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myThesis FAQ

FAQ for Students

When do I start the initial thesis submission process on myThesis?

You should access myThesis 4 to 8 weeks prior to your expected initial thesis submission, to complete your Intent to Submit Thesis and Nomination of Examiners pages.

I am in time limitation and not currently registered at McGill. Can I use myThesis?

You must be registered to McGill to use myThesis.

You should fill out a webform for readmission as soon as you are ready to submit your Intent to Submit Thesis page, about four to eight (4-8) weeks prior to the expected initial thesis submission date. Contact your department to advise them that you completed the form and aim to submit your intent.

Once the department approves this webform, Enrolment Services will process the request for readmission so that you may register and access myThesis. You should anticipate that this process may take a couple of days.

What happens if I am not ready to submit my initial thesis by the expected submission date that I put in the Intent to Submit Thesis page on myThesis?

If you realize that you need more time to submit your initial thesis, you can go into myThesis and delay the expected submission date. We advise against doing this after your examiner(s) has/have confirmed, as this may cause delays due to their availability.

I noticed my committee member is missing or wrong on my Intent to Submit Thesis page. Do I wait for my record to be updated before submitting my Intent?

No - please go ahead and submit your Intent to Submit Thesis page anyway. You can notify your Unit of the discrepancy in your file, but at this point in time, we do not want to cause delays with the approval process.

I am ready to submit in the upcoming days/weeks. I am getting a message in myThesis, on the Intent to Submit Thesis page: “Expected Submission Date is within the next 30 days. This may not allow enough time for the selection and approval of examiners.” What do I do?

You can disregard this message. It does not affect your submission.

What is the confidentiality request on the Intent to Submit Thesis page?

This confidentiality request is not a request to withhold a thesis from circulation (often referred to as embargo). In very rare occasions (e.g., concerns about the disclosure of patentable rights), students ask for a confidential thesis examination process that requires examiners to sign a non-disclosure agreement. Students who require these extraordinary measures can select Yes under the Confidentiality Statement.

If you are a student looking for an embargo on your thesis, please follow these instructions:
In order to withhold a thesis from circulation temporarily, a student must, with the endorsement of the supervisor, make a written request detailing the reasons to GPS no later than the final thesis submission. GPS may permit the thesis to be withheld from electronic publication for a period of up to one year. At the end of the approved period, the thesis will automatically be released to the libraries. (see website)

What happens if I cannot make or miss the ‘Nomination of Examiners Required by’ date on my Intent to Submit Thesis page?

Nothing happens in myThesis. The ‘Required by’ date is provided to encourage students to submit their proposed examiners in a timely manner. However, it is not a firm deadline. Students can complete the Nomination of Examiners page after this ‘Required by’ date.

The instructions indicate Master’s students should nominate 2 to 4 potential examiners in myThesis, while doctoral students should propose 2 potential internal examiners and 2 to 4 potential external examiners. My supervisor and I have already secured the required examiner(s). Do I have to nominate additional examiners?

We understand that some examiners may have already been secured outside the myThesis system. If the examiner(s) has/have already confirmed their availability to evaluate your initial thesis by the expected submission date, you may include their information only.

The suggestion to include two examiners is useful in cases where the examiner(s) has/have not been secured. Including more than one potential nominee can help avoid delays should the first invited examiner decline.

My status still shows “Thesis submitted to GPS”. How do I know whether my thesis has been sent to the examiner?

The Thesis submitted to GPS status means that the thesis unit has sent the initial thesis to the examiner(s). This status will not be updated.

I was asked to revise and resubmit my thesis. Do I use myThesis?

No. Please follow the resubmission procedure outside myThesis (see website).


FAQ for Units

What are the roles of the supervisor, co-supervisor, and GPD in myThesis?

A supervisor’s role is to approve the examiner nominations, indicate the preferred examiner, and approve the initial thesis submission on myThesis.
Co-supervisors are copied on the notification sent to the primary supervisor when the Intent to Submit Thesis page is completed. They also approve the initial thesis submission on myThesis.
A GPD’s role is to approve the examiner nominations, send invitations to desired examiners, and approve the initial thesis submission on myThesis.

I am a GPD and I just approved the Nomination of Examiners page. Does myThesis automatically invite the examiner?

No, you must also invite the examiner. On the same page, click on the envelope icon in the row belonging to the desired examiner. For doctoral students, an invitation must be sent to an internal and external examiner.
Select ‘Yes’ when the system asks you for your confirmation. A notification will appear at the top of the page advising you that the invitation was emailed to the examiner.
To view whether the invitation was sent, you must see “Contacting” in the status column of the appropriate row. You will also see a date in the ‘Sent on’ column.

Can a GPD send an invitation to several examiners at once?

No. Only one examiner should be invited at one time.

I am the GPD of my department, and the student’s examiner or supervisor. Can I still approve the student’s Nomination of Examiners or initial thesis submission as GPD?

No. We have given security access to Department Chairs and Faculty ADs for backup in these situations.

A student is in time limitation and they are not currently registered at McGill. Can they use myThesis?

The student must fill out a webform for readmission. Once the department approves this webform, Enrolment Services will process the request for readmission so that the student may register and access myThesis. Students should complete the webform as soon as they are ready to submit their Intent to Submit Thesis page, which is usually done six to eight (6-8) weeks prior to their expected initial thesis submission date.

Can departments continue to reach out to examiners outside myThesis?

Yes. However, the GPD must still send the formal invitation through myThesis and the examiner must accept the invitation through the link included in their myThesis notification email.

All the examiners listed in the student’s Nomination of Examiners page have declined. What happens next?

If all the examiners listed in myThesis decline the invitation, GPS will request additional examiner names from the student and supervisor. The thesis unit will enter the new names into myThesis and advise the GPD when they can invite the examiner through the platform.

What is the meaning of each status in Thesis Records, on the myThesis platform?

The status and their meaning are posted below. On the Thesis Records page in myThesis, the status date reflects when the last action was taken on the platform. If the status of a student’s file has not moved in 5 days or more, and action is required, we encourage GPCs to follow up with the supervisor or GPD (depending on the status).

Status in myThesis

What does the status mean?

Intent Submitted (IS)

The student submitted their intent to submit their thesis.

The supervisor and co-supervisor were notified.

*For unit: It is advised that the Unit does the degree audit at this time.

Examiners Proposed (EP)

The student submitted their Nomination of Examiners page.

The supervisor was notified that their approval is required.

Examiners Approved by Sup. (ES)

The supervisor approved the Notification of Examiners page.

The GPD was notified that their action is required: approving the page and inviting the examiner.

Examiners Apprvd / Contacting (ED)

The GPD has approved the Nomination of Examiners page and should have invited the examiner.

*For unit: To confirm whether the invitation was sent, the GPD must see “Contacting” in the status column of the appropriate row.

GPDs will get notifications when the examiner has declined the invitation or not responded. They can return to the Nomination of Examiners page to select the next person. If all the examiners listed in myThesis decline the invitation, GPS will request additional examiners names from the student and supervisor. The thesis unit will enter the new names in myThesis and advise the GPD when they can invite the examiner through the platform.

Examiners Accepted Invitation (EA)

The student can now submit their initial thesis when they are ready.

Thesis Package Submitted (PS)

The student submitted their initial thesis in PDF format.

Their supervisor and co-supervisor were notified that their approval is required.

Eval. Authorized by Sup. (AS)

The initial thesis package was approved by the supervisor and co-supervisor.

The GPD was notified that their approval is required.

Eval. Authorized by GPD (AD)

The initial thesis package was approved by the GPD. GPS was notified that their approval is required.

Thesis submitted to GPS (SU)

GPS has received and approved thesis package for examination.

At this point in time, myThesis statuses will no longer update.

Creative Commons Attribution Non-Commercial 4.0 International LicenseThis work is licensed under a Creative Commons Attribution Non-Commercial 4.0 International License.
Graduate and Postdoctoral Studies, McGill University.

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