PHASE III FLOW CHART
FORMATION OF PHASE III COMMITTEE
The Phase III committee should be formed within one (1) semester of completion of Phase II
For planning purposes, please confirm with the Ph.D. Office the dates of the
Ph.D. Local Committee meetings and those of the Joint Program Committee.
Normally, the final meeting of the Joint Program Committee is held during the
middle of May, with no other meeting scheduled until the beginning of
September. It is important that students discuss their Phase III form with the
probable committee members and the Department Ph.D. Representative so that
it moves through the proper channels as expeditiously as possible.
The committee may remain the same as for Phase II or may be changed as the student desires.
The student forms a Phase III committee consisting of at least three interested and qualified
faculty members. The Chair of the Committee (Supervisor) must be from Concordia and will be
the person primarily responsible for the student. One of the members must be from within the
Joint Program at one of the other three affiliated universities. The members of this committee
must all have earned Ph.D.'s.
PROCESSING PHASE III FORM:
In all cases the student should maintain contact with the Ph.D. Program Office to ensure
compliance with all current practices.
The original Phase III form is submitted to the Ph.D. Program Office. A copy is then sent to the
Department for submission to the Department Ph.D. Committee. After the Department reviews
the form the Department Chair notifies the Ph.D. Program Office whether the form has been
approved or sent back for revision.
The Ph.D. Program Office forwards the Phase III Form to the Ph.D. Local Committee for
discussion at its next meeting. The form is presented to the Committee by the appropriate
Department Ph.D. Local Committee representative. The Phase III Supervisor should be
available to respond to Committee questions should the need arise. After approval at the Ph.D.
Local Committee level, the form is then presented to the Joint Committee for final approval.
CHANGES TO THE PHASE III FORM:
The Phase III form must be re-approved if any significant changes are made, e.g., changes in the
committee composition, course changes, etc.
The Thesis Proposal must be defended within one year after completion of Comprehensive
Examinations to be eligible for PhD Thesis Grant support.
ATHESIS PREPARATION AND THESIS EXAMINATION REGULATIONS GUIDE
FROM THE SCHOOL OF GRADUATE STUDIES
ON THE PHD WEBSITE
When the Phase III committee judges that the student is ready to present his/her thesis proposal,
the supervisor should contact the Ph.D. Program Office to establish an appropriate date for the
presentation, allowing at least one month (20 working days) for notification of all interested
parties. "Interested parties" include all Faculty and Ph.D. students at JMSB and the other 3
The student must deposit four (4) copies of the thesis proposal (in thesis boxes) with the Ph.D.
Program Office at JMSB, three of which will be distributed to the Phase II Committee members
and one will be retained by the Ph.D. office to make copies for the three affiliated universities.
The proposal presentation is open to all to attend and ask questions.
After the thesis proposal presentation, the Phase III Supervisor notifies the Ph.D. Program Office
of the committee's decision as follows:
i) proposal accepted as is
ii) proposal accepted with modifications (including details of major or
minor modifications required)
iii) proposal rejected (reasons must be provided)
A copy of the approved proposal is to be kept in the Ph.D. Program office.
When the Phase III committee judges that the thesis is completed, the Supervisor must notify the
PhD Program Director of possible dates and times agreed to by the Phase II committee for the
oral examination. As well the Supervisor must provide the names and contact information of at
least three potential External Examiners and three potential Internal/External Examiners (internal
to Concordia, external to JMSB). The PhD program Director will then contact the potential
examiners and finalize the composition of the examining committee and advise the Thesis
Office, in the School of Graduate Studies.
Consists of at least 5 members:
1. One External examiner (must be external to the Joint Program)
2. One External to Faculty examiner (external to JMSB but within Concordia
3. Supervisor of Phase III Committee
4. Phase III Committee members (one or more members)
The Chair will be the Dean of the School of Graduate Studies or his/her proxy.
TIME LINE TO DEFENSE
Seven to eight (7-8) weeks prior to Defence:
Phase III Supervisor contacts the Ph.D. Program Director with the names, addresses and
telephone numbers of:
i) three (3) potential External Examiners (must be external to the Joint Program) and
ii) three (3) examiners who are external to the John Molson School of Business but
within Concordia University
Phase III Supervisor must provide several alternative examination dates and times.
Minimum six (6) weeks prior to Defence:
Student submits copies of his/her thesis to the Thesis Office of the School of Graduate Studies.
Copies are required for :
1) all members of the examining committee, including external and internal/external
2) the Thesis Office (School of Graduate Studies)
3) the Ph.D. Program office
(Total 7- 8 copies depending on the number of members in the Phase III committee.)
Three (3) weeks prior to Defence:
A formal announcement will be made to all departments of the University, all faculty members
and Ph.D. students in the Faculty of Commerce and Administration, and the Ph.D. Program
Directors of the three affiliated universities in the Joint Program.
Two (2) weeks prior to Defence:
Each member of the Examining Committee must complete a Thesis Examination Report and
submit the same to the Thesis Officer (School of Graduate Studies) at least two weeks prior to
the scheduled defence.
Any member of the examining committee who cannot attend the defence must submit a written
report on the thesis to the Dean of the School of Graduate Studies who will appoint a delegate to
carry the report to the examination.
Criticisms of the thesis by members of the university, other than the examining committee, must
be submitted to the Dean of the School of Graduate Studies no later than 1 week prior to the
See regulations in the "Thesis Preparation and Thesis Examination Regulations" book available
from the School of Graduate Studies.
When any required modifications to the thesis have been completed, the candidate's supervisor
notifies the Ph.D. Program Director by memo that the Final Grade be issued (i.e., PASS or
FAIL), which in turn is submitted to the Registrar’s office.
The student must submit a minimum of four (4) copies of the revised thesis to the Thesis Office
PLEASE TAKE CAREFUL NOTE OF THE FOLLOWING DEADLINES:
JANUARY 15 Application for June convocation
APRIL 15 Submission of final revised copies of the defended thesis to the Thesis
Office for June convocation
JULY 15 Application for November convocation
SEPTEMBER 15 Submission of final revised copies of the defended thesis to the Thesis
Office for November convocation