Effective Date: September 1, 2025

 

1.0 Purpose

This article establishes the framework for the PhD Qualifying Examination (QE) at the Institute of Biomedical Engineering (BME). The QE is a specific degree requirement that evaluates a student’s preparedness (i.e., knowledge, ability, and skill) to undertake independent doctoral research. Students will be assessed through an oral presentation, a written proposal, and their performance in response to questions from the examination committee.

 

1.1 Penalties for noncompliance

As part of the exam process, students must comply with the exam schedule (activities, materials, etc.) below. Negligence, inattention, or ignorance of the rules are not valid reasons for noncompliance, and the primary supervisor has the authority to reconvene (or cancel) the exam, if necessary (the supervisor must report student program interruptions to the BME Graduate Office as soon as possible). In turn, students may fail to maintain good academic standing, and BME may recommend to the School of Graduate Studies the termination of registration and eligibility for noncompliant students.

PhD students: Failure to adhere to the schedule will equate to a negative outcome for this exam. See section on “Outcomes; first negative (below)”.

MASc students: Failure to adhere to the schedule will disqualify the student’s eligibility for transfer to the PhD program. The student must complete the MASc program and re-apply for PhD admission consideration.

 

2.0 Scope

This policy applies to:

• BME PhD students.
• BME MASc students approved (by the primary supervisor) for transfer to the PhD program.
• BME faculty members.

 

3.0 Objectives

The exam assesses the student’s

• Capacity for learning (e.g., coursework performance).
• Mastery of foundational and advanced knowledge of their research field.
• Ability to articulate a clear research goal (e.g., create a novel design, solve a specific problem, develop new technology, challenge a current paradigm/practice).
• Ability to formulate and justify a research hypothesis.
• Competence in designing and planning research methodology.
• Critical thinking and problem-solving skills (e.g., interpreting experimental data and appreciating the limitations of approaches used).
• Familiarity with relevant academic literature.
• Written and oral communication skills.

 

4.0 Schedule

Program timelines are non-negotiable – no exceptions. In other words, no extensions or exemptions are possible (outside of extenuating circumstances such as a leave of absence) without explicit written consent from the Institute’s Associate Director, Graduate Programs.

 

5.0 Activities

The first supervisory committee meeting must take place within the first 6 months of the student’s program registration. The QE should be scheduled around the 12-month mark and must be completed no later than 14 months after registration. Eligible MASc students must also adhere to the PhD program timeline – no exceptions. For example, if a student started their PhD in September 2025, the first committee meeting must be conducted by February 2026; the PhD QE should be completed by August 2026, but no later than October 2026.

 

Table 1. The requisite activities (milestones) of students and supervisors that must be completed by the designated schedule (timing) required by the department for the student to maintain good academic standing in the PhD program.

Milestone	Required Timing (months)	Responsibility
Initial Registration (Start)	0	Student
First Committee Meeting	6	Student
PhD Qualifying Exam	12–14	Student & Supervisor

 

5.1 Exam duration

Most exams last two hours but starting times can be delayed by technical difficulties and/or late arrivals, although every effort is made to prevent this. All participants should be ready to give this milestone event all the time it requires.

5.2 Delivery mode

The exam may be conducted virtually, in person, or through hybrid delivery. Exam rooms are available for booking through BME and SGS (below). The delivery mode is normally selected by consensus between the student and the examination committee. In case of dispute, the primary supervisor has the authority to finalize the delivery mode.

5.3 Room booking

• BME: https://koalendar.com/e/bme-meeting-rooms/
• SGS: https://www.sgs.utoronto.ca/resources-supports/book-a-meeting-room/

 

6.0 Materials

The student is responsible for preparing the following documents/materials and delivering them to the respective stakeholders on time.

 

6.1 PhD students must prepare:

• PhD research proposal – the proposal should be up to 30 pages, all inclusive.
• PhD research presentation – the presentation should include some preliminary data that support the hypothesis and/or suggest that the proposed project is feasible. The oral presentation should include slides (e.g., PowerPoint) and be 20 minutes (maximum) in length. The presentation content should include: 1) the scientific background; 2) a high-level overview of thesis objectives, hypotheses, methods, etc.; 3) detailing of results, issues, timelines, etc.; and 4) brief slides to summarize and contextualize future directions.
• Transcripts from all post-secondary institutions including the student’s current academic history at U of T (unofficial printouts are permitted).
• BME committee meeting report – requirements are described elsewhere (learn more).
• BME PhD qualifying exam form.

 

6.2 MASc to PhD transfer students must also include:

• SGS program transfer form
• Amended supervisor–student agreement

 

Table 2. The requisite documentation (and/or materials) that students must supply and the deadlines for when the relevant files must be delivered to complete the examination process.

Document	Required Timing	Delivered By	Received By
PhD research proposal	At least 2 weeks before the exam	Student	Exam Committee
PhD research proposal (redistribution) PhD research presentation PhD QE form/report First committee meeting report Transcript(s)	During the exam	Student	Exam Committee
PhD QE form/report Program transfer form, if applicable Amended supervisor–student agreement, if applicable	Within 2 weeks after the exam	Student	Graduate Office (grad.bme@utoronto.ca)

 

7.0 Exam Committee Composition

The quorum is four voting members, normally comprising members of the student’s supervisory committee with the addition of an internal-external examiner.

Quorum	Voting	Exam Committee	Role Requirements
1	Yes	Supervisor	BME faculty appointment and SGS graduate faculty membership
0–1	No	Co-supervisor	BME faculty appointment and SGS graduate faculty membership
2	Yes	Regular committee members	U of T faculty appointment and SGS graduate faculty membership
1	Yes	Internal-external examiner	U of T faculty appointment, SGS graduate faculty membership, and arm’s length relationship

 

7.1 Internal-external examiner

Must be a faculty member of Biomedical Engineering or of other departments, centres, or institutes of the university. Non-U of T members are not eligible for this role. The internal-external examiner must have active and unrestricted SGS graduate faculty membership and expertise relevant to the student’s research topic but must not have been involved in supervision of the student’s thesis. Additionally, the internal-external examiner must be at arm’s length from both the student and the supervisor(s), separated by interpersonal distance such that the examiner cannot be a close friend, current or recent collaborator, former supervisor, advisor or colleague in the lab, or have been involved in the development of any work on the student’s thesis that is being examined.

7.2 Examiner substitutions

If a committee member is unable to attend the exam due to unforeseen circumstances, then an appropriate substitution must be found to maintain quorum. In such cases, it is recommended that an additional internal-external examiner be acquired to re-establish the quorum. The alternate should be selected by the supervisor with agreement from the student.

 

8.0 Outcomes

Although formal ballots are not used, the committee's consensus by way of voting must be recorded on the exam form as a formal judgement of whether the student is qualified for (or may continue in) the doctoral program.

 

8.1 Possible outcomes

The student’s Supervisory Committee has the responsibility of directing all elements of the student’s graduate program. By extension, the Exam Committee shares this responsibility by evaluating the QE (a pivotal milestone) of the student’s program.

Decision	Original Program	Outcome	Vote
Positive	PhD	May proceed in the PhD program under the same supervisor(s)	No more than one negative vote or abstention. Passing may be conditional on requirements specified by the Exam Committee.
	MASc	May transfer to the PhD program under the same supervisor(s)
First negative	PhD	May not proceed in the PhD program   May reconvene the exam* May transfer to the MASc program*	Two or more negative votes (or abstentions).
	MASc	May not reconvene the exam   May proceed in the MASc program
Second negative	PhD	May not proceed in the PhD program May not reconvene the exam   Must transfer to the MASc program   May be recommended to withdraw from the PhD program May be recommended for program termination

*The Exam Committee must recommend the appropriate option (and the next steps).

8.2 Notification of decision

• If the decision is positive, the Exam Chair informs the student.
• If the decision is negative, the Exam Chair and Supervisor(s) should jointly advise the student.

8.3 Procedures for continuing studies (positive outcome)

Outcome	Original Program	Next Steps
Positive	PhD	The student shall return the signed exam report to grad.bme@utoronto.ca.
	MASc	The student shall return the signed exam report to grad.bme@utoronto.ca. The student shall return a PhD program transfer form to grad.bme@utoronto.ca. The student shall return the amended supervisor–student agreement (with doctoral-level funding) to grad.bme@utoronto.ca (and Cc: hr.bme@utoronto.ca).

8.4 Procedures in the event of an adjournment (negative outcome)

Outcome	Original Program	Next Steps
First negative	PhD	The Chair shall remind the Committee that a reconvened examination is to be held within 3–6 months (preferably 3). The Chair shall record the reasons for adjournment and the Committee’s requirements for a reconvened exam or the Committee’s recommendation for program change(s) in the exam report; the drafting of this report shall be the responsibility of a member of the Exam Committee. The student shall be advised by the Chair of the approximate date of the reconvened exam, documented in the exam report. The student shall return the signed exam report to grad.bme@utoronto.ca.   OPTIONAL: The student may return a MASc program transfer form to grad.bme@utoronto.ca.
	MASc	The Chair shall record the reasons for adjournment and the Committee’s requirements and recommendations for MASc program completion in the report. The student shall return the signed report to grad.bme@utoronto.ca. Instead of a PhD exam, the QE will be recorded as a regular supervisory committee meeting in the student’s MASc program record.
Second negative	PhD	The Chair shall record the reasons for adjournment and the Committee’s recommendation for program withdrawal in the exam report; the drafting of this report shall be the responsibility of a member of the Exam Committee.   OPTIONAL: The student may return a program withdrawal form to grad.bme@utoronto.ca.

8.5 Procedures for a reconvened exam

The normal procedure for conducting the exam is to be followed. At the reconvened examination, no new members shall be added except for necessary replacements. It is the obligation of the original examiners to attend this examination. Any member of the original committee who did not attend the examination and who did not have good cause for absence should be stricken from the Committee.

However, no further adjournment will be allowed and, if unsuccessful, the student will be ineligible for further doctoral candidacy at this institute. The Exam Committee must provide the student, as soon as possible, with a written statement that explains clearly and directly why the examiners found the student’s performance unsatisfactory on the written or oral components of the examination, as may be relevant.

 

9.0 Academic appeal

Students may appeal a QE decision in accordance with the Academic Appeals Policy, General Regulations, School of Graduate Studies (https://sgs.calendar.utoronto.ca/general-regulations/). In the case of dispute, students must first attempt to resolve the matter with the Exam Chair. Should the matter not be resolved, the student must discuss it with the Associate Director, Graduate Programs.

 

10.0 Tips

• Consideration: Is the PhD program right for you? Begin with the end in mind. To complete the PhD program, successful students should expect to deliver approximately three first-authored original peer-reviewed research articles that typically correspond to (at least) three scientific aims comprising the main chapters of a cohesive thesis.
• Presentation: Practice makes perfect. It is beneficial for students to rehearse the question-and-answer session(s) prior to an exam in a less formal but official setting (e.g., regular lab meetings), to learn from the experience of being in front of a judging panel.
• Proposal: Ask your supervisor(s) about guidelines and best practices for writing your research proposal. Talk to your colleagues to obtain writing samples and leverage experience from your lab to bolster your chances of a successful outcome. Take advantage of workshops provided by FASE and SGS to achieve writing mastery.

 

11.0 Contacts and additional resources:

• BME supervisory committee meeting: https://uthrprod.service-now.com/kb_view.do?sysparm_article=KB0011420
• FASE graduate communications: https://uoft.me/FASEGradWriting
• SGS Graduate Centre for Academic Communication: https://www.gcac.utoronto.ca/