For detailed information regarding thesis guidelines and deadlines, please see the "thesis guidelines" page on the GPS website. Students may also refer to Manuscript/Article Based thesis guidelines.
The Oral Defence
Once the Doctoral student’s thesis is submitted and sent to the examiners, the graduate Department of Psychiatry will receive a notification advising them that they can coordinate the oral defence, and input the event details in myThesis. The earliest date (tentative, pending receipt of examiner reports) the defence may take place is 6 weeks from the date the notification is received. The department submits the myThesis page after the members of the Oral Defence Committee and the date and location of the oral defence have been confirmed. The completed myThesis page must be received by GPS at least four (4) weeks prior to the defence date. The four-week notice is necessary to allow time to secure a Pro-Dean.
A limited number of oral defences can be held on any given day. Once the Oral Defence Committee has confirmed their availability, the Unit should book the time through the GPS oral defence calendar (access restricted to graduate unit staff) before returning the Oral Defence Form to GPS.
In the event an oral defence must be postponed due to unforeseen circumstances, the Thesis Office must be informed immediately.
Pro-Deans
GPS will secure a Pro-Dean who acts as a representative of the Dean of Graduate and Postdoctoral Studies. GPS will inform the department and provide the Pro-Dean with access to myThesis, where they can find a copy of the thesis, the examiners’ reports, the membership committee, the event details, and the certificate.
Online or Hybrid Defences
If the oral defence is scheduled online or as a hybrid defence, a Zoom link should be included on myThesis. It is recommended that the Oral Defence Committee’s Academic Unit representative (Chair or delegate) act as the Zoom host during the defence.
Membership/Composition of the Oral Defence Committee
Members of the Oral Defence Committee must hold a doctorate or equivalent. The committee is designed to ensure a majority of members have not been closely involved with the thesis. All members must attend the oral defence. The Pro-Dean is appointed by GPS to serve on the committee, but is not a voting member. Kindly note that the Oral Defence Committee is a separate and distinct body from the student's Supervisory Committee.
Committee Composition
The oral defence committee consists of five voting members. However, if three members are closely involved with the thesis, a seven-member committee will be required (see the GPS website for more information on seven-member committees). The composition of the Oral Defence Committee should ensure equitable gender representation among its members. For example, in a five-member committee, at least one member should be female.
Five-Member Committee
- Academic Unit* representative (Chair or delegate, usually the Graduate Program Director)
- Supervisor
- Internal Examiner
- Internal Member (or Co-Supervisor as appropriate)
- External Member (may be replaced by the External Examiner)
Definitions
Closely involved with the thesis
If a member of the oral defence committee served on a student’s supervisory committee or had any meaningful input into the body of work represented in the thesis, the member is considered closely involved with the thesis.
Not closely involved with the thesis
If a member of the oral defence committee did not serve on a student’s supervisory committee nor had any meaningful input into the body of work represented in the thesis, the member is considered not closely involved with the thesis.
The Academic Unit* representative (Chair or delegate)
The Chair or delegate is a McGill faculty member affiliated with the student’s Unit*. The Academic Unit* representative does not provide GPS with a written report. Typically in the Department of Psychiatry, the Graduate Program Director Dr. Naguib Mechawar fills this role.
Supervisor
The supervisor is a McGill faculty member affiliated with the student’s Unit*. The supervisor does not provide GPS with a written report.
Internal Examiner
The internal examiner is a McGill faculty, or affiliated, member. The internal examiner provides GPS with a written report. The internal examiner must not be in conflict of interest according to McGill’s policy (see University conflict of interest regulations). An important role of the internal examiner is to ensure that the written thesis meets the standards of McGill University.
Internal Member
The internal member is a McGill faculty, or affiliated, member who may be associated with the student’s Unit*. The co-supervisor, who may be from another Unit* at McGill or outside the University, can serve as an internal member. The internal member does not provide GPS with a written report.
External Member
The external member must not be from the Unit* and may be from outside McGill. The external member is distinct from the External Examiner and does not submit a written report. If the external examiner is invited to the Oral Defence, there is no need for an external member, as the External Examiner will be replacing the external member and fulfilling their role on the Oral Defence Committee. In such cases, the External Examiner still provides a written report on their evaluation of the thesis.
For detailed information regarding thesis guidelines and deadlines, please see the "thesis guidelines" page on the GPS website. Students may also refer to Manuscript/Article Based thesis guidelines.