PhD Defence Procedures During a Campus Closure

In accordance with the University of Waterloo’s campus closure protocol, PhD defences impacted by a campus closure are managed with the expectation that, where feasible, academic activities and staff and faculty responsibilities will shift to a remote format. The goal is to minimize disruption while maintaining academic integrity and appropriate oversight and ensuring clear communication.

Procedure During a Campus Closure

When an in-person or hybrid format PhD defence is affected by a campus closure, the following process applies:

1. Coordination by the Faculty Administrator

   • Upon notification of campus closure, the Faculty Administrator communicates with the student, supervisor(s), and chair to determine whether there is agreement to shift to a fully online format for the defence. Note, this may also occur prior to an official campus closure notification during extreme or pending weather events.

   • This confirmation establishes initial agreement to proceed remotely and step 2 below is followed.

   • If there isn’t consensus between the student, supervisor(s), and chair, the exam will be cancelled and rescheduled for a later date and a communication is sent by the Faculty Administrator to alert the committee of this change.

2. Committee Confirmation

   • The Faculty Administrator contacts all members of the examining committee, to confirm their ability to participate in a fully remote format at the scheduled time.

If there isn’t agreement among the examining committee, the exam will be cancelled and rescheduled at a later date. Notification typically will come from the Faculty Administrator.

3. Associate Dean (Graduate Studies) notification and approval

   • Once committee participation is confirmed, the Associate Dean (Graduate Studies) is notified by the Faculty Administrator of the request to shift to a fully online format for the defence.

   • The Associate Dean’s approval confirms that the defence may proceed online during the campus closure.

4. Logistical confirmation of shift to online format

   • The Faculty Administrator works with the supervisor to share an online link for the examination with the student, committee, and chair. Note, for hybrid exams, an online connection would be already established.

   • Graduate Studies and Postdoctoral Affairs (GSPA) is alerted by the Faculty Administrator that the defence is going to be fully remote.