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PhD Guide

PHD GUIDE Secretariats of the Faculty: Academic Secretariat, Graduate Studies Lamoureux 141 Telephone: 613-562-5804 Fax: 613-562-5963 Sophie Vincent Adminitrative Assistant Graduate Studies Office (GSO) Lamoureux 328 Telephone: 613-562-5800 ext.: 4066 Fax: 613-562-5987 edugrad@uottawa.ca Date: September 2014

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Introduction ..................................................................................................................................... 4 1. Chapter I - Initial Steps ........................................................................................................... 6

1.1 Choice of the Thesis Supervisor....................................................................................... 6 1.2 Timelines .......................................................................................................................... 7 1.3 Annual Research Progress Report ................................................................................... 8 1.4 Cotutelle: .......................................................................................................................... 8 1.5 Responsibility ................................................................................................................... 9

1.5.1 Student’s Responsibilities ......................................................................................... 9 1.5.2 Thesis Supervisor’s Responsibilities ...................................................................... 10 1.5.3 Responsibilities of the Graduate Studies Office (GSO) ......................................... 11

1.6 Course work ................................................................................................................... 11 1.6.1 Course Selection ..................................................................................................... 12 1.6.2 Directed Readings ................................................................................................... 12 1.6.3 Inter-departmental and University Exchange ......................................................... 12 1.6.4 Academic Issues...................................................................................................... 13

1.7 The Comprehensive Examination .................................................................................. 13 1.7.1 Rationale ................................................................................................................. 13 1.7.2 Components ............................................................................................................ 14 1.7.3 Committee ............................................................................................................... 14 1.7.4 Procedures ............................................................................................................... 14 1.7.6 Evaluation of the written component ...................................................................... 15 1.7.6 Evaluation of the Oral Defence............................................................................... 18

2. Chapter II - The Thesis Project ............................................................................................. 20 2.1 The Research Topic ........................................................................................................ 20 2.2 The Thesis Committee ................................................................................................... 20

2.2.1 Role of the Thesis Committee................................................................................. 20 2.2.2 Responsibilities of the Thesis Supervisor: .............................................................. 21

2.3 The Thesis Proposal ....................................................................................................... 21 2.4 The Thesis Seminar ........................................................................................................ 22 2.5 Ethics Approval .............................................................................................................. 24 2.6 The Thesis ...................................................................................................................... 24

2.6.1 Monograph thesis .................................................................................................... 25 2.6.2 Parts of the manuscript............................................................................................ 25 2.6.3 Thesis with articles ................................................................................................. 26 2.6.4 Parts of the thesis with articles ............................................................................... 27

3. Chapter III - Final Phase ....................................................................................................... 29 3.1 Feedback on the Thesis before Submission to the GSO ................................................ 29 3.2 Composition of the Jury ................................................................................................. 29

3.2.1 Proposing the List of Examiners ............................................................................. 29 3.3 Depositing the Thesis ..................................................................................................... 30 3.4 Evaluation of the Thesis ................................................................................................. 30

3.4.1 Evaluation Reports .................................................................................................. 31 3.5 Organization of the Defence .......................................................................................... 31

3.5.1 Preparation of the defence ...................................................................................... 32 3.5.2 Presentation and Discussions .................................................................................. 33

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3.5.3 Deliberations ........................................................................................................... 33 3.5.4 Proclamation ........................................................................................................... 34 3.5.5 Revisions ................................................................................................................. 34

3.6 Final Submission ............................................................................................................ 34 3.7 Obtaining the Degree ..................................................................................................... 34 3.8 Publication ...................................................................................................................... 35

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Introduction This guide is written for students who are registered in a research program in education, with the aim of obtaining the degree of PhD. At the University of Ottawa, the Faculty of Graduate and Postdoctoral Studies (FGPS) has overall responsibility for all activities related to graduate studies. In particular, it develops the regulations and procedures pertaining to all graduate programs, and in collaboration with academic faculties, ensures that the highest standards of quality are maintained. The PhD program in Education is offered in French and in English, in the following six concentrations:

a) Organizational Studies in Education; b) Educational Counselling; c) Second Language Education; d) Teaching, Learning and Evaluation; e) Society, Culture and Literacies; and f) Health Professions Education.

This document will help guide students through their studies from registration to obtaining the degree. It is divided into three chapters 1. The first describes the initial steps of the process:

a) choice of a thesis supervisor; b) course work requirements; and c) format and procedures of the Comprehensive Exam.

2. The second chapter describes the thesis and the research activities associated with it. These include choosing a research topic, defining a research question and preparing a thesis proposal, presenting this research proposal in a forum known as the thesis seminar, and writing the thesis. 3. The third chapter describes the final stages of the process, namely the evaluation and the defence of the thesis.

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Complementary Publications For further information on Graduate programs, students may also consult the following publications:

• The Education Calendar, Eduation, General Regulations (FGPS) • Awards and Financial Support (FGPS) • Guide for a Doctoral Thesis • Other VERY useful publications at the website of the Faculty of Graduate and

Postdoctoral Studies. • University Calendar

The Faculty of Education also publishes a Registration Guide that is available on its website at the beginning of each session. Specific questions can be answered by contacting the Graduate Studies office (GSO) at edugrad@uOttawa.ca or Sophie Vincent at 613-562-5800 X4066.

Ombudsperson At the Office of the Ombudsperson, it all starts with listening. We offer a safe place where members of the university community* can seek advice, assistance and information to resolve an academic or administrative problem in a confidential, independent, and impartial manner. We can also examine final decisions to ensure fairness. *students at all levels of study, candidates for admission, graduates and alumni, professors and fellows, affiliated researchers, administrators, employees and support staff.

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1. Chapter I - Initial Steps To be admitted to the PhD program, the student must be assigned to a thesis supervisor by the Admissions Committee. The name of the thesis supervisor appears on the offer of admission. 1.1 Choice of the Thesis Supervisor At the University of Ottawa, only professors who are members of the FGPS may supervise or co-supervise graduate students. Before approaching a professor to supervise, students are advised to investigate the professor’s field of research, read some of his or her publications and, if possible, meet with the professor and discuss the thesis project. In some cases students may also have a co-supervisor to complement the supervisor’s expertise. The nature of the relationship between a student and his or her thesis supervisor(s) depends on many factors, such as compatibility of research interests and working styles, willingness to accept suggestions, respect, and personalities. Essentially, the student and the thesis supervisor(s) must be a good “fit” and they must be able to work together. In order to assist in the choice of a supervisor, the Faculty of Education has on-line a directory of professors who are members of the FGPS, and are therefore qualified to act as thesis supervisors. This directory contains the names of those professors along with a description of their area of specialization; titles of a few of their recent publications; titles of the dissertations they have directed, along with the names of the graduate students; and titles of theses in progress. This directory is helpful not only in finding a thesis supervisor, but also in choosing members of the thesis committee which will assist the thesis supervisor in advising the student. The Faculty offers an on-line tool (not yet available) to help in finding a thesis director in order of research interest.

Important: When a professor offers to supervise a student for a PhD, please understand that it is the admissions committee that decides whether to admit the student, taking into account the whole file. Professors can agree in principle to supervise a student, but do not decide on admissions.

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1.2 Timelines The FGPS states that the PhD program has to be completed within 6 years. The Faculty of Education has adopted a policy that respects these time frames but strongly encourages students to complete their doctorate in 12 sessions or 4 years. The recommended course of studies for a full-time student is as follows: Session 1: Minimum of 2 courses Session 2: Minimum of 2 courses and begin preparation of the thesis proposal Session 3: Minimum of 2 courses and begin preparation of the thesis proposal Session 4: Comprehensive Examination Session 5: Development of Thesis Proposal Session 6: Thesis Seminar and Research Ethics Board approval (if applicable) Session 7: Data collection Session 8: Data collection and analysis Session 9 : Data, analysis, and writing Session 10 : Write up Session 11 : Final draft submitted to the Thesis Committee Session 12: Final revisions and thesis deposit Students registered full-time Should a student need to temporarily interrupt the program of studies, he or she must fill out a “Request for a Leave of Absence” form have it signed by the Director of Graduate Studies and submit it to the Academic Secretariat, Graduate Studies (LMX 141).

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1.3 Annual Research Progress Report Students enrolled in any program where a thesis is required must complete an annual progress report with their thesis supervisor(s). In the Faculty of Education, the Annual Research Progress Report must be submitted by 15 April each year. A blank report form may be obtained at the FGPS Website. 1.4 Cotutelle: A cotutelle doctoral program offers students the opportunity to complete their doctoral studies at the University of Ottawa and another university in Canada or abroad. The decision to undertake a cotutelle is made jointly by the thesis supervisor(s) and the student. The thesis supervisor(s) evaluate the importance of the collaboration as it relates to the thesis topic.

The student is supervised by a thesis supervisor at each institution and he or she attends the two universities alternately. The student takes only one comprehensive examination, presents one thesis seminar and defends his or her thesis only once before a jury chosen by the two partner universities.

Once the student has completed his or her doctoral program, he or she will receive a distinct degree from both universities in which the cotutelle is indicated on both degrees.

1. The cotutelle agreement is prepared in the first year of the student’s doctoral program;

however, the student does not go to the partner institution until the second year. 2. The preparation of a cotutelle requires a lot of time and patience by everyone (thesis

supervisor, student, Faculty Graduate Studies Office, academic secretariat, and the FGPS).

3. In a letter written to the Graduate Studies Program Director, the thesis supervisor of the student who wishes to do a cotutelle must clearly demonstrate the importance of the co-tutelle to the student’s academic program.

4. A student who has transferred from the MA to the PhD program is not eligible for the cotutelle. For more information on transfers from the MA to the PhD program, please consult the FGPS web site.

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1.5 Responsibility

1.5.1 Student’s Responsibilities The student is the one who will conduct the research. He or she will be the principal investigator; someone who is a researcher-in-training. In other words, the student is the main author of the research, but agrees to work under the supervision of an accredited researcher, the thesis supervisor(s). This means that the student must work assiduously, develop autonomous thinking, and also communicate regularly with the thesis supervisor(s). More specifically, the student is expected to: a) adopt a work ethic, systematically plan work, establish realistic deadlines, and generally

organize his or her program b) contact the office of the Vice-Dean Research (ext. 4892) to complete a request form for a

work space in the Graduate Students’ work area c) meet regularly with the thesis supervisor(s) in order to discuss the research project, review of

the literature, theoretical framework, data collection procedures, the types of raw data that are obtained, and discuss interpretations of those data, etc.

d) prepare meetings with the thesis supervisor(s) to discuss work updates e) submit sections of the thesis to the supervisor(s) at regular intervals f) ensure a high standard of written work to facilitate the advancement of the thesis g) keep the thesis supervisor(s) informed of his or her registration status, course registration,

activities, absences and so on h) prepare necessary material for regular meetings with the thesis committee i) complete yearly or whenever it is required, the student’s part of the “Annual Research

Progress Report” and return it to the thesis supervisor(s), and j) respect the academic regulations of FGPS, the Faculty of Education and the University of

Ottawa’s regulations, and consult specific services when required (e.g., the International Office, InfoService, Financial Services, etc.)

k) International Students may contact the International Office for more information on studying at the University of Ottawa.

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1.5.2 Thesis Supervisor’s Responsibilities The thesis supervisor is responsible for designing a program of studies for the student that builds on the student’s academic preparation and intellectual strengths. The thesis supervisor will identify the skills and areas of knowledge that the student needs to acquire, provide support while writing the thesis, and help integrate the student in the researcher community. For these reasons, the thesis supervisor is expected to: a) prepare the student’s program of studies in consultation with the student and the GSO

Program Director with the use of the “Program of Study-PhD” form (for more information or to obtain a form, please contact The Academic Secretariat at 613-562-5804);

b) advise and work with the student in choosing a research topic; c) help the student to identify a research question that will meet the requirements of the degree

that is being sought; d) ask the student to register his or her thesis topic with FGPS using the form ‘Registration of

Thesis Topic ” by the end of the student’s third session of studies. e) be available for consultations with the student; f) give timely responses to written material (chapters, sections); g) select the members of the thesis committee;

h) organize and facilitate regular meetings with committee members; i) complete yearly or whenever it is required, the thesis supervisor’s part of the “Annual

Research Progress Report”; j) assist and counsel the student in seeking financial support and career planning; k) notify the student of any lengthy absence (longer than one month) and ensure that appropriate

support mechanisms are available during this absence. Should this be impossible, he or she will ask the GSO Program Director to name an interim thesis supervisor. These arrangements will be transmitted to the FGPS before the professor leaves; and

l) encourage and assist the student in applying for scholarships, in presenting papers at

conferences and in publishing his or her research results. In the case of co-supervision, the supervisor and the co-supervisor should establish an appropriate division of responsibilities at the start of the collaboration.

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1.5.3 Responsibilities of the Graduate Studies Office (GSO) The GSO is responsible for the creation and maintenance of an intellectual and professional milieu so that the work of students and thesis supervisors will be properly structured and facilitated. Specifically, the GSO will: a) establish, in collaboration with professors who are members of the FGPS, a program that is

structured and pertinent to the degrees that will be granted; b) advise students about their academic choices and program expectations; c) work with the Academic Secretariat to provide information to applicants about how to find a

potential thesis supervisor; d) establish appropriate criteria and clear procedures for different aspects of the programs, such

as the qualifying research paper, directed readings, comprehensive examinations, thesis seminars and the defence;

e) ensure that students are made aware of the procedures adopted for different aspects of the

program, and of the criteria that will be used in evaluating their work as mentioned in point d);

f) assess individual students’ progress annually; (Annual Research Progress Report), (also see

the Guide for Doctoral Thesis); and

g) ensure that the regulations and policies are followed. 1.6 Course work a) The doctoral program of study for students who hold a Master’s in Education requires a

minimum of five courses (15 credits).

b) The program of study for students who do not hold a Master’s in Education requires a minimum of six courses (18 credits).

Three of these courses are compulsory; namely the two below: EDU 8105 Contemporary Issues in Education EDU 8106 Epistemology of Educational Research And one course on research methodology from among the following: EDU 7395 Selected Topics in Advanced Statistics in Education EDU 7396 Techniques of Document Analysis in Educational Research EDU 7397 Data Collection Instruments in Educational Research EDU 8190 Qualitative Research II Two or three additional courses, including two courses from the student’s area of concentration:

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A second course in research methodology, one of EDU 7395, EDU 7396, EDU 7397 or EDU 8190, may count as a concentration course.

1.6.1 Course Selection The courses taken as part of the PhD program are determined by the thesis supervisor(s) and approved by the GSO Program Director, before the first registration. The thesis supervisor(s) complete the form entitled “Program of Study - PhD” and submits it to the GSO Program Director for approval, before the student’s first registration. Any change subsequently brought to this course selection will require the approval of the thesis supervisor(s) and that of the GSO Program Director. Once the plan of study has been completed by the student and their supervisor(s), it is recommended that the student meet Carol Ann Kelly of the academic secretariat. This should help to avoid delays arising from incomplete or incorrectly completed forms. No appointment is necessary.

1.6.2 Directed Readings Under exceptional circumstance, certain courses may be taken as directed readings. Requests for directed readings must be submitted to the GSO Program Director’s office two weeks before the start of classes.

1.6.3 Inter-departmental and University Exchange In cases where the nature of the research warrants, a student may take courses outside of the Faculty and have these courses credited as part of the requirements of the degree. Students must submit a copy of the calendar description or course outline. Arrangements for registration in courses outside the Faculty must be made through the Academic Secretariat and approved by the GSO Program Director at least one month before the closing date for registration in the session. An agreement between the University of Ottawa and Carleton University allows a graduate student registered at the University of Ottawa to take certain courses at Carleton University. In this case, the student must complete the Graduate Student Exchange Form which is obtained from the Academic Secretariat or from the International Office website. Registration for courses taken at Carleton University is done at our Faculty.

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1.6.4 Academic Issues For regulations on marks, appeals, revisions, rights, fees and academic fraud, students may consult the regulations of the FGPS and/or contact the Academic Secretariat (LMX 141) by telephone at 613-562-5804 or by e-mail at educprog@uottawa.ca. 1.7 The Comprehensive Examination Doctoral students undergo a comprehensive examination involving both a written and an oral component. The student must pass the comprehensive exam to proceed to the next stage of the program. Students register for the “PhD Comprehensive Examination” (EDU 9998) after their course work is finished or when registering for their final session of course work. Registration is compulsory for each session until the comprehensive examination is completed. Students normally take the comprehensive examination within 2 sessions of completing their course work. Students may register for the comprehensive exam at the same time as courses, but should normally take the exam once all courses have been completed.

1.7.1 Rationale The comprehensive examination allows students to demonstrate their ability to:

• demonstrate broad knowledge in the field of educational research and a global view on the subject;

• integrate the concepts, principles and theories they have studied during their course work and

• display the required knowledge to undertake and complete their research project successfully;

• present and defend their written work orally.

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1.7.2 Components There are two parts to the comprehensive exam:

a) a written component of two questions and b) an oral defence.

a) The written component consists of answering:

• one compulsory question that focuses on epistemologies and methodology exploring a contemporary issue in education, and

• one of two optional questions; these questions are related to a selected field and broader issues in education or the thesis topic.

b) The oral component, takes place after the written component is evaluated as successful. The oral component consists of presenting the answers to the two questions orally and answering questions posed by committee members.

1.7.3 Committee Committee members are selected by the thesis supervisor(s) in consultation with the student. The comprehensive exam committee is normally made up of two professors, at least one of whom must be a member of the FGPS. One member may be a professor from outside the Faculty of Education if they are a member of FGPS. The thesis supervisor(s) are not normally a member of the exam committee. Some variation on these guidelines may be permitted with the approval of the Director of Graduate Studies.

1.7.4 Procedures a) The thesis supervisor(s) are responsible for organizing the Comprehensive Examination by

bringing together thesis committee members. The student prepares a list of readings which are approved by the thesis supervisor(s) and the members of the comprehensive examination committee.

The purpose of the reading list is to:

• guide the student in answering the questions during the exam; • assist the committee members in forming the questions; • create a common forum for discussion during the oral component of the exam; and • provide historical and current perspectives on the issues related to the student’s area of

study. b) As the student is completing his or her readings, the thesis supervisor(s) and members of the

committee write the questions for the comprehensive exam. The student should be consulted as part of this process. The thesis supervisor(s) send the questions to the GSO. The Director of Graduate Studies will provide feedback on the questions within two weeks.

c) Once the final version of the exam is approved, the GSO completes the exam instruction

sheet and sends it to the thesis supervisor(s) for final approval 14

d) The GSO sends the instructions and the exam to the student by e-mail attachment, and it

contains the following information: • the deadline date and time; • the questions; and • the link to the “Comprehensive Exam Evaluation Grid”. This form contains the

evaluation criteria (form and substance). e) The student has a maximum of one (1) month (4 weeks) to complete the written part of the

exam. The text must be submitted directly to the GSO by the specific date and time. The student must submit one copy for each member of the committee, one copy for the thesis supervisor(s) and one copy for the GSO. ***Failure to meet the deadline, without prior arrangements, constitutes a failed grade. Please note that to be fair to all students, no exams will begin in December because the required 4 consecutive weeks are not available in the University Calendar.

f) In the event of unforeseen circumstances that interfere with the ability to write the exam, such as medical emergencies, students should contact the Graduate Studies Office for guidance. Documentation of the circumstances may be required.

1.7.5 Resources to help students in their preparations

The primary resource for students is their supervisor(s), as well as the members of their committee. To assist students in their preparations, the Graduate Studies Office has the following resources which may be consulted on request (i) a compilation of sample comprehensive exam questions used in the past (ii) annotated examples of extracts from comprehensive exam responses.

1.7.6 Evaluation of the written component In addition to the criteria in the evaluation grid in the form “Comprehensive Exam Evaluation Grid” the text must follow the usual conventions governing the presentation of research papers, specifically those of the American Psychological Association (APA), the Modern Languages Association, or the University of Chicago Press, as appropriate to the disciplines involved. The following points require special attention. a) Length of Answers. Although length by no means indicates quality and certainly plays no

role as a criterion of quality, answers for each question should be between 3500 and 4000 words. The text must be typed, spaced at 1.5 and in a Times New Roman 12-point font. Pages must be numbered and printed on one side only.

b) Personal Synthesis. The answers should be such that they show the ability to analyse,

synthesize, and develop logical lines of reasoning. The student must demonstrate a thorough knowledge of the fields about which he or she is writing.

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c) Quality of Written Language. The student may write in either French or English. The quality of written language is essential; the committee members may reject any exam containing numerous grammar, spelling, or syntax errors.

d) The committee has two (2) weeks to evaluate the written portion of the exam using the form

“Comprehensive Exam Evaluation Grid”. The thesis supervisor(s) also receive a copy of the written portion, although he/she does not evaluate it.

Each committee member must evaluate the answers to the two questions and must include comments for each question. While the evaluation is in progress, it is important to avoid any discussion about the examination with the thesis supervisor(s), the other committee members and the student. Each member of the committee must fill in the Comprehensive Exam Evaluation Grid and submit it to the GSO. Each member declares one of the following verdicts: • the written portion of the Comprehensive Exam is accepted for oral defence, or • the written portion of the Comprehensive Exam does not satisfy the requirements.

e) The GSO sends a copy of each committee member’s completed Comprehensive Exam

Evaluation Grid to the thesis supervisor(s). (If at this point the thesis supervisor(s) disagree with the outcome, they should immediately signal this view to the Director of Graduate Studies.)

f) The thesis supervisor(s) meet with the student to give him or her a copy of the committee

members’ comments about the written exam.

g) If the responses to the two questions are evaluated as satisfactory, the student prepares for the oral defence.

h) Should a student’s written response be deemed unsatisfactory for either of the two questions

by one or more of the evaluators, the Director of Graduate Studies must organize a meeting with the committee members and the thesis supervisor(s) to discuss the evaluations of the written component of the exam. (Such a meeting will also be held if the supervisor(s) signal their disagreement with the outcome of the evaluation in (e).) If, after this meeting, one or more of the evaluators finds one or more of the questions unsatisfactory, this constitutes a failure and the student may not proceed to the oral defence. The mark NS will be recorded on the student’s transcript. The members of the committee must provide written feedback on the answers to the questions.

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1.7.6.1 Supplemental Examination The student who fails the written component of the Comprehensive Exam has the opportunity to write a supplemental examination. If the student chooses to do the supplemental examination, he or she must re-register for EDU 9998. The student has up to one more full session to prepare for the exam and take it again. For the supplemental examination, the same conditions apply: a) The committee must follow these conditions:

• If the student failed the required question in the first attempt, then one new required question must be prepared.

• If the student passed the required question and failed the optional question, then two new optional questions must be written.

• If the student failed both the required question and the optional question, then the entire exam must be re-written. It will consist of one new required question and two new optional questions.The student should be consulted as part of the process of preparing the questions.

The thesis supervisor(s) send the questions to the GSO. The GSO Program Director will provide feedback on the questions within two weeks. b) Once the final version of the exam is approved, the GSO completes the exam instruction

sheet and sends it to the thesis supervisor(s) for final approval.

c) The GSO sends the instructions and the exam to the student by e-mail attachment, and it contains the following information: • the deadline date and time; • the new question(s); and • the link to the “Comprehensive Exam Evaluation Grid” This form contains the evaluation

criteria (form and substance).

d) The student has a maximum of one (1) month (20 working days) to answer the questions. The text must be submitted directly to the GSO by the specific date and time. The student must submit one copy for each member of the committee, one copy for the thesis supervisor(s) and one copy for the GSO. ***Failure to meet the deadline, without prior arrangements, constitutes a failed grade.

e) The members of the committee will have two weeks to evaluate the

supplemental examination using the form “Comprehensive Exam Evaluation Grid”. The thesis supervisor(s) also receive a copy of the written portion.

Each committee member must evaluate the answers to the two questions and must include comments for each question. While the evaluation is in progress, it is important to avoid

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any discussion about the examination with the thesis supervisor(s), the other committee members and the student. Each member of the committee must fill in the form and declares one of the following verdicts: • the written portion of the Comprehensive Exam is accepted for oral defence, or • the written portion of the Comprehensive Exam does not satisfy the requirements.

The form must be submitted to the GSO.

f) In the event of unforeseen circumstances that interfere with the ability to write the exam,

such as medical emergencies, students should contact the Graduate Studies Office for guidance. Documentation of the circumstances may be required.

g) The GSO sends a copy of each committee member’s completed Comprehensive Exam

Evaluation Grid to the thesis supervisor(s). The same conditions and procedures for assembling the committee set out in 1.7.6 apply.

The thesis supervisor(s) meet with the student to discuss the comments from the members of the comprehensive exam committee.

If the student fails the written component a second time, he or she must withdraw from the program. If the student passes the supplemental exam, he or she may advance to the oral component of the exam.

h) The student has only one opportunity to re-take the written component of the exam.

1.7.6.2 Evaluation of the Oral Defence a) The thesis supervisor(s) set a date and time for the oral defence when the evaluation of the

written component of the comprehensive exam is positive. b) This defence normally takes place no later than ten (10) working days after all the evaluators

have submitted their reports on the written portion of the exam. c) The aim of the oral defence is to:

• clarify issues, • explore personal stance, • participate in discussion, and • verify authorship.

The committee may ask the student to summarize, defend, clarify, nuance, correct, or complete the answers provided in the written portion; to clarify generalizations based on the

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ideas expressed; or to show the links between the ideas expressed in the written exam with contradicting or complementary concepts in the discipline.

d) The general criteria for evaluating the oral component of the examination are: • depth of knowledge of subject matter, • ability to critically analyse the material, • ability to synthesize the material, and • ability to express ideas and arguments orally.

e) The committee awards a grade of S (satisfactory) or NS (non-satisfactory) for the whole of

the comprehensive examination using the form “Report on the Oral Component of the Comprehensive Exam” and the form “Report on Comprehensive Examination” (available from the GSO) which will be forwarded to FGPS by the GSO. The thesis supervisor(s) will submit the completed forms to the GSO.

f) If the student passes the written examination in the first attempt, but fails the oral component,

then the student will be given the opportunity to try the oral component a second time. The members of the committee should provide written feedback on the answers to the questions. The mark of NS will be recorded on the student’s transcript. There will be no new written exam questions to be answered.

g) If the student chooses to try the oral examination a second time, he or she must register for

EDU9998 for one more session. The student indicates to the supervisor(s) when he or she is ready to try the oral examination a second time and a date is arranged.

h) If the student passes the second attempt at the oral examination, he or she passes the

comprehensive examination and the mark of S will be recorded on the student’s transcript. i) If the student fails the second attempt at the oral component, he or she must withdraw from

the program.

j) If the student passes the second attempt at the written exam and passes the oral component, the mark of S will be recorded on the student’s transcript and the student may continue in the program.

k) If the student passes the second attempt at the written exam and fails the oral component,

then he or she fails the comprehensive examination and must withdraw from the program

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2. Chapter II - The Thesis Project 2.1 The Research Topic The research topic may be chosen by the student or proposed by the thesis supervisor(s), but must be accepted by both. An appropriate research topic corresponds to the research interests of the student and to the areas of specialization of the thesis supervisor(s). The research topic proposed should clearly be related to the field of education. The words used in the title must have a link to education. This is beneficial to the student since his or her thesis will be more accessible to other researchers. The research topic must be registered at the FGPS. To this effect, the academic secretariat of the Faculty sends the form entitled, “Registration of Thesis Topic ” to the student. Students must have a thesis topic by the end of the third session of studies. The form will be signed by the student’s supervisor(s), the GSO Program Director and the student. The FGPS will confirm that the thesis topic has been registered. 2.2 The Thesis Committee The thesis supervisor(s) choose a thesis committee to help supervise the thesis. The thesis committee is composed of the following members: a) the thesis supervisor(s); and b) at least three other professors who have expertise in substantive areas (as opposed to

methodological expertise) related to the thesis project. Two of these professors must be members of the FGPS and one member may be from another faculty.

The thesis supervisor(s) submit the “Committee Member List” form to the GSO Program Director for approval. The form includes the names of the committee members and research topic. If a committee member is from outside the university, the supervisor should submit a copy of their CV with the Committee Member List for approval. The thesis supervisor(s) inform the student in writing of the thesis committee members.

2.2.1 Role of the Thesis Committee The role of the thesis committee is to:

a) provide input to the student on the thesis project; b) attend thesis committee meetings with the student to discuss the research proposal;

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c) two weeks (10 working days) before the seminar, complete and submit for approval the

form “Approval of the Thesis Proposal” provided by the GSO; d) attend the thesis seminar; e) read and give feedback on the draft of the thesis; and f) act as the university’s jury members for the thesis defence.

2.2.2 Responsibilities of the Thesis Supervisor: The thesis supervisor’s responsibilities consist of: a) organizing at least one meeting with the thesis committee, to discuss their comments and

recommendations and to complete the “Approval of the Thesis Proposal” form. (The student is present at the meetings.);

b) in collaboration with the thesis committee, determining when the student is ready for the

thesis seminar; c) ensuring that the student uses an appropriate writing style and format for a thesis in

education; and d) helping the student prepare the application for the Research Ethics Board. If, for any reason, one or several members of the PhD thesis committee must withdraw, the GSO must be informed accordingly. The thesis supervisor will, in consultation with the student, find new members. In certain circumstances, the thesis supervisor may request that a member withdraw from the committee. If disagreement persists, the GSO will resolve the matter. 2.3 The Thesis Proposal Registration to EDU9997 is mandatory until presentation of the thesis proposal. The student prepares a research proposal of twenty (20) pages maximum (tables and references not included), spaced at 1.5, paginated, in Times New Roman 12-point font, margins at 2.5 and printed on one side only. This document generally contains: a theoretical framework and/or a conceptual framework, a review of literature, a description of the problem, research questions, a methodological framework (e.g., design, participants, instruments, procedure, and analyses), the contribution of the research to the field of education, and an appropriate and exhaustive reference section. The order of these components may vary.

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There is no evaluation grid for the thesis proposal. The committee members give their written comments to the thesis supervisor before the seminar. The student must give an oral presentation of his or her proposal, which is called the thesis seminar. 2.4 The Thesis Seminar The thesis seminar is an opportunity for the student to present the thesis project to professors of the Faculty and to receive advice that will contribute to the quality of the thesis. The thesis seminar is open to all professors and students of the Faculty and the general public. 2.4.1 Preparing for the Thesis Seminar It is the responsibility of the student to submit all the documents related to the thesis seminar to the Graduate Studies Office (LMX 328). The student prepares and submits an electronic copy of the thesis proposal and a one page abstract to the GSO. He or she also prepares a paper copy of the thesis proposal and abstract for the thesis supervisor(s), each committee member and the Chair. The student must also prepare 10 paper copies of the abstract for the audience. All these copies must be submitted to the GSO in LMX 328. This abstract includes: the title of the project, the degree sought, the name of the student, a summary of the project, the names of the members of the thesis committee, the date, time and place where the seminar will be held and the room where a copy of the abstract may be obtained (LMX 328). The student must also submit the form “Approval of the Thesis Proposal” which has been completed by the committee members with the copies of the proposal and the abstract to the GSO at least two (2) weeks before the tentatively scheduled seminar date. Failure to meet the two-week deadline may result in a postponement of the thesis seminar. Professors and students may obtain a copy of the abstract at the GSO. Members of the thesis committee are expected to attend. If a member cannot attend, he or she is required to send comments and/or questions to the GSO. The GSO selects the date of the defence in consultation with the members of the jury and the student and communicates the date, time, and location to all of the members. Theses seminars are public events. They are publicized through notices posted on the graduate studies bulletin board located on the first floor and on the faculty website, under the heading Graduate Studies – theses.

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2.4.2 Seminar Procedures The purpose of a seminar is to present the student’s research to the community. The seminar follows these steps. a) A professor chairs the thesis seminar. b) The student makes an oral presentation of the research proposal. This presentation should

be between 15 and 20 minutes.

c) Committee members are then invited to ask the student questions and offer comments and recommendations that are deemed helpful to the research for a maximum of 20 minutes.

d) The professors (i.e., faculty members, excluding committee members) may then ask

questions.

e) Afterwards, other members of the assembly (who are not professors or members of the committee) may then ask their questions.

f) After the question period, the Chair asks the student and the members of the audience

who are not professors, to step outside the room while professors discuss any problems that have arisen and make further recommendations. In the light of these discussions, the thesis committee makes one of the following decisions:

Option 1:Satisfactory: The student is allowed to proceed with the research as proposed; Option 2:Satisfactory: The student is allowed to proceed with the research under the condition that minor modifications are incorporated under the supervision of the thesis director; Examples of minor modifications: -Addition of new references -Minor revisions to the methodology Option 3:Satisfactory: The student is allowed to proceed with the research under the condition that major modifications are incorporated under the supervision of the thesis director; Examples of major modifications: -Extensive revisions to the theory and/or conceptual framework -Important references are missing -Addition of a section for definition of terms -Major change or addition of data collection methods

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Option 4:Non-Satisfactory: The student is not allowed to proceed with the research project. In this case, reasons for the decision are specified, the student must submit a revised proposal to the thesis committee and another seminar will have to take place.

g) The Chair asks the student and the audience to return to the room. h) The Chair is responsible for

• communicating the decision to the student and the assembly, • completing and signing the form, “Evaluation of the PhD Thesis Seminar; and • if required, indicating the modifications required in the appropriate section of the

form.

The evaluation form must be signed by all members of the committee including the thesis supervisor(s). The Chair submits the form immediately to the GSO. A copy of this document will be placed in the student’s file; 2.5 Ethics Approval Once the research proposal is accepted at the seminar, the student applies for ethics approval for the research project from the University of Ottawa’s Research Ethics Board. This approval is necessary for any research project involving human subjects. Failure to comply with this requirement will result in severe academic sanctions. For information on how to apply for ethics approval consult their website. The student must also submit a copy of the form “Evaluation of the PhD Thesis Seminar”as proof of successful completion of the thesis proposal. 2.6 The Thesis A doctoral thesis must make a significant contribution to knowledge in a field of study, embody the results of original investigation and analysis, and be of such quality as to merit publication. The contents of the thesis must follow a rigorous framework under the guidance of the thesis supervisor(s). Rules of academic writing are specific to each discipline; as such the best advice on this subject will come from the thesis supervisor(s) who know the particular conventions in the domain and who will indicate to the student the readings suited to the project, as well as the most suitable type of thesis. There are two types of theses approved by FGPS:

a) the standard monograph thesis, or b) the thesis with articles prepared for publication in peer-reviewed scholarly journals.

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Once the thesis proposal has been accepted the student must remain registered for EDU9999 PhD thesis until depositing the thesis for final evaluation before the defence.

2.6.1 Monograph thesis The PhD monograph thesis: A PhD thesis should generally be between 250 and 300 pages, typed in Times New Roman 12 point font, line spacing at 1.5 and margins at 2.5. The manuscript should be paginated, printed on one side only and should not be bound.

2.6.2 Parts of the manuscript a) End-pages are blank pages placed at the beginning of the manuscript and at the end. They

are not counted for pagination. b) The title page containing information that is essential to the identification of the thesis,

namely: the title and sub-title, the degree, the name of the student, the name of the Faculty, the University, the date of submission, and the copyright sign (©). The title is an important aspect of the thesis because it will be used for classification and publication.

c) Acknowledgments are an expression of appreciation from the student for the guidance of

the thesis supervisor(s) and for certain persons or granting agencies that have helped him or her in a significant way.

d) The dedication (Optional) is a tribute rendered by the student to a person of his or her

choice. e) The abstract is a brief (300 word maximum), comprehensive summary of the contents of

the thesis including the research question, method, results, general conclusions and contribution of the research to the field of education. The abstract needs to be readable, well organized, self-contained, accurate, concise and contains no references, argumentation or evaluative remarks. The FGPS recommends that the abstract be written in both English and French.

f) The table of contents indicates the structure of the thesis (parts, sections and sub-sections)

by listing the appropriate titles and sub-titles and page numbers. g) The list of tables and figures (if applicable) presents, in the order in which they will

appear, the title of each table and figure contained in the thesis. Each list is presented on a separate page.

h) The list of acronyms and abbreviations (if applicable) gives, in alphabetic order, the

acronyms and abbreviations used in the thesis, along with their meaning. On this subject, a word of caution: overuse of acronyms and abbreviations render the work very difficult to read.

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i) The introduction may take many forms, but in general, the introduction presents the

hypothesis or thesis statement and a brief overview of the research. j) The body of the thesis. k) The list of references gives, in alphabetical order (or in the order particular to the specific

discipline), the titles of documentary sources used in the research. l) The appendices (if applicable) present certain documents containing raw data, such as

questionnaires or any other text meant to provide supplementary information without distracting from the line of argument of the thesis. Appendices should each have their own title.

m) The index (Optional) facilitates tracing of the key concepts of the thesis, and the names of

authors quoted in the main text.

2.6.3 Thesis with articles The student who wishes to write a thesis with articles must notify and obtain approval from his or her thesis supervisor(s). Such a request must also receive approval from the thesis committee members and the director of graduate studies by completing the “Approval of the Thesis Proposal’’ form. The requirements for a thesis with articles are listed below.

1. Normally, three articles of the same value and quality of a monograph, with the student as the first or principal author and has contributed at least 2/3 of the content and writing of each article. If an article has more than one author, the student must describe his or her contribution to it. These articles are judged to be equivalent to a doctoral thesis.

2. The articles can be published during the course of the program, may be submitted or be

ready to be submitted for publication before the defence.

3. If one or more articles are already published, a copy of the articles as published in the journal(s) must be included in the thesis with the permission of the journal. If the members of the committee require additions or revisions, they must be added in an appendix, as an article already published may not be modified.

4. The manuscripts should be typed in 12 point font and spaced at 1.5 with margins at 2.5. They should be paginated, printed on one side only and should not be bound.

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2.6.4 Parts of the thesis with articles A thesis that consists of a series of articles must be coherent and well structured. To this purpose, the thesis must include the following: a) The title page containing information that is essential to the identification of the thesis,

namely: the title and sub-title, the degree, the name of the student, the name of the Faculty, the University, the date of submission, and the copyright sign (©). The title is an important aspect of the thesis because it will be used for classification and publication.

b) Acknowledgments are an expression of appreciation from the student for the guidance of

the thesis supervisor(s) and for certain people or granting agencies that have helped him or her in a significant way.

c) The dedication (Optional) is a tribute rendered by the student to a person of his or her

choice. d) The abstract is a brief (300 word maximum), comprehensive summary of the contents of

the thesis including the research question, method, results, general conclusions and contribution of the research to the field of education. The abstract needs to be readable, well organized, self-contained, accurate and concise. It contains no citations, no development, and no evaluative considerations. The FGPS recommends that the abstract be written in both English and French.

e) The table of contents indicates the structure of the thesis by listing the different parts of the

thesis with pagination. f) The list of tables and figures (if applicable) presents, in the order in which they will

appear, the title of each table and figure contained in the thesis. Each list is presented on a separate page.

g) The list of acronyms and abbreviations (if applicable) gives, in alphabetic order, the

acronyms and abbreviations used in the thesis, along with their meaning. On this subject, a word of caution: overuse of acronyms and abbreviations render the work very difficult to read.

h) The introduction presents the thesis topic and how the articles that comprise the main body

of the text will address the topic. The substantial introduction will describe the research context, clarify the research topic and problem, the purpose, the research questions or hypotheses, the theoretical framework, the methodology, and some results or findings;

i) The series of articles included in the thesis. They must contain all the components of the

article (i.e., introduction, body of the article, conclusion, references, etc.). Each article constitutes a separate chapter.

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j) The conclusion presents a general discussion and conclusion, which integrates the material addressed in the articles and provides a global summary and analysis;

k) The list of references gives, in alphabetical order (or in the order particular to the specific

discipline), the titles of documentary sources used in the research. l) The appendices (if applicable) present certain documents containing raw data, such as

questionnaires or any other text meant to provide supplementary information without distracting from the line of argument of the thesis. Appendices should each have their own title.

m) The statement of contributions of collaborators and/or co-authors, which clearly

distinguishes the contributions of the student from those of all other collaborators or co-authors, and identifies in detail all other contributions. To misrepresent the contributions of collaborators to joint work would constitute academic fraud and would be subject to the sanctions prescribed by the University;

n) The index (Optional) facilitates tracing of the key concepts of the thesis, and the names of

authors quoted in the main text.

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3. Chapter III - Final Phase 3.1 Feedback on the Thesis before Submission to the GSO It is important that the members of the committee read the thesis before deposit at the GSO. When the supervisor(s) and the student both feel the draft of the thesis is ready to be reviewed by the committee, the candidate provides each member of the committee with a copy of the draft. The members have 15 working days to provide feedback. The thesis supervisor(s) usually organize a meeting with the student and the members of the committee to discuss their feedback. The thesis supervisor(s) submit the “Approval of the Thesis Deposit” form to the GSO. The candidate makes revisions and submits the corrected version to the Graduate Studies Office before proceeding to the formal evaluation of the thesis. 3.2 Composition of the Jury A thesis examining board consists of no fewer than four and no more than seven members. The thesis director is not included in the number of jury members and is not allowed to vote. (General Regulations, FGPS, 5.1, b)

3.2.1 Proposing the List of Examiners One month before the student deposits the thesis, the supervisor(s) complete the “List of Examiners for the Evaluation of the Thesis” form and submits it to the GSO. The list includes the names of two (2) possible external examiners and their curriculum vitae and three (3) internal examiners. For more information please refer to the FGPS general regulations.

The proposed external examiner should be at arm’s length from the PhD candidate, from the thesis research and from the thesis supervisor(s). Examiners must be seen to be able to examine the student and the thesis at arm’s-length, free of substantial conflict of interest from any source. The test of whether or not a conflict of interest might exist is whether a reasonable outside person could consider a situation to exist that could give rise to an apprehension of bias.

There is a conflict of interest when:

• A proposed external examiner is, or was in the last six years, from the same university, organization or department, or belongs or belonged, in the last six years, to the same research unit as the supervisor(s) or candidate; or

• There is an administrative or family link between the proposed external examiner and the supervisor(s) or candidate (e.g., head of the department, dean of the faculty, etc.); or

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• A proposed external examiner is an industrial or government representative who is or was in the last six years directly involved in collaborative activities with the supervisor(s) or candidate; or

• A proposed external examiner is a former research supervisor or graduate student of the supervisor or candidate or has collaborated or published with the supervisor(s) or candidate within the past six years.

This list, while not exhaustive, illustrates the nature of potential conflicts to be avoided. The candidate's program must take reasonable steps to avoid recommending an examiner whose relationship with the candidate or supervisor(s) could be seen as jeopardizing an impartial judgment on the thesis.

In signing the form with the names of the proposed examiners, the chair of the academic unit or delegate is indicating that, to the best of their knowledge, no conflict of interest exists. (FGPS Thesis Regulations, 5.1 c.)

For more information please refer to the FGPS general regulations. 3.3 Depositing the Thesis The thesis supervisor completes the form, “Statement of Thesis Supervisor” no later than the date the student deposits the thesis. This form indicates that the supervisor(s) have examined the thesis and considers it acceptable for submission to the jury. The form should be submitted to the GSO and will then be sent to the FGPS. The form may be obtained from the GSO or on the FGPS website. The student deposits copies of the thesis at the GSO for the internal and external members of the jury as well as a copy for the chairperson. Each member of the jury evaluates the thesis independently. They do not communicate to one another, the student, or the thesis supervisor(s) about the evaluation. 3.4 Evaluation of the Thesis A doctoral thesis brings a significant contribution to knowledge, embodies the results of original investigation and analysis, and is of such quality as to be publishable in scholarly journals or books. Whether the thesis is presented as a monograph or as articles, the criteria for the examination are the same. In either case, the thesis must be presented in a coherent and well-structured manner. The publication or acceptation of publication of the articles by a scholarly journal must not influence the decision of the jury.

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The criteria for evaluating a thesis as established by the FGPS are:

1. understanding of the topic and its contribution to knowledge; 2. research methodology; 3. evaluation of results and validity of conclusions; 4. general organization, literary form, and material presentation of the thesis (monograph or

with articles); 5. revisions deemed necessary to make the thesis acceptable; and 6. general comments.

3.4.1 Evaluation Reports a) Each jury member has 6 weeks (30 working days) to evaluate the thesis. b) Each jury member sends the “Thesis Examiner’s Report” to the GSO along with written

comments. c) The jury member will communicate one of the following verdicts:

1. The thesis is accepted for the defence. 2. The thesis is accepted for the defence but must be revised after defence.

3. The thesis cannot be accepted for the defence and must undergo extensive revision before

defence to ensure it meets the above criteria.

4. The thesis fails to meet the standards required for the degree. For more information, please consult the document, “Thesis Examiner’s Report”. The GSO sends the evaluators’ comments to the supervisor(s) and the student (anonymously). It is the thesis supervisor(s)’ responsibility to meet with the student to discuss the comments and help him or her prepare for the defence. A thesis may not be defended if two jury members are opposed to it. If one of the jury members has serious reservations concerning the thesis, the matter will be referred to the Dean of the FGPS. A student whose thesis is not recommended for the defence following a second reading must withdraw from the program. 3.5 Organization of the Defence When the reports have been received and they indicate that the thesis is accepted, the GSO organizes the defence.

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The GSO selects the date of the defence in consultation with the members of the jury and the student and communicates the date, time, and location to all of the members. The FGPS is responsible for nominating the Chair of the defence. The Chair will receive a copy of the thesis, the evaluation reports and any other documents required from FGPS. Theses defences are public events. They are publicized through notices posted on the graduate studies bulletin board located on the first floor and on the faculty website, under the heading Graduate Studies – theses. Please consult FGPS’s policy on thesis defence by videoconference. For more information about the evaluation criteria, the nomination of the jury, the evaluation process, the verdicts, the defence, and the final deposit, please consult the FGPS’ general regulations section G (Thesis Regulations).

3.5.1 Preparation of the defence a) Before the defence and in the absence of the student, the Chair of the jury meets briefly with

the jury members and the thesis supervisor(s) to discuss any difficulties arising from the jury members’ reports.

b) The Chair explains to the jury members the procedures to be adopted. With the members, the

Chair determines the sequence in which the jury members will question the student and the time allocated to each jury member for questioning. A second round of questions may be appropriate. The members of the jury may choose to let the audience ask a few questions.

c) All the jury members are expected to be present at the defence. However, if a member is

unable to attend and has prepared a list of questions, the Chair may ask one of the members who are present to ask the questions of the student during the defence.

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3.5.2 Presentation and Discussions a) The Chair begins the oral defence by inviting the candidate to present the subject of the

thesis. The time allotted for this purpose is specified by the Chair. (10 to 20 minutes is usually sufficient.)

b) The Chair invites the jury members, in a previously determined sequence, to question the

student on the thesis. c) The thesis supervisor(s) are given the opportunity to comment or ask questions. d) Members of the public are also invited to ask questions.

3.5.3 Deliberations a) The Chair asks the student and all other persons who are not members of the jury to step

outside the meeting room. The thesis supervisor(s) remain in the room. b) Using these forms, “Report of the Jury”, the jury renders its decision in one of the following

verdicts below: (Please see the back of the “Report of the Jury” Thesis Defence form for a detailed description of each verdict.)

Verdict 1: The thesis is accepted for the degree. After the defence, copies of the thesis are given back to the student so that he or she may make some final corrections. The thesis supervisor(s) will ensure that all corrections are made and will attest to it in writing. This attestation must accompany the final deposit of the thesis on this form “Approval of The Final Version of The Thesis byThe Supervisor and TheCo-Supervisor” This form must be sent to FGPS before the electronic thesis deposit or as soon as it is finalized. Verdict 2: The thesis must be revised. Either the thesis supervisor(s) or one of the jury members is entrusted with the task of insuring that proper revisions to the thesis are made. A signed attestation, stating that all necessary corrections have been made, must accompany the final deposit of the thesis “Approval of The Final Version of The Thesis byThe Supervisor and TheCo-Supervisor” This form must be sent to FGPS before the electronic thesis deposit or as soon as it is finalized. Verdict 3: The thesis must be revised and undergo the evaluation and defence process again from the beginning with the same jury members (except for necessary replacements). The student must review his or her thesis and deposit the revised version. The FGPS will send the revised manuscript to the jury members who must again complete the form “Statement of the Thesis Supervisor”, and should they accept it, a new defence date will be set. A student who is not recommended for the degree after the second defence must withdraw from the program. Verdict 4: The thesis is unacceptable and the student must withdraw from the program. The Chair returns the copies of the rejected thesis to the FGPS.

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Where the jury cannot agree on a decision, the Chair will report this to the Dean of the FGPS, who will refer the matter to the Executive Committee of the FGPS. The jury member who does not agree with a majority decision may register his disagreement with the FGPS.

3.5.4 Proclamation The Chair invites the student and those in attendance to re-enter the room and immediately communicates the decision of the jury. The Chair has the jury members and the thesis supervisor(s) sign the “Report of the Jury form.

3.5.5 Revisions The times allowed for revisions are as follows:

• In the case of Verdict 1, one month; • In the case of Verdict 2, a maximum of one session; • In the case of Verdict 3, if the required revisions cannot be made in one session, the

student must maintain his or her registration up to the time when the thesis is again ready for submission.

3.6 Final Submission For final submission, the student must: a) obtain the form entitled “Approval of The Final Version of The Thesis by The Supervisor and

The Co-Supervisor” completed by the supervisor and the co-supervisor on which the thesis supervisor attests that the student has made the requested changes;

b) submit the following forms to FGPS: “Approval of The Final Version of The Thesis by The

Supervisor and The Co-Supervisor”, “Registration for Degree and Request for Diploma” and “Theses Non-Exclusive License” in person or by e-mail at thesis@uottawa.ca.

c) submit the thesis electronically. For more information on electronic thesis submission please visit FGPS’ website.

3.7 Obtaining the Degree When the FGPS has verified that a student has completed all the requirements of the degree, it recommends to the Senate of the University that the degree be conferred. Students wishing to receive their official degree from the University must complete a form entitled “Registration for Degree and Request for Diploma” or complete the registration online (the form may change without notice). Those wishing to receive the degree in praesentia during the convocation ceremony must complete the form no later than March 1st for the spring convocation and no later than September 1st for the Fall convocation. Students registering for the degree in absentia will receive their degree through the mail once the Senate has conferred it.

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3.8 Publication When registering for a graduate program at the University of Ottawa, students implicitly agree to the use of their theses for research purposes. At the time of final submission, they sign a document consenting that their thesis will be made available for loan and for consultation in accordance with University regulations and allowing the University of Ottawa, its successors and assignees, to make copies at cost for libraries or scholars. The right to publish the thesis (as a monograph or in the form of articles) by any other means or to sell it to the public remains the responsibility of the thesis author. The thesis will appear in the Dissertation Abstracts International and will be available on microfilm or hard copy. Once deposited in the University or National Library, the thesis becomes a public document although copyright remains with the student.

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