Doctor of Philosophy Program Guide: Scheduling the Final Examination

Timeline:
  • The Final Exam can only be scheduled after the Dissertation Director has approved the dissertation.
  • Five weeks are required for scheduling and completion of the defense.
  • Approval for the Final Exam can only be conveyed to the Graduate School via MGP after the entire Dissertation Committee has agreed to a time for the defense and the Request for Final Examination form has been signed.

After the Dissertation Director approves the Dissertation, the student should contact the Graduate Program Adviser to request the scheduling of the Final Examination (dissertation defense).

The Graduate Program Adviser takes the following steps:

  • Discusses the entire dissertation defense process with the student;
  • Distributes copies of the Dissertation to the Reading Committee;
  • Queries the Dissertation Committee (including GSR) about their availability for the defense;
  • Creates the Request for Final Examination form and obtains approval signatures from the Dissertation Committee;
  • Sets the time and announces the time and place for the defense;
  • Conveys approval of the on-line request for the Final Examination on the Graduate School’s MyGradProgram (only after receiving agreement directly to the scheduled time and obtaining the signature of each committee member on the Request for Final Examination form);

The student is responsible for the following:

  • Communicating in an ongoing way with the Dissertation Director;
  • Obtaining the approval of the Dissertation from the Dissertation Director and agreement from the Dissertation Director that she/he may schedule the defense;
  • Assisting in obtaining signatures on the Request for Final Examination from the Ph.D. Dissertation Committee;
  • Maintaining communication with the Graduate Program Adviser regarding defense scheduling and logistics;
  • Applying on-line through MyGradProgram for the Final Examination (after a time for the defense has been set, all committee members have responded, agreeing to attend at the time set, and all committee members have signed the Request for Final Examination).

The Reading Committee is responsible for the following:

  • Meeting with the student for consultation and advice about the Dissertation as requested by the student and/or Dissertation Director;
  • Reading the Dissertation and providing comments and feedback to the student in a timely manner;
  • Responding with scheduling information requested by Graduate Program Advisor;
  • Responding to announcement of the time set for the Final Examination (defense), agreeing to attend at the time set;
  • Signing the Request for Final Examination form, agreeing that the student has completed the Dissertation, may schedule the defense, and agreeing to the time set for the defense.
  • Submitting the Report on the Dissertation to the English Graduate Office seven days prior to the scheduled date of the defense.
  • Attending the Final Examination.

In addition to all of the responsibilities of the Dissertation Committee, the Dissertation Director is responsible for the following:

  • Meeting with the student for direction, consultation and advice during the research and writing stages of the Dissertation;
  • Approving the Dissertation before directing the student to request the scheduling of the defense;