Student Information > Graduate studies > Forms > Formation of the panel of examiners

Formation of the panel of examiners


With the exception of the first stage (DGA1031), the doctoral exam is evaluated by a panel of examiners comprised of three or four individuals, in addition to the Co-Director, if applicable.

The members of the panel of examiners include the following:

  • The Research Director;
  • One or two ÉTS professors who hold a Ph.D. and work in a related field;
  • One ÉTS professor from outside of the Research Director’s department who holds a Ph.D., and who preferably works in a field related to the project. This professor acts as the chairperson of the panel of examiners;
  • The Co-Director, if applicable.

Other members may be added to the panel of examiners:

  • An external member, preferably with an industry background, who may or may not have an interest in the project. This individual must hold at least a master’s degree.
  • An independent external member.

If an independent external member is recommended,
the Research Director must attach the following to the form:

  • A detailed curriculum vitae or biographical notes indicating the list of the independent external member’s recent publications and the list of recently received funding, with identification of any co-recipients; or
  • A declaration of the absence of any conflict of interest, duly completed and signed by the independent external member.

In order to ensure the transparency of the evaluation process, the independent member must come from outside of ÉTS, and must not have had any links to the Research Director, the Co-Director, the student or the student’s research project for a period of 5 years. More specifically, this means that there must not have been any joint publications or funding.

In the case of a confidential project, the Research Director must ensure that all of the members of the panel of examiners sign the form entitled Entente de reconnaissance de confidentialité (Confidentiality recognition agreement), which is available from the Bureau des cycles supérieurs (Graduate and Ph.D. studies office). Consult the document entitled Confidentiality of Dissertations and Theses.

In the middle of the term in which the student is enrolled in Research Problematics (DGA1031), the Research Director will undertake the process of forming the panel of examiners for the 2nd and 3rd stages of the doctoral exam. This will ensure that the panel of examiners will be in place for the beginning of the term in which the written doctoral exam will be administered, and that the student can obtain the list of material to be studied in a timely manner.

The number of members of the panel of examiners is determined by the Dean of Studies, who verifies the relevance of the panel. To the extent possible, the members of the panel of examiners for the evaluation of the thesis are the same as for the doctoral exam. An independent external member must be added to the panel for the evaluation of the thesis if there was no such member for the doctoral exam.

During this same term, the Bureau des cycles supérieurs will send the Research Director the necessary documentation for formalizing the formation of the panel of examiners.


Appointment of members

The members of the panel of examiners are appointed by the Dean of Studies, based on the recommendations submitted by the Research Director. The members of the panel of examiners receive confirmation of their appointment by e-mail, which includes a copy of this procedure. The student is informed of the appointments at the same time.


Role of the chairperson

The chairperson of the panel of examiners is responsible for the proper functioning of the doctoral exam, and for ensuring that the applicable rules and policies are respected. If any irregularities are noted, it is the chairperson’s duty to report them to the Dean of Studies.

As an ÉTS professor, the chairperson must carry out the responsibilities of the position with impartiality and diligence. During this mandate, the chairperson of the panel of examiners receives the support of the services provided by the Dean of Studies Office, and assists and works in cooperation with the Ph.D. Program Director.


Role of the Research Director within the context of the doctoral exam

The Research Director acts as a resource person and liaison between the panel of examiners and the Dean of Studies Office, and works with the other members of the panel of examiners to coordinate the content of the doctoral exam and the selection of reference documents. The Research Director informs the student of the required subjects, the specific subjects that will be addressed during the exam, and the list of materials to be studied in preparation for the exam, and is responsible for submitting the results of each stage of the doctoral exam to the Bureau des cycles supérieurs within the applicable time limits.