Your thesis oral exam carries tasks before and after the date. Some are date sensitive. Skip any you have already completed. The chart below places each task against the exam date.
flowchart TD
START(["Exam date confirmed"])
N1["<b>Right away</b><br/>Apply for graduation in Student Centre<br/>Send the Graduate Student Info Sheet to the office"]
N2["<b>Before the exam date</b><br/>Complete the second Research Seminar Presentation<br/>Check the thesis against the Thesis Guidelines"]
N3["<b>3 weeks before</b><br/>Email the thesis to every examiner<br/>Copy the ESE Graduate Office"]
N4["<b>1 day before</b><br/>Email the slides to every examiner"]
HY["Hybrid exam<br/><i>Set up the remote connection before the presentation starts</i>"]
EXAM(["<b>Oral exam</b><br/>15 minute presentation"])
A1["<b>Revisions</b><br/>Review the FGS thesis submission instructions<br/>Make the revisions the committee asked for"]
A2["<b>Signatures</b><br/>Thesis Approval from the examining committee<br/>Notice of Completion from the supervisor<br/>Thesis withhold form if it applies"]
A3["<b>Office approval</b><br/>Signed documents to the ESE Graduate Office<br/>It obtains the GPD signature and returns them"]
A4["<b>Thesis submission</b><br/>Follow the FGS instructions"]
A5["<b>Desk and keys</b><br/>Clear your space and arrange returning your keys"]
DONE(["Records cleared"])
START --> N1 --> N2 --> N3 --> N4 --> EXAM
HY -.-> EXAM
EXAM --> A1 --> A2 --> A3 --> A4 --> A5 --> DONE
classDef milestone fill:#ffffff,stroke:#16335f,stroke-width:1.5px,color:#1b2330
classDef support fill:#f5f7fb,stroke:#8a94a3,stroke-width:1px,color:#5b6675
classDef terminus fill:#16335f,stroke:#16335f,stroke-width:1.5px,color:#ffffff
class N1,N2,N3,N4,A1,A2,A3,A4,A5 milestone
class HY support
class START,EXAM,DONE terminus
Tasks before the exam
Graduation application
Apply for graduation through Student Centre right away. The portal is not always open. Monitor Student Centre and apply as soon as it opens again.
Graduate Student Info Sheet
Complete the Graduate Student Info Sheet and send it to the ESE Graduate Office right away.
Research seminar
Complete your second Research Seminar Presentation before the exam date if you still owe one. Schedule it according to the seminar guidelines.
Thesis format
Check your thesis against the Thesis Guidelines.
Thesis distribution
Email your thesis to every examiner three weeks before the exam date. Copy the ESE Graduate Office.
Presentation slides
Email your slides to every examiner one day before the exam.
Exam day
The presentation is 15 minutes. For a hybrid exam, arrive early enough to set up the connection with examiners attending remotely.
Tasks after the exam
Submission forms
Review the FGS thesis submission instructions. They list the forms to prepare or obtain from your supervisor.
Signed documents
Make the revisions the committee asked for. Then contact your supervisor to arrange the signatures. The examining committee signs the Thesis Approval. Your supervisor completes and signs the Notice of Completion. A thesis withhold form applies in some cases. Attach the supporting document for the option you select on that form.
Office approval
Send the signed documents to the ESE Graduate Office. The office obtains the Graduate Program Director’s signature and returns the documents to you.
Thesis submission
Follow the FGS instructions to complete your thesis submission.
Desk and keys
Clear your assigned desk or office space after you submit the thesis to FGS. Contact the department office to arrange returning your keys and clearing your records.
Source
This checklist covers the ENEL graduate program in the Department of Electrical and Software Engineering. Faculty of Graduate Studies rules govern thesis submission. Check the current department program resources page and the current FGS instructions before relying on any step here.