A Final Examination may be scheduled if: (a) a student passed a General Examination in a previous quarter; (b) a reading committee is officially established with the Graduate School; (c) the reading committee has read an entire draft of the dissertation and; (d) the entire supervisory committee has agreed that the student is prepared and has approved the student to schedule a Final Examination. At least four members of a supervisory committee (including the Chair, Graduate School Representative, and one additional Graduate Faculty member) must be present at the examination.
If the Final Examination is satisfactory, the supervisory committee members who participate at the examination sign the warrant and return it to the student’s graduate program by the last day of the quarter (last day of finals week). Any members of a supervisory committee who participate at an examination but do not agree with the majority opinion are encouraged to submit a minority report to the Dean of the Graduate School. If an examination is unsatisfactory, a supervisory committee may recommend that the Dean of the Graduate School permit a second examination after a period of additional study.
Registration as a graduate student is required the quarter that a Final Examination is taken AND the quarter the dissertation is submitted. The degree is conferred the quarter in which the student’s dissertation is accepted by the Graduate School.
A candidate certificate and the doctoral degree may not be awarded the same quarter.
This expert advice comes from Sonja Foss and William Waters - authors of Destination Dissertation: A Traveler's Guide to a Done Dissertation
Sonja Foss would say that the defense begins as soon as you start working on your dissertation (Foss & Waters, 2007). Defense in the context of the dissertating process refers to the presenting, explaining and defending of your ideas. It also includes laying out the rationale behind your choices and decisions, for example, regarding theory selection and research methods. Efforts to recruit your chair and other committee members will entail some of this communication behavior. Seeking approval for your dissertation proposal, the foundation of all your research activities, will also entail a bit of defense.
Throughout the course of the project many exchanges with your chair and other committees will involve explaining and defending your ideas and decision. However, the most important defense is the dissertation defense which comes at the end of a long and arduous process and which may have unfolded over a number of years. The dissertation defense is a significant milestone signaling closure on your graduate student career.
The dissertation defense can be divided into three distinct components (Foss and Waters): the preparation, the defense, and follow-up. A few brief comments about all three follow and a very helpful resource provided a thorough discussion of all three components.
- Attend the defenses of some of your departmental colleagues or attend defenses in other departments.
- It is very important to adhere to graduate school rules and deadlines covering the scheduling of a defense.
- Begin very early to schedule and coordinate the date, time and place for the defense. Committee members and chairs have very busy schedules.
- Have your manuscript reviewed before the defense to be sure it is consistent with formatting requirements. You want to present a polished document for the faculty to work with in preparation for the defense.
- Maximize your opportunity in the pre-defense meeting to raise any issues or concerns. Or ask your chairs what questions and issues might be raised during the defense. Prepare to address them.
- Organize you material for presentation. Create flawless presentation of the material you will be covering on the defense. Finally, practice presenting the material and answering questions.
- Meetings may begin with brief comments by the chair followed by your comments thanking advisors and committee members for their time and efforts on your behalf.
- Your presentation material should briefly cover the research question, literature review as it relates to your theory, methods and analysis, major findings and recommendations for future research.
- During the defense, the faculty may take turns asking you questions and discussing among themselves points of interest or disagreement.
- Two questions to anticipate include identifying the weaknesses of your study and post-dissertation research plans.
- When all questions have been asked and answered, you will be asked to leave the room while the committee deliberates. At this time faculty will be deciding by vote whether to pass you on your defense and dissertation.
- The desired outcome of this meeting is the chair's greeting you with the statement "Congratulations, Dr. _." (Foss and Waters, 2007). The defense was successful and the committed has passed your dissertation.
- You may plan a small reception for the committee, friends and family. Check to see what the norms are in your department on post-defense celebrations.
- Next day attend to the revisions the committee asked you make to the work.
- You may want to provide bound copies of your work to your chair, committee members, family and friends. You may also be required to provide copies to your department and library. Create a budget for handling the incidental related to publishing and ordering additional copies of your manuscript.
----------------------------------------------------------------------------------------------------------About the Authors: Co-authors of Destination Dissertation: A Traveler’s Guide to a Done Dissertation, Dr. Foss is a professor of Communications at University of Colorado, Denver, and Dr. Waters is an assistant professor of English at University of Houston-Downtown, They are co-directors of Scholar’s Retreat, a program to support progress towards completion of your dissertation, thesis or writing project.