Continuing on the PhD Register

It is required that students confirm their continuation on the Ph.D. register at the beginning of the second year. This process of academic assessment represents an important step in a student's postgraduate education, and demonstrates a serious commitment by both the student and the Department to successfully completing the Ph.D.

Components of the Confirmation Process

Students should submit three copies of the following documents to the Executive Officer of the Department before the end of September of the second year.

1. A written chapter–length document (of approximately 10,000 words) on a theme or topic agreed upon with the supervisor.
2. A one–page synopsis stating how this chapter fits into the overall thesis.
3. A detailed thesis proposal (approximately 3,000 words) and a bibliography.

Candidates are then interviewed by the Confirmation Panel in October. Students who are unsuccessful in October may be permitted to submit a revised research proposal for consideration by the Confirmation Panel the following January.

The Confirmation Panel

Submitted work will be considered by a Ph.D. Confirmation Panel. The panel will be chaired by the Departmental Postgraduate Coordinator (as the nominee of the Director of Teaching and Learning (Postgraduate) as required by the University Calendar, Part 2, Section 2.13), as well as a second member of the Department appointed by the Departmental Postgraduate Coordinator on the basis of his or her acknowledged expertise in the subject area of the student's research (or a cognate field). Members of the Confirmation Panel may only be drawn from academic staff eligible to supervise (see the University Calendar, Part 2, Section 2.9).

For cases in which the Departmental Postgraduate Coordinator is also the student's supervisor, the Departmental Postgraduate Coordinator may appoint another member of the academic staff to chair the Confirmation Panel, subject to approval by the Director of Teaching and Learning (Postgraduate)

The supervisor shall not be a member of the Confirmation Panel, but will attend the interview. He/she withdraws at the same time as the student.

The Ph.D. Confirmation Interview

The Ph.D. Confirmation Interview will consist of a viva voce type examination of the student by the Confirmation Panel. In addition, it is expected that the supervisor (and any co–supervisors) will be present at the confirmation interview. The supervisors presence at the Confirmation Interview assures that he or she is aware of the Panel's critique of the student's work.

The decision as to when and where to hold the Confirmation Interview will be made by the Departmental Postgraduate Coordinator

Ph.D. Confirmation Interview Outcomes

Following the Confirmation Interview, the Confirmation Panel will deliberate without the student or supervisor present and will decide on one of the following outcomes.

1. Continuation on the Ph.D. register.
2. Continuation on the Ph.D. register after some minor changes have been made to the Confirmation Report.
3. Continuation on the Ph.D. register not recommended at this time: a new report to be written and a new interview to be held as soon as possible thereafter. The student should not make major changes without permission from the Ph.D. supervisor; if such changes are permitted the student should be aware that the changed proposal will be the final one considered by the Confirmation Committee.
4. Change to the M.Litt. register to submit an M.Litt. thesis.
5. Not to continue as a postgraduate student.

Written feedback will be provided as soon as possible following the Ph.D. Confirmation Interview in all cases.

In the case of the first outcome, the student and supervisor will be notified that the student's continuation on the Ph.D. has been approved as soon as possible after the Confirmation Interview. The Departmental Postgraduate Coordinator and the student will then complete the Transfer Form and submit it to the Director of Teaching and Learning (Postgraduate).

In the case of any outcome other than the first, the examiners who comprise the Confirmation Panel will prepare a report providing feedback to the student from the Ph.D. Confirmation Interview. In the case of the second or third outcome this report shall outline the changes suggested or required for the student to continue on the Ph.D. register.

In the case of outcome four or five, the report shall briefly outline the reasons why the student's Ph.D. confirmation was rejected by the Panel. In such cases where external examiners participated in the Ph.D. Confirmation Interview, the Chair of the Confirmation Panel may request that the external examiner prepare these reports. The reports shall be returned to the student and his or her supervisor within two days following the Confirmation Interview unless extraordinary circumstances prohibit the completion of the report within this deadline.

Appeals

Students have the right to appeal either decisions of the Ph.D. Confirmation Panel, or decisions made to deny their confirmation on the basis of criteria other than the Confirmation Interview. Appeals should be made in writing to the School Director of Teaching and Learning (Postgraduate). The Director of Teaching and Learning (Postgraduate) after consulting with the Dean of Graduate Studies, will appoint an Appeal Committee consisting of him/herself, a member of the student's department with some knowledge of the research area, and a member of another department. Members of the Appeal Committee will not have served on the Confirmation Panel. The Appeal Committee will be provided with the student's original Confirmation Report, the Panel Chair's Report explaining the decision under appeal, and the student's written appeal request.

Appeals will be considered only if regulations covering the Ph.D. Confirmation were applied unfairly or improperly in a particular case.

It shall not be within the remit of the Appeal Committee to reconsider the academic basis for the decision made by the Ph.D. Confirmation Panel.

The Appeal Committee will either reject the student's appeal, or recommend a different outcome (such as outcome 3 above). Following the meeting of the Appeal Committee the Director of Teaching and Learning (Postgraduate) will prepare a written report which will be forwarded to the Dean of Graduate Studies, and communicated directly to the student and his or her supervisor.