RLS
Checklist for Ph.D. Students
This checklist is designed to help you organize your progress through your program. The following tasks are
your responsibility.
1. [ ]
Meet with your supervisor and the Graduate Officer to discuss individualized program of study
including selection of appropriate courses.
Should your supervisor change at any time during your program, it is your responsibility to
complete a “Change of Supervisor” form and submit to the Faculty Graduate Studies Coordinator
after signatures have been obtained.
APPROVAL: Supervisor, Graduate Officer, Associate Dean
2. [ ]
Register ACTIVE every term (Fall, Winter, and Spring). Inactive registration is exceptional. If you
do request INACTIVE status, you must seek approval from your advisor, the Graduate Officer,
and the Associate Dean. A letter addressed to the Associate Dean and copied to the Graduate
Officer explaining the reasons for the request should be submitted. Requests for INACTIVE status
will not always be approved.
If you fail to register for any term, you are automatically dropped from your program.
Readmission is not guaranteed, and if granted, requires payment of fees for the term(s) you
dropped out. If you are readmitted, you will be required to register for a minimum of one term
without a tuition refund.
APPROVAL: Supervisor, Graduate Officer
3. [ ]
Complete a minimum of 9 courses above the BA level. For most students, that means a minimum
of one elective course in addition to REC 700 and 792.
Students registered in the Aging, Health, and Well-being collaborative PhD program, for degree
requirements, check here.
Students registered in the Work and Health collaborative PhD program, please see here for degree
requirements.
4. [ ]
In consultation with your supervisor, set up your comprehensive examination committee. Meet
with your committee to set up guidelines and dates for the comprehensive examinations. Refer to
AHS Policies and Procedures for PhDs at AHS policies (“PhD Comprehensive Examination
Approval of Committee and Date of Examination” form 1 should be completed).
APPROVAL: Supervisor, Graduate Officer
5. [ ]
Complete Comprehensive Exams by the end of the fourth term (e.g., December of the 2nd year, if
admitted in September)
APPROVAL: Comprehensive Exam Committee
6. [ ]
In consultation with your supervisor, select a thesis topic and thesis committee. Complete the
“MA/PhD Thesis Topic and Supervisor” form and submit to the Faculty Graduate Studies
Coordinator after signatures have been obtained.
APPROVAL: Supervisor, Graduate Officer
7. [ ]
Start doctoral thesis. Once you initiate your PhD thesis process you may no longer petition for
INACTIVE status.
APPROVAL: Supervisor, Graduate Officer
8. [ ]
Prepare a thesis proposal in close consultation with your supervisor. You may wish to consult with
members of your supervisory committee as well.
APPROVAL: Supervisor
9. [ ]
Schedule an oral defence of your proposal at least one month in advance.
 Arrange a time and date acceptable to your committee and the Graduate Officer.
 Be sure to book a room with the Faculty Secretary/Receptionist.
 Obtain and submit a copy of the “PhD Thesis Proposal Notification” form (form 3) from
the Faculty Graduate Studies Coordinator at least three weeks prior to the presentation.
 Your thesis proposal must be on display for at least two weeks before the defence.
 Distribute copies to your committee and the Faculty Graduate Studies Coordinator.
 The Faculty Graduate Studies Coordinator will distribute the notice (when informed by
you of date, time, and so on).
APPROVAL: Thesis supervisory committee, Graduate Officer
10. [ ]
Pass proposal defence and make necessary modifications to the proposal.
APPROVAL: Thesis supervisory committee.
11. [ ]
Obtain approval for thesis research from the Office of Human Research, if appropriate.
APPROVAL: Advisor, Office of Human Research
12. [ ]
Conduct thesis research and write up thesis in close consultation with your supervisor. Multiple
drafts and rewriting are to be expected.
13. [ ]
Arrange proposed examining board at least 8 weeks prior to defence, in consultation with your
supervisor.
 The examining board must consist of 5 members: Supervisor (must hold appointment with
the department [adjunct or cross-appointed] if not a regular faculty member); advisory
committee, and an internal/external member as well as the external examiner.
 A Chair will be appointed by the Associate Dean of Graduate Studies.
 In consultation with your supervisor, obtain and submit a copy of the “PhD Proposed
Thesis Examination Board” to the Faculty Graduate Studies Coordinator at least 8 weeks
prior to your defence, and include suggested external examiners for approval by the
Faculty Graduate Studies Committee. Include required information on the external
examiner, including an arm’s length statement from your supervisor. Include a copy of
your abstract. Once the external examiner has been approved, your supervisor will be
informed of the decision and will contact the external for his/her agreement and
availability.
 In consultation with the Graduate Officer and/or Associate Dean, an internal/external
member will be appointed to the committee. This member is to be external to the
department but internal to the University. See guidelines outlined in the Academic
Regulations section of the current graduate calendar under the heading “Minimum
Requirements for the PhD Degree” for further clarification on the examining board.
14. [ ]
In consultation with your supervisor determine a time and date for your thesis defence.
 The final defence must be set a minimum of four weeks before Convocation.
 The Faculty Graduate Studies Coordinator will book the room (most PhD defences are
held in BMH 3119).
 Obtain “Approved PhD Thesis Examination Committee”, form 6, from the Faculty
Graduate Studies Coordinator when you are ready to hand in your thesis for display. This
form must be signed by committee members and returned to the Faculty Graduate Studies
Coordinator. Your thesis must be on display five weeks prior to defence and at least four
weeks prior to the registration day of the following term. Leave one display copy and one
copy for the external examiner with the Graduate Coordinator.
 A brief written report prepared by the external examiner is required one week in advance
and sent to the Associate Dean’s Office. The supervisor will be allowed to convey any
general concerns that are outlined in this report with the student. The student is allowed to
read the report after the defence upon request.
APPROVAL: Thesis supervisory committee, Graduate Officer, Faculty Graduate Studies
Committee, Associate Dean
15. [ ]
Pass final defence and make final modifications to the thesis.
APPROVAL: Thesis supervisory committee.
16. [ ]
Finalize thesis format according to electronic thesis submission guidelines.
17. [ ]
Complete “Intention to Graduate/Program Completion” form and obtain signatures.
APPROVAL: Supervisor, Graduate Officer
18. [ ]
Pick up “PhD Thesis Examination/Acceptance Report”, form 8, from the Faculty Graduate
Studies Coordinator and obtain final signatures. Once completed, take to the Graduate Studies
Office. Upload your thesis to UWSpace. Note: Formatting your thesis to UW Space
requirements often takes more time than expected.
19. [ ]
Convocate!
20. [ ]
Return your departmental keys. Please note that all keys must be returned to AHS Dean’s
office at or prior to the completion of your program. Your bound thesis will be withheld
until all keys are returned.
21. [ ]
Be sure to keep in touch with your supervisor. Please update your contact information in
the alumni directory on the AHS home page. This is also a good way to search for other
graduates.
NOTE: Links to electronic forms are embedded in the document above. Paper copies of most forms
mentioned above can also be found beside the mailboxes in the AHS Dean’s area (3rd floor, BMH).