Examination Committee Creation PHD CCAP
See Chapter IV, heading Doctor of Philosophy, subheading Department Regulations
The student’s advisor in responsible for establishing the Examination Committee. It is important that the student does not directly contact the External Examiner. Once the student has an initial draft of the thesis ready for evaluation by their Advisory Committee, the advisor should begin establishing the Examination Committee.
1. They should forward a list of three potential External Examiners to the Graduate Secretary who will verify that the examiners are not currently on record with graduate studies (i.e., are not already taking part in the University of Guelph committees).
2. Provided that the Graduate Secretary and Advisor cannot identify any conflicts of interest, the Advisor will informally contact externals, verifying with them their availability, and that they are not planning to be serve on any other University of Guelph committees before the Final Oral Examination.
3. The Advisor will then identify the remaining committee members, verifying that each does not have any joint projects with the External Examiner.
4. The full list of proposed Examination Committee members should then be forwarded to the Department Chair (CC’ing the Graduate Secretary), for formal approval.
5. Once the External Examiner has been formally approved, the Advisor will obtain the examiners address, phone number, email address, availability for the defense over several weeks, and whether they are planning to attend the Final Oral Examination in person or by video conference.
**All members of the Examination Committee must receive a copy of the final draft of the PhD Thesis (i.e., which include the corrections requested by the Advisory Committee) at least one month (four weeks) before the date of the PhD Thesis Public Lecture & Examination.
Look for "Area-specific examination committee creation" below CONTENTS for area-specific guidance if it exists.