ensure that: 

• Seating, audio-visual equipment, and other necessary equipment are appropriate in the room where the defence is being held. 
• The Thesis Examination Committee understands how the Thesis oral defence will be run. 
• The School of Graduate Studies and the Thesis Examination Committee is aware of the date, time, and place of the Thesis oral defence and the public presentation.

 

33. Conducting the Thesis oral defence 

Both the public presentation and the oral defence are open to other students, faculty members, and members of the community. A request for a closed Thesis oral defence may be made by the student or any member of the Supervisory Committee to the relevant Graduate Program Office under extraordinary circumstances. A request for a closed Thesis oral defence is normally made in conjunction with the request for defence.

♦ NOTE: The Thesis Examination Committee Chair will ask any disruptive attendees of the defence to leave immediately 

The Thesis oral defence is two (2) hours in duration, excluding the public presentation. The procedure for conducting the Thesis oral defence is as follows: 

c) Introduction 

The Thesis Examination Committee Chair: 

1. Welcomes all in attendance 

2. Asks that attendees, except for the members of thesis Examination Committee and graduate student, turn off all electronic devices and no audio and/or video capture is permitted unless written authorization has already been obtained 

3. States that this Thesis oral defence is a senior academic event in the School of Graduate Studies and is a formal examination before awarding the degree 

4. Introduces the student 

5. Asks the Thesis Examination Committee members to introduce themselves in this order: the External Examiner (if applicable), the members of the Supervisory Committee, and the supervisor(s) 

6. States that all members of the Thesis Examination Committee have read the Thesis and submitted an assessment report on the Thesis 

7. Asks the supervisor/co-supervisors to reaffirm the accuracy of the content published in the Contributions of Authors subsection of the Preface in the student’s Thesis. 

8. Invites the student to make their Thesis presentation 

d) Public presentation 

The public presentation will be between 20 to 60 minutes in duration depending on the academic tradition of the area of study and is not part of the formal evaluation. For the Master of Science (Management) program, the public presentation will be a maximum of 30 minutes. The student summarizes the Thesis’ major objectives, content, results, and conclusions. 

e) Audience questions 

Immediately following the presentation, the Chair invites questions from the audience. A short questioning period is permitted at the end of the public presentation for the audience to ask questions related to the presentation. During this questioning period, the members of the Thesis Examination Committee are not permitted to ask questions. 

f) Oral defence

♦ NOTE: The audience is not permitted to ask questions during the formal oral defence 

In the event that the defence is closed, the Thesis Examination Chair requests that the audience leaves the examination room. 

The Chair invites the Thesis Examination Committee to pose their questions. Before the questioning begins, the Chair outlines the procedure: 

1. Each examiner will pose his or her questions, as desired. 

2. The Chair invites questions from:

a. The External Examiner, if applicable; 

b. The Internal Examiners, if applicable; and 

c. The Advisor(s); 

3. The Chair does not normally ask questions. 

4. After one (1) initial round of questions, the examiners may ask additional questions in a second round, and so on. The Chair ensures that comments and discussion not directly related to the questions are saved for the post-defence meeting of the Thesis Examination Committee. 

5. In the event that an examiner cannot attend, the Chair will pose a set of questions supplied by the missing examiner. Answers to these questions will be evaluated by the remaining examiners. 

g) Making a decision 

After questioning has finished, the Chair excuses the student, asking him or her and the audience to leave the room so that the Thesis Examination Committee can meet in private. When the student has left both the oral and written (thesis) components of the Thesis oral defence are assessed:

The Chair outlines the two (2) options for the oral component of the Thesis oral defence for a decision: 1) Pass and 2) Fail: Retake at a later date; the student may retake one (1) time. 

The Chair asks an examiner to make a motion that the decision for the Oral Examination be: Pass or Fail. 

Discussion occurs on a decision, and the Chair endeavours to facilitate consensus but does not vote. The Chair asks for a vote on the motion. Ideally the vote is unanimous, but the motion may pass with one (1) dissenting vote, provided this is not the vote of the External Examiner or supervisor(s). 

The Chair outlines the five (5) options for the thesis component for a decision: 

1. Pass: The Thesis is passed as submitted (i.e., no changes needed) 

2. Pass with Minor Revisions: The Thesis is passed on the condition that the student makes revisions to the satisfaction of the supervisor. 

3. Pass with Major Revisions: The Thesis requires substantial revisions and is passed on the condition that the student makes revisions to the satisfaction of the entire Thesis Examination Committee. 

4. Defer: The Thesis Examination Committee defers a decision until the student makes substantial changes to the Thesis. The student may be required to go through the Thesis oral defence process a second time. 

5. Fail: The Thesis is failed, and the student may re-take the Thesis oral defence one (1) time. 

Using the Assessment of Readiness to Defend forms as a guide, the Chair asks an examiner to make a motion that the decision for the written thesis component be: Pass, Pass with Minor Revisions, Pass with Major Revisions, Defer, or Fail. 

Discussion occurs on a decision, and the Chair endeavours to facilitate consensus but does not vote. The Chair asks for a vote on the motion. Ideally the vote is unanimous, but the motion may pass with one (1) dissenting vote, provided this is not the vote of the External Examiner or supervisor(s). 

The Thesis Examination Committee is required to reach a majority decision. If the vote results in a tie, the Chair calls for further discussion and holds a second vote, and so on until a decision is reached. 

When the decision has been made, the Thesis Examination Committee then discusses the nature of any required revisions to the Thesis and how the student will complete them. 

If a failed Thesis oral defence represents the second attempt to defend the Thesis, the student must withdraw from the program, and the Thesis Examination Committee must provide a written justification for the decision to fail the Thesis oral defence.

Students have the right to appeal the decision (see the Graduate Studies Calendar and Course Catalogue for details). 

After the Thesis Examination Committee has made their decision and finished their discussion, the Chair: 

1. Invites the student back into the room 

2. Informs the student of the Thesis Examination Committee’s decision 

3. If necessary, tells the student of the Thesis revisions required and the plan for the student to complete them 

4. Reminds the student that the PDF copy of the Thesis must be submitted via the e-thesis submission system after the completed revisions have been approved by the supervisor (or Thesis Examination Committee members, if required) 

5. If the student passes, congratulates the student, and thanks the Thesis Examination Committee members 

6. Adjourns the Thesis oral defence 

 

34. Embargo Policy 

The Dean of Graduate Studies will consider all embargo requests (e.g., delay of publishing the Thesis manuscript) and may approve the publication delay for six (6) months when justifiable reasons are stipulated. Under special circumstances, the Dean of Graduate Studies may approve the delay in publishing the Thesis for a maximum of 12 months when substantive justification is provided.

35. After the Thesis oral defence 

1. Immediately following the Thesis oral defence, the Chair completes the Thesis Examination Report form and submits this form plus the original examiners’ Assessment of Readiness to Defend forms to the relevant Graduate Program Office. 

2. The student completes any required revisions to the Thesis and informs the supervisor that the revised Thesis is ready for his or her review. 

3. When the Advisor, and Thesis Examination Committee (if necessary) is satisfied with the revisions made to the Thesis, the Advisor completes and signs the Recommendation of the Award of the Degree form. 

4. The Advisor submits the completed and signed Recommendation of the Award of the Degree form to the relevant Graduate Program Office for approval and then to the Dean of Graduate Studies for final approval. 

5. If requesting an embargo to delay the publication of the Thesis, refer to Embargo Policy on page 40. 

6. When the relevant Graduate Program Office receives the signed copy of the Recommendation of the Award of the Degree form from the supervisor, the student’s up-to-date curriculum vitae and working copy University transcripts, an account in the e-thesis system will be created and an account notification email will be sent to the student’s University email account. 

7. The student may then access his or her e-thesis account and submit his or her PDF copy of the Thesis. Instructions for submitting a PDF copy of the Thesis via the e-thesis system are available online. 

8. The relevant Graduate Program Office completes a review of the PDF copy of the Thesis. 

9. The Dean of Graduate Studies completes a brief review of the PDF copy of the Thesis, and if there are no further revisions required, signs the Recommendation of the Award of the Degree form. 

If there are revisions required, the student will receive email notification via the e-thesis system. The student notifies the relevant Graduate Program Office after completing the revisions. 

The student will receive an email confirming decanal approval of the submitted PDF copy of the Thesis. The student may proceed with thesis binding, if desired. 

After receiving final approval of the Thesis 

After receiving final approval of the Thesis by the Dean of Graduate Studies, the student may proceed with the elective binding of the Thesis if the student and/or supervisor wants bound copies.

Refer to the Graduate Studies Calendar and Course Catalogue for details related to graduation.

♦ Note: To apply to convocation, the student must anticipate completion of all degree requirements, including receiving decanal approval of the PDF copy of the master's Thesis and submitting required documentation, no later than relevant outstanding document deadline. 

Application for graduate deadlines 

Term of Completion	Application Deadline	Outstanding Document Deadline	Withdrawal of Application Deadline
Spring	March 1	April 30	April 30
Summer	August 1	Last Monday of August	Last Monday of August
Fall	November 1	Last working day of December	Last working day of December

Thesis binding guidelines are available online: www.ulethbridge.ca/graduate-studies/thesis-binding-guidelines. 

Requirements for Conferral of the Degree

♦ Note: Students are responsible for ensuring all their degree requirements have been met. 

Masters-level students 

To graduate, students must have done the following: 

1. Passed all courses 

2. Passed the written and oral components of the oral Thesis/Project Defence and completed all required changes to the Thesis/Project 

3. Submitted all documentation to the School of Graduate Studies and PDF copy of the Thesis/Project to the e-thesis/project system 

Doctoral-level students 

To graduate, students must have done the following: 

1. Passed all courses 

2. Passed the Thesis Proposal Examination 

3. Passed the Comprehensive Examination 

4. Passed the written and oral components of the Thesis oral defence, and completed all required changes to the Thesis 

5. Submitted all documentation to the School of Graduate Studies and PDF copy of the Thesis/Project to the e-thesis/project system 

Completing the Application for Graduation Form 

Students must apply for graduation by completing and submitting the online Application for Graduation form through the Bridge (www.ulethbridge.ca/bridge/uofl_grad_app.apply) by the graduation application deadline as outlined in the Graduate Studies Calendar and Course Catalogue. The School of Graduate Studies will submit the students’ names to Graduate Council for approval when all degree requirements have been met.

Graduate Council approves graduands. The School of Graduate Studies forwards a list of approved graduands to the Office of the Registrar. 

For complete details on graduation, and the Convocation ceremony, refer to Policies and Program Requirements in the Academic Regulations section of the Graduate Studies Calendar and Course Catalogue.