Regulations and Procedures Governing the Master's Thesis
The thesis is a major requirement or an option in many master’s programs and when completed it marks the culmination of a candidate’s program. The master’s thesis must demonstrate the candidate’s capacity for independent work and must be single-authored. It should demonstrate a scholarly approach to the subject matter and a clear understanding of how the work fits with the relevant practice and/or literature of the discipline concerned.
If thesis research involves humans, approval must be obtained from the WLU Research Ethics Board; if it involves animals, approval must be obtained from the WLU Animal Care Committee (details are available from the WLU Office of Research Services).
The thesis must be defended in an oral examination, which is a departmental examination. The candidate must be registered for the term in which the defence takes place. General guidelines for the master’s thesis are presented below; however, there are variations in procedures for the thesis across departments/programs and the regulations for individual departments/programs should be consulted for the details.
The academic unit/program of the candidate approves an advisory committee for all thesis students. All Thesis Advisory Committee (TAC) members must be members of the Graduate Faculty at WLU. For all masters’ programs, TACs must consist of:
All members of the TAC must review and approve the thesis proposal (see MRP/Thesis Proposal Approval form). All members of the TAC must also review a complete draft of the thesis prior to the oral defence and verify that it is ready to go forward for defence (see Scheduling the Oral Defence of the Thesis, below).
An external examiner for a master's thesis must be at "arm's length" from the candidate and the thesis advisor (TA). Arm's length means not being a close friend, or regular or current (in the last 5 years) research or grant collaborator with the TA or candidate, or a former professor, supervisor or co-worker of the candidate (which includes being a contributor to any research project involving the work for the master's, or to any part of the thesis in terms of project development, data collection, or data interpretation). It also means not being in a conflict-of-interest position with regard to the candidate or TA and not having a vested interest in the outcome of the oral defense.
The Thesis Examination Committee (TEC) must consist of all the members of the TAC and an external examiner who is knowledgeable on the subject of the thesis. The external examiner must be approved by the academic unit/program of the candidate (e.g., graduate co-ordinator, chair, or dean) and will not have been a member of the candidate's TAC. Normally, at least one member of the TEC must be from outside the academic unit/program of the candidate. If all members of the TAC are internal to the candidate’s academic unit/program, the external examiner must come from outside the academic unit/program of the candidate and normally will be a faculty member from another WLU department. Where there is no available faculty member with requisite expertise in another department at WLU, a suitable member of another nearby university may be asked to serve as external examiner. The chairperson for the defense, appointed by the appropriate administrative office within the academic unit/program, must be a member of the Graduate Faculty of the university and be external to the TEC, but may come from within the academic unit/program of the candidate.
Once the TAC has agreed that the thesis is ready to go forward for defence, the thesis advisor must ensure that the Master's Thesis Defence - Request to schedule oral examination form (available on the FGPS website), is completed and the form is submitted to the appropriate administrative office within the academic unit/program (this might be the graduate co-ordinator’s, program director’s, department chair’s, or dean’s office, depending on the academic unit/program). The candidate is responsible for ensuring that the thesis is submitted in the format required by the current WLU Dissertation/Thesis Format Guidelines. The candidate is also responsible for ensuring that all members of the TAC have received a copy of the thesis and for submitting two copies of the thesis to the appropriate administrative office within the academic unit/program.
Once the completed Master's Thesis Defence - Request to schedule oral examination form and two copies of the thesis have been received by the appropriate administrative office within the academic unit/program, this office ensures that the proposed external examiner receives administrative approval, arranges for a chairperson for the oral defence, and sets the date and time of the oral defence. This office also ensures that the external examiner and the chairperson receive a copy of the thesis. Normally, the defence will be scheduled within three weeks of the necessary materials being submitted.
The purpose of the oral defence of the master’s thesis is to demonstrate to the members of the TEC that the candidate fully understands the process and outcome of the work and the meaning and significance of the findings in relation to the relevant practice and/or literature of the discipline.
The defence is normally one and one-half to two hours duration and is conducted by the chairperson. Any member of the university community is entitled to attend the defence, but the Chair has the authority to exclude persons whose conduct disturbs the defence procedures. Nonmembers of the university community may attend but must receive the permission of the candidate, the thesis advisor, and the Chair of the defence.
Procedures for When a TEC Member Cannot Attend the Thesis Defence
It is expected that all members of the TEC will attend the thesis defence, either in person or via teleconference or videoconference. In the unusual event that one member of the TEC knows in advance that he or she cannot attend the defence, he or she must submit a written report, with questions and a preliminary vote (per the decision categories), to the appropriate administrative office within the academic unit/program at least one week before the defence. This office will arrange for the chair or a member of the TAC to read the questions of the absent member during the rounds of questioning in the defence and to share the preliminary vote of the absent member during the “in camera” committee deliberations. Only if the absent member is the external examiner will the preliminary vote count toward the decision. If two or more members of the TEC inform the appropriate administrative office in advance that they cannot attend the oral defence, it may be rescheduled.
In the case of an unexpected absence of the chair or a TEC member, the person who is going to be delayed or who cannot attend must, if possible, telephone the office of the chair of the department or of the program director. If any member of the TEC will be delayed not more than one hour, the department chair’s/program director’s office will inform the TEC Chair, the candidate, and the other TEC members that the defense will be delayed for this period of time. If a TEC member is unable to attend, questions to be addressed to the candidate are to be dictated over the telephone, along with a confidential vote (per the decision categories).
If the TEC chair or a TEC member do not appear for the defence and do not contact the department chair’s/program director’s office within one-half hour, or when the department chair’s/program director’s office has been notified of the TEC chair’s or TEC member’s unexpected inability to attend, the following procedures are to be implemented:
The examination is to be postponed and re-scheduled as soon as possible only if the candidate or two or more members of the TEC do not appear.
Once all members of the TEC are present and necessary introductions have been made, the chair will ask the candidate and all other attendees to leave the room. The chair will then conduct an “in camera” meeting to:
The Chair will ask the candidate to present an oral summary of the thesis (10 minutes) to begin the defence. The chair will ask the external examiner to commence the rounds of questioning (in the absence of the external examiner, the chair will ask his or her questions). When the members of the TEC have no further questions, the chair will offer other attendees an opportunity to direct questions to the candidate. Upon the conclusion of all questions, the chair will ask the candidate and others to leave the room. If present, the dean of Graduate and Postdoctoral Studies, the dean of the candidate’s Faculty, the departmental chair, and the graduate coordinator/program director are permitted to stay and observe the “in camera” deliberations of the TEC; however, they may not participate in the discussion except by invitation and they have no vote.
The chair will conduct an “in camera” meeting of the TEC to:
The Chair will then invite the candidate back into the room and:
The chair should return the Master's Thesis/MRP Oral Examination Report to the appropriate administrative office in the candidate’s academic unit/program. This office should then forward a copy of the form to the Graduate and Postdoctoral Studies Office.
Note: The defence is public and the Chair has the responsibility to ensure that high standards of conduct are exercised by those in attendance. Thus, the chair has the right to exclude persons whose conduct disturbs the defence or to stop and reschedule the defence, if necessary.
If all but one member of the TEC agree on a decision category (see below), the decision shall be that of the majority. Where two dissenting votes are cast, discussion must continue to arrive at a decision on which there is consensus (i.e., no more than one dissenting vote). When consensus is reached, all members of the TEC should sign the Master's Thesis/MRP Oral Examination Report. As discussed above, if a TEC member is absent but has provided a preliminary vote, this vote will be shared with the committee during the in-camera deliberations, but the vote will count in the determination of a decision only if it is that of the external examiner.
Decision Categories for the Thesis Defence
The following are the decision categories that are available to the TEC:
Note: If the examining committee is not prepared to reach a decision at the time of the thesis defense, it is the responsibility of the chair to determine what additional information is required by the committee to reach a decision, to arrange to obtain this information for the committee, and to call another meeting of the committee as soon as the required information is available. It is also the responsibility of the chair to inform the candidate about the delay.
The criteria for nominating a candidate for a Medal for Academic Excellence are: