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Knowledge Base
Completing + Graduation
General Index
Essentials Index
General
- Units should know which students may be ending/defending or extending each term
- Run the goSFU Grad Study Detail Report
- Run the Academic Progress Report (APR) to check if all requirements (apart from thesis) are satisfied; submit requests for exceptions, if applicable
- Units should assist students who are ending/defending with planning and preparations: /gradstudies/graduate-students/completing-graduation.html
- Units facilitate document signing and submit applicable documentation to Graduate Studies
- Graduate Studies facilitates document approval, distribution of thesis and pre-defence report from external examiners, if applicable
- Unit prepares final steps for defence (forms, attendance instructions, room preparation etc)
The student鈥檚 checklist and responsibilities are outlined on the public facing page: /gradstudies/graduate-students/completing-graduation.html
The academic unit is responsible for:
- responding to inquiries relating to academic progress, outstanding program or university requirements,
- approving and scheduling thesis or project defenses,
- submitting appropriate forms to prepare for defense including Approval of Examining Committee, Thesis Defence Request Form,
- coordinating with Graduate Studies for external examiner approval (PhD),
- confirming that students have met all academic requirements (courses, GPA, thesis/project),
- completing and submitting final recommendations for granting degrees via the Results, Approval & Degree Recommendation (RAD) form,
- completing and submitting final recommendations for granting graduate certificate, diploma or course-based master鈥檚 credentials via the Recommendation for Award of Certificate (RAC) form.
The external examiner (PhD defenses only) should:
- assess and review the written thesis in depth and provides pre-defense examiner report,
- participate (in person or virtually) and question the candidate during the Oral Defense,
- help determine if the student meets the requirements for a PhD,
- ensure academic integrity.
Ensures policy and compliance are met:
- sets the rules for defences (format, committee composition, timelines),
- ensures requirements align with Graduate General Regulations (GGRs),
- interprets regulations when there鈥檚 ambiguity or an exception request.
Provides Defence approval and oversight:
- approves the examining committee composition,
- ensures arm鈥檚-length examiners,
- confirms eligibility and roles,
- confirms the student is academically eligible to defend,
- approves the defence format (oral, project-based, etc.).
Graduate Student Handbook
Resource refering to university-wide policies (academic integrity, student conduct, time limits, supervision, program regulations), outlines the responsibilities and rights of graduate students, provides timeline and steps for degrees, diploma/credential issued, and participate (optionally) in convocation. It is updated annually.
Graduate General Regulations
1.6 Supervision
1.7 Program Requirements
1.9 Preparation for Examinations
1.10 Examinations
1.11 Publication of Thesis
Academic Progress Report
Public facing page, for students to check degree and program requirements
Graduate Studies Forms
Public facing forms page; lists student initiated forms
Completing + Graduation
Public facing page, includes checklist for students
Convocation
Publicing facing page containing all aspects of the cermonies
Users log in to 51社区黑料Systems using their 51社区黑料computing ID + MFA. Note that some systems require VPN when accessing off campus.
- Visit GS system Access and Training (goGRAD, GA3, Sharepoint folders, eTRACS)
- For go51社区黑料access and help visit go51社区黑料Staff Access and Help
Click below for a overview of what users might do go51社区黑料for Records and Enrollment. Visit the How To Library for specific instructions and steps.
go51社区黑料for Ending, Defending and Graduation
Units can use various reports in goSFU to identify and verify students are ready to defend and/or graduate:
- run the Grad Study Detail Report to view admit term, requirement term and/or graduation status,
- run the Academic Progress Report to verify all requirements (apart from thesis) are satisfied,
- run the Graduation Lists/Reports to manage and verify students who have applied to graduate.
Timing
Programs must plan ahead for upcoming student defences and ensure all forms and materials are complete and signed correctly before submitting. Pre-defence approval documents must be submitted:
- 6 weeks before defence: for Doctoral students who are defending; the inclusion of an external examiner for doctoral defences makes the timeline slightly longer,
- 4 week before defence: for Master鈥檚 who are defending,
- 3 weeks before ending: for Master's with an essay or project.
To avoid delays when submitting forms:
- do not submit incomplete forms or packages - wait until all documents are ready and submit them together,
- do not submit duplicate submissions - if you emailed a form, do not submit a ticket 鈥� it creates a duplicate in the GS system,
- committee forms: include the 51社区黑料ID (9 digit 51社区黑料ID) for each faculty member being added,
- co-supervisors: because co-supervisors have equal decision making status, they must both sign committee forms.
Signatures: to meet legal requirements, only handwritten or official digital signatures are accepted.
Blackout Periods
The defence blackout runs from the end of the Fall semester to the end of the first week of the Spring semester. Refer to the Dates and Deadlines page for exact dates.
- all documentation is due by week 16 of the term (in line with the grading deadline) to complete within that term,
- if students wish to defend within the 5 days leading up to that deadline, they need approval from the Dean or Designate,
- departments should confirm the thesis submission deadline,
- if a student is planning to graduate in the Fall, the RAD form must be submitted by the end of the first week in January.
Conflict of Interest
To avoid any real or perceived conflict of interest:
- Master's students are not to be in contact with their examiners; the GPA or supervisor makes contact for coordination of the defence,
- Doctoral students should not be in contact with an external examiner; only Grad Studies, the GPA/GPC or supervisor makes contact for coordination of the defence,
- if the Graduate Program Chair (GPC) is a member of a student鈥檚 supervisory or examining committee, they cannot be the signing authority for that student鈥檚 forms. An alternate delegated authority must be identified to sign on behalf of the GPC. The GPC鈥檚 role is similar to a witness or oversight signature, and it must come from someone not directly involved in the student鈥檚 evaluation.
Ethics
Some projects require research ethics approval. Students should check early in their program if this applies to their work. If a thesis involves research requiring ethics approval but does not have current, valid approval, the 51社区黑料Library may not be able to publish it:
- ethics approvals are handled by the Office of Research Ethics 鈥� not Graduate Studies,
- Graduate Studies only requires that a valid ethics certificate be submitted with pre-defence paperwork,
- for questions, please contact the Office of Research Ethics directly.
Coinciding with a governance shift (office to a Faculty), Graduate Studies will be updating its Graduate General Regulations (GGRs) to reflect changes that affect graduate program requirements, including changes to master's degree requirements.
Revisions to Graduate General Regulation 1.7 Program Requirements have been approved to take effect Summer 2026.
The following is only applicable for students
completing before April 30, 2026
The following is only applicable for students
completing after May 1, 2026
Masters (A) Thesis
- Pre-defence: Approval of Examining Committee Form, abstract, examiner's CV (if external to SFU), Ethics Approval (if applicable), Thesis Publication Delay (if applicable).
- Post-defence: APR + RAD.
Master's (B) Project Defended like a thesis
- Pre-defence: Approval of Examining Committee Form, abstract, examiner's CV (if external to SFU), Ethics Approval (if applicable), Thesis Publication Delay (if applicable).
- Post-defence: APR + RAD.
Master鈥檚 (C) essay or project with 2 readers
- Pre-completion: Scheduling of Master's Degree Completion, Second Reader's CV (if external to SFU), Ethics Approval (if applicable).
- Graduation paperwork: APR + RAD.
Masters (D) coursework
- Graduation paperwork: APR + RAC.
Certificates + Diplomas
- Graduation paperwork: APR + RAC.
Masters (A) Thesis or Research Project
- Pre-defense: Approval of Examining Committee form, abstract, examiners's CV (if external to SFU), Ethics Approval (if applicable), Thesis Publication Delay (if applicable).
- Post-defence: APR + RAD form.
Master鈥檚 (B) Capstone
- Pre-completion: Scheduling of Master's Degree Completion form, 2nd Reader's CV (if external to SFU), Ethics Approval (if applicable), Thesis Publication Delay (if applicable).
- Graduation paperwork: APR + RAD form.
Masters (C) Coursework
- Graduation paperwork: APR + RAC form.
Certificates + Diplomas
- Graduation paperwork: APR + RAC form.
Master's, Certificate and Diploma with related GGR's
Click to view or hide a summary of each applicable GGR by credential.
Master's A: Thesis or Research Project *applicable after May 1, 2026*
Defined by program requirements (1.7.2a). Follow timing and steps for defending
| 1.6 Supervision (Committee Requirements) |
Minimum composition: supervisor (or co-supervisors) and at least one committee member chosen in consultation with student (faculty member, adjunct professor or research associate at SFU) |
| 1.7 Program Requirements (1.7.2a) |
Minimum requirements: 12 units of graduate course work plus a thesis (18 units) or a minimum of 20 units of course work plus a research project (10 units). Both are examined publicly as per 1.9.1. Academic programs may require additional units of course work |
| 1.9 Preparation for Examinations | Minimum composition: a. chair of student's graduate program committee or designate (non voting) b. all members of student's supervisory committee c. examiner (not a committee member, but is a faculty member or other) Advisory member: an additional member may be added for special expertise (1.9.1B) |
| 1.10 Examinations | Formally examined (oral defence), open to public |
| 1.10.4 Submission to the Library | A digital copy of all completed theses and research projects are required to be submitted and archived at the Library. Submission to the library should occur no later than the end of the subsequent term immediately following a successful examination. |
| Student initiated forms | Approval of Supervisory Committee (submitted by end of term 2) Request to Change Supervisory Committee, if applicable |
| Unit initiated forms + docs | >4 weeks before exam date: Approval of Examining Committee Form, Abstract, Examiner's CV (if external to SFU), Ethics Approval (if applicable), Thesis Publication Delay (if applicable) |
Master's B: Capstone *Applicable after May 1, 2026
Defined by program requirements (1.7.2b). Follow timing and steps for ending
| 1.6 Supervision (Committee Requirements) |
The supervisor alone may comprise the supervisory committee. |
| 1.7 Program Requirements (1.7.2b) |
Minimum requirements: 24 units of graduate course work plus a capstone (e.g. project, examination, portfolio, or extended essay(s)) that is examined internally as per 1.9.1. Academic programs may require additional units of course work. |
| 1.9 Preparation for Examinations | Capstone is evaluated internally by a minimum of two readers. |
| 1.10 Examinations | Optional: may have a different examination process if designated by the appropriate faculty graduate studies committee with the approval of Graduate Studies. |
| 1.10.4 Submission to the Library | Academic units may also require that capstones be archived at the library. |
| Student initiated forms | Approval of Supervisory Committee (submitted by end of term 2) Request to Change Supervisory Committee, if applicable |
| Unit initiated forms + docs | >3 weeks before exam: Scheduling of Master's Degree Completion Form, 2nd Reader's CV (if external to SFU), Ethics Approval (if applicable), Thesis Publication Delay (if applicable) |
Master's C: Coursework *applicable after May 1, 2026
Defined by program requirements (1.7.2c). Follow timing and steps for ending
| 1.6 Supervision |
Supervisory committee is not required. |
| 1.7 Program Requirements (1.7.2c) |
Minimum requirements: 30 units of graduate course work. Academic programs may include additional written or other components or examinations as part of the program requirements. Not all of these options are available for every program. |
| 1.9 Preparation for Examinations | n/a - advising functions rest with graduate program committee or supervisory committee. |
| 1.10 Examinations | Optional: may have a different examination process if designated by the appropriate faculty graduate studies committee with the approval of Graduate Studies |
| 1.10.4 Submission to the Library | n/a |
| Student initiated forms | Approval of Supervisory Committee (submitted by end of term 2), if applicable Request to Change Supervisory Committee, if applicable |
| Unit initiated forms + docs | Post completion: APR + Recommendation for Awarding Credential (RAC) |
Certificate and Diploma
Defined by program requirements (1.7.1). Follow timing and steps for ending
| 1.6 Supervision |
Supervisory committee is not required. |
| 1.7 Program Requirements |
Certificate students must complete a minimum of four graduate courses (maximum five courses) for a minimum of 12 units of graduate course work. One half of the minimum coursework must be completed at SFU. Diploma students must complete a minimum of 22 units of graduate course work. |
| 1.9 Preparation for Examinations | n/a |
| 1.10 Examinations | n/a |
| 1.11 Publication of Thesis | n/a |
| Student initiated forms | n/a |
| Unit initiated forms + docs | Post completion: APR + Recommendation for Awarding Credential (RAC) |
Pre-Defence Approval
8 - 6 weeks prior to defence, the GPA:
- runs APR, submits APR exceptions (if required),
- notifies supervisor of student鈥檚 upcoming degree completion,
- books defence space (if in-person),
- prepares documents for submission to Graduate Studies.
6 - 4 weeks prior to defence (submission + approval):
- GPA submits all relevant documents to Graduate Studies,
- Graduate Studies will have Associate Dean review documents for approval,
- if approved, Graduate Studies sets up examining committee + informs unit of approval.
Preparation + Defence Day
4 weeks leading up to defence:
- GPA advertises the defence information publicly (LiveWhale, Academic Unit website, email networks...),
- GPA sends hard-copy of thesis to examiner (if requested),
- student submits completed thesis to GPA; department rules may require earlier submission,
- Chair of Graduate Program Committee (or GPC?) distributes digital copy of completed thesis to examining committee,
- GPA prepares RAD, prints copies of abstract (if wanted for in-person audiences),
- on day of defence, GPA prepares room, provides water for committee, has RAD prepared for signatures (signed at defence and post defence).
Post-Defence
When revisions, if recommended, are complete:
- supervisor signs RAD,
- GPA submits APR + RAD to Grad Studies (via email or ticket),
- student submits thesis, signed RAD, and thesis publication postponement form (if applicable) to library,
- Graduate Studies will process graduation approval once all requirements are complete (RAD Form recieved, APR satisfied, thesis submitted to library, student has applied to graduate in goSFU).
Credential Completion Letter will not be available until after final grad check and manual processing by GS.
Pre-Defence Package for Master's defending:
- Approval of Examining Committee Form
- Abstract
- Examiner鈥檚 CV
(if external to SFU) - Ethics approval
(if applicable) - Thesis Publication Delay
(if applicable)
Post-Defence Package for Master's defending:
- APR
- RAD Form
Internal webpage
Forms
Forms: Do not submit incomplete forms or packages - wait until all documents are ready and submit them together.
鉁� Accepted Signature Types:
- handwritten signatures,
- Adobe Digital Signature/DocuSign,
- touchscreen signature,
- signature stamp.
鉂� Not Accepted:
- typed or stylized fonts, fonts that look like handwriting.
The student:
- ensures they have completed all required courses, met GPA and grade requirements,
- submits the final writen capstone to their supervisor or program and receives confirmation of approval,
- submits Application to Graduate by the published deadline.
The GPA:
- runs APR to verify all required courses are completed and graded, grades meet minimum program and university requirements, any approved course substitutions are documented,
- confirms supervisor or committee approval of capstone,
- collects all required documentation,
- submits APR and RAD - Results, Approval + Degree Recommendation
Graduate Studies:
- will process graduation approval once all requirements are complete (RAD Form recieved, APR satisfied, capstone submitted to library if applicable, student has applied to graduate in goSFU)
Pre-Completion submission:
- Scheduling of Master's Degree Completion Form
- Examiner鈥檚 CV
(if external to SFU) - Ethics approval
(if applicable) - Thesis Publication Delay
(if applicable)
Graduation Paperwork:
- APR
- RAD Form
Internal webpage
Forms
The student:
- ensures they have completed all required courses, met GPA and grade requirements and have completed any additional requirement.
- submits Application to Graduate by the published deadline.
The GPA:
- runs APR to verify all required courses are completed and graded, grades meet minimum program and university requirements, any approved course substitutions are documented.
- collects all required documentation.
- submits RAC - Recommendation for the Award of Graduate Credential
Graduate Studies:
will process graduation approval once all requirements are complete (RAC Form recieved, APR satisfied, student has applied to graduate in goSFU)
Graduation Paperwork:
- APR
- RAC Form
Internal webpage
Forms
Supervisory Committee (for master's degree progress)
For Thesis or Research Project (master鈥檚 1.7.2a) students, the requirement under general graduate regulations (GGR 1.6.3) the supervisory committee must include the supervisor (or co-supervisors) and at least one committee member, chosen in consultation with the student. The committee member must be a faculty member, adjunct professor, or research associate at SFU. A suitably qualified individual may be eligible to serve as an additional committee member.
For Capstone (master's 1.7.2b), the supervisory alone may comprise the supervisory committee.
For Coursework (master's 1.7.2c), Certificate or Diploma students, a supervisory committee is not required.
Examining Committee (for master's defence)
For Thesis or Research Project (master鈥檚 1.7.2a) students, the minimum composition (GGR 1.9.1) for an examining committee must include:
- A non-voting chair - a faculty member at SFU not on the supervisory committee
- All members of the supervisory committee
- An examiner - an 51社区黑料faculty member or suitably qualified person not on the student's supervisory committee. In FASS, the examiner may not be a member of the student's academic unit, unless a waiver is granted.
Capstone (master鈥檚 1.7.2b) is evaluated internally by a minimum of two readers designated by the appropriate faculty graduate studies committee with the approval of the dean of the Faculty of Graduate Studies or designate. If a chair is required by the faculty or academic unit, that role should be filled by the chair of the graduate program committee or other neutral party designated by the graduate program chair.
Additional Requirements + Preparation
Master's students can:
- Students can add committee members from outside SFU, but must still have at least one member (besides the supervisor) who meets requirement 1.6.3.
- For external members, Grad Studies needs a CV/bio and email to set up their goSFU profile.
- Visit GGRS for the exact requirements for supervisors (1.6.2), co-supervisors (1.6.4) and committee members (1.6.3) as the rank requirements for each is different.
Public webpage
GGR 1.6 Supervision outlines how academic supervision is structured and managed.
Doctoral Programs
Doctoral Defending: Timelines, Forms + Materials
The following timeline applies to doctoral defences.
- Internal departmental processes may differ and extend this timeline.
- If the defence needs to be rescheduled, programs should coordinate changes with the committee and defence@sfu.ca for room booking changes.
Pre-Defence Approval
8+ weeks before defence, the GPA:
- Runs APR, submits APR exceptions (if required)
- Notifies supervisor of student鈥檚 upcoming degree completion
- Books defence space (if in-person)
- Prepares documents for submission to Grad Studies
6 weeks before defence (submission + approval):
- GPA submits all relevant documents to Grad Studies
- Grad Studies will have Associate Dean review documents for approval
- If approved, Grad Studies sets up examining committee + informs unit of approval
- Grad Studies requests pre-defence report from External Examiner
Preparation + Defence Day
2 weeks before defence, Grad Studies:
- receives report from External Examiner and sends to Associate Dean for Approval
- IF thesis is ready for defence, GS sends report to GPC/GPA
- IF thesis is not ready, GS contacts GPC
The GPA:
- advertises the defence information publicly (LiveWhale, Academic Unit website, email networks...)
- sends report and attendance instructions to examining committee. Report must not be sent to student.
- prepares RAD for day of defence, prints copies of abstract (if needed)
- On Defense day: prepares room, provides water for committee, has RAD prepared for signatures (signed at defence and post defence)
Post-Defence
When revisions, if recommended, are complete:
- Supervisor signs RAD
- GPA submits RAD to Grad Studies (via email or ticket)
- Student submits thesis, signed RAD, and thesis publication postponement form (if applicable) to library.
- Graduate Studies will process graduation once all requirements are complete (APR satisfied, thesis submitted to library, student has applied to graduate in goSFU).
Credential Completion Letter will not be available until after final grad check and manual processing by GS.
Pre-Defence:
- Examining Committee Form
- Abstract
- Examiner鈥檚 CV
(if external to SFU) - Ethics approval
(if applicable) - Thesis Publication Delay
(if applicable)
Post-Defence:
- APR
- RAD Form
Internal webpage
Forms
Forms: Do not submit incomplete forms or packages - wait until all documents are ready and submit them together.
鉁� Accepted Signature Types:
- Handwritten signatures
- Adobe Digital Signature/DocuSign
- Touchscreen signature
- Signature stamp
鉂� Not Accepted:
- Typed or stylized fonts, fonts that look like handwriting
Supervisory Committee (for Doctoral degree progress)
For doctoral programs, a supervisory committee must be established and must include: a supervisor (or co-supervisors), and at least one additional member who is an 51社区黑料faculty member, adjunct professor, or research associate. Additional qualified individuals (internal or external to SFU) can be added, if deemed appropriate. A supervisor should be appointed no later than the second term of enrollment. Visit GGR 1.6 Supervision for composition, timing, co-supervision and changes.
Examining Committee (for Doctoral defence)
The minimum composition (GGR 1.9.3) for an examining committee must include:
- Non-voting Chair: a faculty member at SFU鈥攏ot part of the supervisory committee鈥攗sually the graduate program committee chair or designate.
- All supervisory committee members: this includes supervisor (or co-supervisors) and any other members already on that committee.
- Examiner (Internal): a faculty member or suitably qualified individual who is not part of the student鈥檚 supervisory committee.
- External Examiner: an expert in the field who is not a faculty member at SFU.
External Examiner
Regarding the external examiner:
- students are not permitted to contact potential external examiners. If the student has had any contact with the external examiner prior to the defence, the committee may be asked to find another external examiner,
- Graduate Programs contact or respond to external examiner inquiries related to general and logistical inquiries only,
- Graduate Studies will distribute the thesis, send reminders for report submission and respond to inquiries related to thesis content and process (contact is through defence@sfu.ca only).
Graduation + Convocation
Be careful not to confuse Graduation with Convocation: a student can graduate without attending convocation, but cannot attend without graduation
Graduation (degree requirements completed and approved)
Once a student has completed all program requirements, any additional requirements and outstanding obligations, the record must undergo a final review before the degree can be officially awarded.
Graduate Studies will manually update the student鈥檚 status to 鈥渁pproved鈥� and authorize the degree/credential. Once awarded by Senate, the degree is recorded on the transcript and conferred at the proceeding convocation ceremony.
Credential Completion Letters are only available between the Graduate Studies check and final Senate approval.
Convocation (Ceremony)
Convocation Ceremonies: 51社区黑料typically holds convocation in June (Spring Convocation) and October (Fall Convocation). Students are assigned a ceremony automatically once approved to graduate. Programs should direct students to the Convocation website for logistics, as it is their responsibility (not yours) to: apply to graduate (via goSFU), register to attend convocation, order regalia, RSVP and obtain guest tickets.
Volunteering at Convocation: Convocation brings together staff from across the university and offers a great opportunity to meet colleagues outside your usual unit. As one of the most meaningful days for students and families, volunteering lets you support and celebrate the success of the people your work helps every day. Visit the Convocation website to learn more about becoming a Convocation Ambassador.
Public webpage
51社区黑料Convocation
Common Questions/Issues
GPA's are often asked the following by their students:
- My thesis is done, why isn鈥檛 my degree awarded yet? 鈫� There are several steps that need approval prior to final degree awarding: all paperwork must be received and approved by Graduate Studies by applicable deadlines, and Senate has to approve and confer final degrees.
- I have encountered an error or missed a deadline when trying to apply to graduate 鈫� Ask the student to submit a ticket to Grad Studies, including the 51社区黑料ID and a description of the issue.
- Do I need to attend convocation to get my degree? 鈫� No.
- Can I defend during a black out period? 鈫� No.