Preliminary Examination

Submitting your thesis for examination is a coordinated process between you, your graduate program, and SGPS.

To officially kick off the examination timeline, two synchronized actions must take place within Veritas, Western’s thesis examination platform:

  1. Your Graduate Program must submit a Thesis Examination Request to SGPS via the GradNet Administrator Portal (grad.uwo.ca/gradnet).
  2. You (the Candidate) must submit your thesis manuscript and any supplemental materials via the Graduate Student Web Services Portal (grad.uwo.ca/student).

Key Deadlines and Logistics

Once your supervisor advises that your thesis is ready for examination, your Graduate Chair is responsible for submitting the formal request form to SGPS for approval. This must happen within the following strict policy timelines:

  • PhD Candidates: At least five working weeks before your proposed exam date.
  • Master’s Candidates: At least three working weeks before your proposed exam date.

The request form submitted by your program locks in your official examination board, confirms whether your defense is in-person or remote, sets the public presentation details, and indicates if the exam is open or closed. It also confirms your supervisor's approval and notes any confidentiality agreements or publication delays.

Accessibility Accommodations

Western is committed to providing an accessible examination experience for everyone.

  • For Students: If you have accessibility needs, please ensure that Accessible Education is aware of your upcoming defense so that any required accommodations can be communicated to your program well in advance.
  • For the Program: Your Graduate Chair will ensure that the examination space, equipment, and technology are fully accessible to all participants and attendees with visible or invisible disabilities.

Submitting your Thesis: Step-by-Step Guide

Step 1: Log In

Step 2: Initialize Your Submission

Depending on your program's current status, choose one of the following:

  • If your program has not yet submitted your Thesis Examination Request: You can still initiate the process by selecting "Begin Submission".
  • If your program has already submitted your Request: You can proceed to submit your thesis for examination immediately.

Step 3: Enter Details and Upload Files

  • Edit Thesis Details: Enter your Thesis Format and Thesis Title
  • Files & Uploads: Upload your primary Thesis File and any Supplemental Files required for the examination process

Important: Individual files cannot exceed 100MB

Step 4: Review and Submit

  • Review all uploaded files carefully to ensure they are accurate
  • Confirm that your thesis files are correct and ready for preliminary examination
  • Submit by approving the content and clicking the "Submit My Thesis for Preliminary Examination" 

What Happens Next?

  • Track Your Status: You can return to the Veritas Thesis Examination Portal at any time to check the status of your examination
  • Email Notifications: Keep a close eye on your Western Office 365 email account. You will receive automated updates whenever your examination hits a significant milestone