sfu library thesis defence room

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Students should consult the library thesis assistance resources early on in their thesis writing process. Students should also be aware of the Graduate General Regulations concerning examination (defence) policy and procedures. The Graduate Program Assistant (GPA) will guide students and faculty through the steps necessary to ensure timely and correct completion of the defence and thesis submission processes.

Students and supervisors should consult with the GPA early in the semester in which the defence will be held. The GPA must follow Graduate and Postdoctoral Studies (GPS) policy and submit documentation as follows:

• PhD defence documentation no less than 7 weeks prior to anticipated defence date
• MSc defence documentation no less than 5 weeks prior to anticipated defence date

Submission after the above dates may result in GPS requiring rescheduling of the defence.

Forms for Students & Supervisors

PhD Approval of Examining Committee (for defence)

PhD Defence Checklist & Deadlines

MSc Approval of Examining Committee (for defence)

MSc Defence Checklist & Deadlines

Please note, supervisor(s) is responsible for securing the room. Please make sure 'Location' on the Examining Committee form is filled out before submitting to GPA.

Defence Procedures:

• Pre-examination
• At the examination

Thesis Submission Resources for Students:

• Templates & Resources for Preparing & Submitting Your Thesis
• LATEX & Word templates
• Regulations, policies & forms
• 13 step checklist for registering & uploading your thesis
• Thesis Workshops and Online Tutorials

Certificate "With Distinction"

In order to recognize the superior quality of certain MSc and PhD theses and defences, the examining committee has the option of awarding the certificate "With Distinction" from the Department of Mathematics. While discussing the classification of the thesis as per General Graduate Regulations , the examining committee should additionally evaluate the quality of the thesis and defence in the following nine categories:

(1) mastery of theory and concepts, (2) mathematical sophistication, (3) originality and significance, and (4) quality of writing;

(5) presentation content, (6) presentation organization, (7) speaking skills, (8) visual aids, and (9) response to questioning.

The input of the external examiner (when present) and the senior supervisor will be critical in forming the evaluations in the categories of mathematical sophistication and originality and significance. The expected levels of sophistication, originality, and significance are considerably higher for a PhD thesis than for an MSc thesis. The level of contribution of the senior supervisor to thesis content will also be taken into account by the examining committee.

The certificate "With Distinction" should be awarded if

• thesis and defence meet expectations in all nine categories above;
• the thesis exceeds expectations in at least two of the categories (1) through (4); and
• the defence exceeds expectations in at least three of the categories (5) through (9).

To assist in evaluating of the quality of the thesis and defense, the Thesis Evaluation Rubric and Defence Evaluation Rubric will be used. 

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Please read this page in full before submitting a request.

Mse thesis defence guide.

⌚ 15 min read 📆 Last updated: March 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 Spring 2024 term is  

April 19, 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 .

2020: Thesis Defence Room (Burnaby (Thesis Defence Room)) Capacity: 30

Description

Furniture: There is a round table at which the student and examining committee can sit, as well as tables and chairs for an audience of 24 people.

Equipment: The Thesis Defence Room is equipped with a lectern, ceiling-mounted LED projector, screen, internet connection (including wireless), rolling whiteboard, flipchart and a telephone connection. The room comes with videoconferencing capabilities and additional equipment is available upon request. 

How do I access the room? Go to the W.A.C. Bennett Library Service Desk to borrow the key for 2020:Thesis Defence room. You will need to present the emailed confirmation and your SFU ID/Library card to borrow the key.

Please note that room keys are subject to same loan period and fines as reserve materials.

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Floor Plans: Thesis Defence Room: 2nd Floor - WAC Bennett Library

For more information about the Thesis Defence room (room 2020), see the library's Frequently Asked Questions regarding the Thesis Defence Room .

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