School of

Graduate Studies


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External Examiner (Ph.D. Oral Examinations Only)

Three - four weeks prior to the oral thesis examination, an email will be sent from the School of Graduate Studies confirming the date, time and location of the exam. Included in this email is a letter from the Vice-Provost and Dean of the School of Graduate Studies with the link for the travel claim form, notes on the conduct of oral examinations at Queen's University and report form (please see note below).

REPORT: A written evaluation of the thesis is to be sent by email to at least 5 working days before the defense. This report is not to be revealed to the candidate or the supervisors before the oral examination.

All files are in PDF format which can be viewed using Adobe Reader

Notes on the Conduct of Oral Examinations

Please see Notes on the Conduct of Oral Examinations for the Guidance of External Examiners.


It is preferred that all examiners be physically present for the oral thesis examination.

However, in certain extenuating circumstances, it is acceptable for the oral thesis examination to be scheduled so that the external examiner from outside of Queen's University could participate in the oral thesis examination remotely using some method of videoconference of teleconference.

Arrangements for the use of remote access services must be made by the graduate department/program. Remote participation of the external examiner must be agreed to by the Department Head and/or Graduate Coordinator, the student, and supervisor(s) of the student, being examined.

This must be reported by the department/program on the Ph.D. Oral Thesis Examination Form (PDF, 138 KB).

Note: The Ph.D. student being examined must be present in person at Queen's University for their oral thesis examination.


Video Conferencing

Rooms on campus with remote capabilities:

If your department does not have the required facilities, the following rooms are available for booking:

Cost for:

  • Teleconference, same as a long distance call.
  • Videoconference, expensive.
  • Skype is free.


The external examiner will receive a $100.00 honorarium and will be reimbursed for travel expenses. Please note that the most reasonable and affordable means of travel and accommodation should be sought.

The Travel Claim Form is to be submitted to the School of Graduate Studies with original receipts. Note: for airfare reimbursement, the ticket is no longer sufficient. The receipt or invoice plus the ticket must be supplied.

The School of Graduate Studies will cover expenses for:

  • travel for an amount up to $500 and;
  • accommodation for one night and;
  • Actual costs may be claimed for meals on a University related trip up to maximums  of $15.65 breakfast, $15.15 lunch, $41.75 dinner. The Broader Public Sector Expense Directive prohibits reimbursement of meal expenses through per diems. Original itemized receipts are a mandatory requirement for all travel related expenses, including meals.
  • NB: Meal reimbursement is limited to Treasury Board of Canada Meal Allowances (Appendix C, Section 1.2) as a maximum claim