Protocol for chairing a PhD thesis defence
Please review the information on PhD examinations on our website. While Graduate Studies and Postdoctoral Affairs (GSPA) supports the assignment of PhD defence chairs, the Faculty Administrative role in each Faculty supports the PhD defence process.
If you have any questions or concerns, please contact Marianne Simm, msimm@uwaterloo.ca or extension 40376.
Protocol for chairing a PhD thesis defence
Successful completion of the PhD examination ensures that the student has achieved and is able to demonstrate qualities consistent with scholarly endeavour in their particular area of specialization at the doctoral level. As such, the occasion of a PhD thesis examination demands as much formality, courtesy and decorum as any university exam (e.g. no interruptions due to discussions within or comments from the audience except when invited to participate by the Chair).
Powers of the Chair
The Chair, appointed by the office of the Associate Vice-President, Graduate Studies and Postdoctoral Affairs, is responsible for the proper conduct of the examination and for ensuring that the exam begins on time (the Chair will use their discretion in the event of difficulties). The examination is public, but the Chair has the authority to exclude persons whose conduct disturbs the examination. It is within the power of the Chair to ensure that the highest standards of conduct are exercised by those in attendance. This should be communicated in a brief introductory statement at the beginning of the examination to all in attendance. The Chair is not to participate in questioning or deliberation of the candidate.
The PhD Examination
The PhD Thesis Examination is a formal proceeding and demands courtesy, professional behaviour and decorum to ensure the successful completion of the examination. The Chair will ask participants to refrain from using your cell phone/laptop as a courtesy to the student and committee.
Recording of the thesis defence is not allowed. This includes recordings via Teams, Zoom and other virtual meeting platform. The chair has the right to cancel a recording request.
When the Chair begins the examination, the Chair will welcome everyone to the PhD Thesis Examination of [student’s name] and introduce themselves as the Chair of the proceedings, and their department. Then the Chair will introduce the External Examiner followed by the Supervisor(s) and committee members.
In consideration of the candidate, there should be no interruptions by the examination committee or the audience unless invited by the Chair. The examination should take the following format:
A thirty (30) minute presentation by the candidate.
Two (2) rounds of questions by the examining committee; starting with the External Examiner, followed by members of the committee (including remote participation) and those of the Supervisor(s) last.
Fifteen (15) minutes per committee member (including each co-supervisor) for the first round of questions, with an additional ten (10) minutes for follow-up (if needed).
The Chair will need to stay alert and make sure that the student has been given an adequate amount of time. Sometimes it will be necessary to move on to the next question.
Questions from the audience (if time permits). If a question is deemed inappropriate, the Chair will ask the members of the committee to decide whether the candidate needs to answer.
The Chair will then ask the candidate and audience to leave the room (in-person, or virtual room) at which time the examining committee will deliberate in a closed session. Note, if virtual, refrain from using the chat feature for deliberations. The Chair should remind the committee of this.
Candidate is invited back into the room and the Chair informs the candidate of the decision.
The Chair must have a clear overview of the revisions that the candidate is required to make (if applicable).
Examinations are normally two (2) to three (3) hours in length. If the examination continues beyond three (3) hours, it is very reasonable for the Chair to ask the committee to begin to wrap-up. If the examination is a difficult one, then of course, it could take longer.
Relevance of questions
If the Chair is unsure regarding the appropriateness or relevance of a particular question, the Committee members will be asked if they wish to have the candidate answer that particular question.
Termination of questioning and deliberations
The Chair, with the concurrence of the Committee, decides when further questioning is unnecessary. The candidate and audience are asked to leave the room and the examining committee will then deliberate in a closed session. The candidate is then invited back into the room (physical or virtual) and informed by the Chair of the decision.
Attendance by non-committee members during deliberations
The Departmental Graduate Officer, the Departmental Chair, the Faculty Associate Dean, Graduate Studies and the Associate Vice-President, Graduate Studies and Postdoctoral Affairs (GSPA), are permitted to attend the deliberations of the Examining Committee. They have no vote unless they are members of the Committee. They do not participate in the discussions of the Examining Committee except by invitation.
Decision of the examining committee
The decision of the PhD Thesis Examining Committee is based both on the thesis and on the candidate's ability to defend it.
The decision of the Examining Committee is made by majority vote. Should the external examiner’s vote differ from that of the majority, or if there is a tie vote, the decision shall be deferred and referred to the Faculty Associate Dean, Graduate Studies. The Associate Vice-President, GSPA, will consult with the Faculty Associate Dean, Graduate Studies and will make the final determination.
Concluding the defence
The Chair is responsible to submit the completed Chair’s Package to the Faculty Administrator, as indicated on the email confirmation (sent by GSPA), for the confirmation of the Chair.
For reference, Faculty Administrators;
Arts; Maha Eid, maha.eid@uwaterloo.ca
Engineering; Janine Blair, eng.phd@uwaterloo.ca
Environment; Cynthiya Subramanian, c3subramaniam@uwaterloo.ca (on leave Jan 2026 - Jan 2027), alternate contact; Jennifer Doucet, jennifer.doucet@uwaterloo.ca
Health; Athira Chandrasekhara Rao, health.graduate.administration@uwaterloo.ca
Math; Raffe Kachichian, mgo@uwaterloo.ca
Science; Krista Parsons, science.dissertations@uwaterloo.ca
In person defence.
All Committee members physically sign documentation (PhD Thesis Examination Report, sent from the Faculty Administrator - contacts noted above). Send completed package via Campus Mail. A scanned copy of the package should be sent to the Faculty Administrator.Remote or hybrid defences.
Send electronic version of documentation to Faculty Administrator with collected signatures.
Only under extenuating circumstances may a Chair sign on behalf of a Committee member.
Additional information can be accessed from “PhD thesis examination regulations”.
For School of Pharmacy exams, in person or hybrid are normally booked on the Kitchener campus (10A Victoria Street South, Kitchener). If you have a valid UW parking hang tag (regardless of the lot assigned), you can display this for parking in the designated Permit Parking section (green 3) at the Kitchener campus. This campus is also easily accessible from the ION.
