Candidacy Exam Procedures

Purpose of the Exam

The purpose of the candidacy exam is to ensure:

  • The research topic is sound
  • The research planned is well designed, and
  • The student has a sufficient background to undertake and successfully complete the research

Students must demonstrate to the satisfaction of the examining committee they possess:

  • Adequate knowledge of the discipline and of the subject matter relevant to the thesis
  • The ability to pursue and complete original research at an advanced level

Exam Subject Matter

Under the direction of the supervisor, the supervisory committee meets to decide on the subject matter of the candidacy exam and of the candidacy prospectus.  Typically, the supervisor and the other supervisory committee members will then meet separately with the student at a reasonable time prior to the exam to discuss the specific areas of knowledge with which the student should be familiar. In consultation with each supervisory committee member, the student will then compile a reading list which the members will subsequently approve. 

The student will compose a prospectus (dissertation research proposal) which must be accepted by the examining committee.  It is recommended that:

  • the prospectus be of reasonable length (20-50 pages),
  • it covers the following:
    • a clear statement of the research problem
    • appropriate theory
    • methods that are to be employed
    • relevance of the research to the discipline, and
    • a timeline for completion of the research. 

After reviewing the prospectus, the examining committee members will advise the student of the general areas of questioning they expect to be raised in the candidacy exam. 

The student should confirm the general topics of the candidacy exam with the members of the examining committee, and may ask them for reading lists. 

The exam will focus on two areas primarily:

  • Adequacy of knowledge of the student’s sub-discipline (broadly defined), and research as indicated in the prospectus; and
  • The student’s ability to conduct and complete original research at the advanced level. 

While only minor attention should be given to the dissertation topic, the student’s prospectus helps to define the areas that s/he will be responsible for on the exam. 

The candidacy exam is closed and not open to the public.

Candidacy Examining Committee Structure

GPS has made changes to the categories of examiners and to the composition of the examining committee.

Please read the Calendar’s description of the categories of examiners and the revised composition of the candidacy examining committee

Setting the Exam

The candidacy exam is normally held within two years of the start of the program at a time when most, if not all, of the course work is completed and the thesis is started or well-defined. GPS requires the candidacy exam, along with all other non-thesis requirements, to be completed by the end of the third year of the program.

It is recommended that the student will have completed the GPS ethics requirement prior to undertaking the candidacy exam.

The student may start preliminary research after his/her first year of study, but it is expected that the candidacy exam should be completed before the student becomes substantially engaged in fieldwork, or, where fieldwork is not involved, other major research activity (e.g., lab work, work in archives or libraries).

It is the responsibility of the supervisor, and not the student, to arrange the candidacy exam, ensuring that it is scheduled and held in accordance with GPS regulations.

  • The Supervisor is to provide the Graduate Advisor with the date, time, examining committee membership (and their roles) as well as indicate if any member will be teleconferencing in.
  • The Graduate Advisor will check to ensure the student has completed all program and GPS requirements, find an Exam Chair (if one was not secured by the supervisor), and process the paperwork.
  • The Graduate Advisor will provide a copy of the exam notice to all members of the examining committee and the student.

The student must supply committee members (including the Exam Chair) with a copy of the prospectus at least three weeks in advance, so they may have adequate time to appraise the prospectus before the examination.

Chairing the Examination

The exam shall be chaired by a faculty member who is not the supervisor and is a faculty member in the student’s home department with experience supervising students. The Exam Chair:

  • Is provided with the department’s Doctoral Candidacy Exam Procedure, Doctoral Candidacy Exam - Chair’s Checklist, student’s CV, and a copy of the prospectus
  • Ensures departmental and GPS regulations related to candidacy exams are followed
  • Is responsible for moderating the discussion and directing questions
  • May participate in the questioning. 
  • Does not vote. 
  • The Chair takes notes during the exam on the general line of questions asked, the answers given, final decisions made, as well as suggestions and requests by committee members.  These notes are given by the Chair to the Graduate Advisor to be kept as a record in the student’s file.

Exam Introduction

The student is to send an updated CV to the Graduate Advisor prior to the examination date (the student will be requested to send one at least one month prior to the exam). The CV will assist the Exam Chair in giving a brief review of the academic record of the student at the beginning of the exam.

Exam Procedure

  • The Exam Chair will provide a brief introduction of the student.
  • The student will give an oral presentation of 10 to 15 minutes, consisting of a brief description of some aspect of the proposed research program.

Conduct of the Questioning

  • The Exam Chair will determine the order of questioning in discussion with members of the committee. Normally, the order is University Examiner, supervisory committee members, and then the supervisor.
  • In Round 1 of questions, each committee member will have approximately 15-20 minutes. When questions related to an on-going line of questioning arise, other members may interject on that topic.
  • In Round 2 of supplemental questions, each committee member will have 5-10 minutes. This concludes the questioning.
  • If the student wishes, s/he may be allowed a further 5-10 minutes after the questioning has ceased to provide further information or to clarify answers.
  • The Chair’s participation in questioning is optional; the Chair may raise a significant point missed by others, or pursue a line of questioning further.
  • The Chair may intervene in questioning or rule upon matters that in her/his judgement go beyond the purpose of the examination.
  • The Chair may adjourn the exam if the student or a member of the Examining Committee becomes ill or is unable to continue.

Conclusion of the Exam

In the student’s absence, the Examining Committee assesses the student's performance. 

Members of the committee are polled individually by the Exam Chair for their decision.  The student is called back into the room for the announcement of the decision. The possible outcomes are:

  • Adjourned
  • Pass
  • Conditional Pass
  • Fail and repeat the candidacy
  • Fail with recommendation for a change of category to a master’s program or
    Fail with recommendation to terminate the doctoral program.

If the Examining Committee fails to reach a decision, the department will refer the matter to the Dean of GPS who will determine an appropriate course of action.

Adjourned

The candidacy exam should be adjourned in the event of compelling, extraordinary circumstances such as a sudden medical emergency taking place during the exam or possible offences under the Student Academic Integrity Policy after the exam has started.

A majority of examiners must agree to an outcome of Adjourned.

Pass

Performance was exemplary/acceptable.

All or all but one of the examiners must agree to an outcome of Pass.

The department (Graduate Advisor) shall complete a "Report of Completion of Candidacy Examination" form and submit it to GPS.

Conditional Pass 

A Conditional Pass is appropriate when the student has satisfied the committee in all but a very discrete area of deficiency that can addressed through a reasonable requirement (e.g., coursework, literature review, upgrading of writing skills). Reworking of the entire candidacy proposal is not an acceptable condition and the examiners should consider the options available for a student that has failed the examination.

A majority of examiners must agree to an outcome of Conditional Pass.

If the candidacy examining committee agrees to a conditional pass for the candidate, the Chair of the examining committee shall provide in writing within 5 working days (via the Graduate Advisor) to the Dean of GPS, the Director of Graduate Programs, and the student:

  • the reasons for this recommendation
  • details of the conditions (to be determined by the examining committee at time of exam)
  • timeframe for the student to meet the conditions, which should be no less than six weeks and no more than six months
  • the approval mechanism for meeting the conditions (e.g. approval of the Exam Chair or supervisor, or approval of the entire committee, or select members of the committee),
  • The supervision and assistance the student can be expected to receive from committee members. 

The department (Graduate Advisor) will hold the Report of Completion of Candidacy Examination form in the department until the approver(s) state(s) that the conditions have been met.

Conditions are subject to final approval by the Dean of GPS. At the deadline specified for meeting the conditions, two outcomes are possible:

  • All conditions have been met. In this case, the department (Graduate Advisor) will complete the Report of Completion of Candidacy Examination form and submit it to GPS; or
  • If the conditions are not met by the deadline, the outcome of the examination is a Fail and the committee must be reconvened to make the recommendation as described in the following section.

Fail

All or all but one of the examiners must agree to an outcome of Fail.

If the candidacy examining committee agrees that the student has failed, the Exam Chair shall provide in writing the reasons for this recommendation and the recommendation for the student’s program to the department (Graduate Advisor).  Then the Director of Graduate Programs will provide this report to the Dean of GPS and to the student.

For failed candidacy examinations, an Associate Dean of GPS normally arranges to meet with the candidate and with department representatives before acting upon any department recommendation.  A decision of the GPS which affects a student’s academic standing (i.e., change of category to a master’s program or termination) is appealable.

The options available to the examining committee when the outcome of a student’s candidacy exam is “Fail” are:

  • Repeat the Candidacy
    • Repeating the Candidacy is not an option after a second failed examination.
    • A majority of examiners must agree to an outcome of Fail and Repeat the Candidacy.
    • If the student’s first candidacy exam performance was inadequate but the student’s performance and work completed to date indicate that the student has the potential to perform at the doctoral level, the examining committee should consider the possibility of recommending that the student be given an opportunity to repeat the candidacy exam.  
    • Normally, the composition of the examining committee does not change for the repeat candidacy exam.
    • If the recommendation of a repeat candidacy is formulated by the examining committee and approved by GPS, the student and Director of Graduate Programs are to be notified in writing of the student’s exam deficiencies by the Chair of the examining committee.
    • The second candidacy exam is to be scheduled no later than six months from the date of the first candidacy.
    • In the event that the student fails the second candidacy, the examining committee shall recommend one of the following two options to the department:
  • Change of Category to a Master’s
    • All or all but one of the examiners must agree to an outcome of Fail and Change of Category to a Master’s Program.
    • This outcome should be considered if the student’s candidacy exam performance was inadequate and the student’s performance and work completed to date indicates that the student has the potential to complete a master’s, but not a doctoral, program;
      or
  • Termination of the Doctoral Program
    • All or all but one of the examiners must agree to an outcome of Fail and Terminate the Doctoral Program.
    • This outcome should be considered if the student’s performance was inadequate and the work completed during the program is considered inadequate.

Report Exam Results

The Exam Chair is responsible for reporting the result of the exam to the Graduate Advisor for processing.