Checklist: Comprehensive Examination

The research proposal must be approved by the Supervisory Committee before the student is able to take the Comprehensive Examination.

☐ The student should discuss the content of the proposal with his/her supervisor.

☐ The supervisor should then approve a draft of the proposal before it is sent to the Supervisory Committee. This reading should be done in a timely fashion by the supervisor (within two weeks of receiving the draft). Committee members should be advised ahead of time that the proposal will be given to them on a particular date, so that time conflicts can be addressed.

☐ The Supervisory Committee should be given hard copies of the proposal and allowed a minimum of two weeks to provide feedback and comments.

☐ The student and Supervisory Committee should meet to discuss the contents of the proposal and the proposed research. At the end of this meeting, the committee should make a decision about whether to approve the proposal.

☐ For the meeting, you will need to bring the committee meeting form. After the meeting, please FORWARD the completed form to the Graduate Program (zool.gradprgm@ubc.ca)

All PhD students are required to take an oral comprehensive exam given by members of their supervisory committee.

☐ Once your proposal receives committee approval, you will need to start thinking about when to schedule your comprehensive examination. Once you and your supervisor have decided tentative dates, please contact Dr. Eric B. Taylor at etaylor@zoology.ubc.ca to check on his availability to serve as Chair for your comprehensive exam. Then, check with your committee on their availability. Note that if you do not e-mail Dr. Taylor at this time, you MAY have to reschedule your comprehensive exam. Please allow for adequate time between approval and comprehensive exam date. A minimum of two weeks between approval and comprehensive exam date is required, but it could be a month or more depending on availability of committee members and the Chair. If Dr. Taylor is not available, please check with an alternate Chair: Colin Brauner (brauner@zoology.ubc.ca), or Linda Matsuuchi (matsuchi@zoology.ubc.ca)

☐ If Dr. Taylor is on your committee, please let the Graduate Program know immediately (before scheduling your comprehensive examination).

☐ E-mail a copy of your research proposal to the Graduate Program (minimum 2 weeks before comprehensive examination date).

☐ If a member of the supervisory committee is not available because of leave, substitution may be made. Please let Mimi know (zool.gradprgm@ubc.ca). Once the date/time is set, please book a room. If you would like to book either BioSci 4223 or BioSci 4227 you can do so online. If you have difficulties booking the room, email info@zoology.ubc.ca

☐ Please let Mimi know the date/time and location of your comprehensive examination immediately. Note that if you do not let her know, you MIGHT have to reschedule your comprehensive examination.

☐ Mimi will then send out reminders to your committee and prepare the paperwork for the Chair to bring to your comprehensive examination.

*Timeline* *before Exam*	*Action*	*Tasks*
About a Month Before	Pre- Meeting	Download and read the Comprehensive Exam Checklist and make sure to follow all the instructions. The information provided here are a supplement to those instructions with items particularly relevant to holding the exam online. Email your committee and Rick Taylor (comprehensive exam chair, etaylor@zoology.ubc.ca) to figure out a time that works for your exam. When you’ve pinpointed a time that works, email zool.gradprgm@ubc.ca to let Mimi know
About A Week Before	Setting Up the Meeting	a. If online, Mimi will set up a Zoom meeting and invite all the participants. The Chair will be designated as Alternative Host b. If in person, a room can be booked online
Day of Exam	Exam	Please be ready to join the Zoom meeting 15 minutes before the official start time of the exam. At the date and time of the defense, you, the examination committee, and chair will all join the Zoom meeting. The chair will host the meeting. You should share your screen and present your research talk of 20-25 minutes at the beginning of the meeting From there, the exam will proceed normally, with questions from the committee. When the questions have been completed, you will be asked to leave the meeting The committee will deliberate on the result of the exam, and then send you a chat message on Zoom inviting you back into the meeting. Please also monitor your email and phone as a backup to receive the message. The examination chair will then inform you of the committee’s decision of pass, conditional pass, or fail. In the case of a conditional pass, further information will be given about the conditions.
After Exam	Post- meeting	After the meeting, the Chair will email zool.gradprgm@ubc.ca a copy of the Chair Report When you pass, fill in the Advancement to Candidacy Form and send it to Mimi for the Graduate Advisor’s signature.

Timeline (with Online Procedures)