phd defense procedure

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PhD Defence Process: A Comprehensive Guide

Embarking on the journey toward a PhD is an intellectual odyssey marked by tireless research, countless hours of contemplation, and a fervent commitment to contributing to the body of knowledge in one’s field. As the culmination of this formidable journey, the PhD defence stands as the final frontier, the proverbial bridge between student and scholar.

In this comprehensive guide, we unravel the intricacies of the PhD defence—a momentous occasion that is both a celebration of scholarly achievement and a rigorous evaluation of academic prowess. Join us as we explore the nuances of the defence process, addressing questions about its duration, contemplating the possibility of failure, and delving into the subtle distinctions of language that surround it.

Beyond the formalities, we aim to shed light on the significance of this rite of passage, dispelling misconceptions about its nature. Moreover, we’ll consider the impact of one’s attire on this critical day and share personal experiences and practical tips from those who have successfully navigated the defence journey.

Whether you are on the precipice of your own defence or are simply curious about the process, this guide seeks to demystify the PhD defence, providing a roadmap for success and a nuanced understanding of the pivotal event that marks the transition from student to scholar.

Introduction

A. definition and purpose:, b. overview of the oral examination:, a. general duration of a typical defense, b. factors influencing the duration:, c. preparation and flexibility:, a. preparation and thorough understanding of the research:, b. handling questions effectively:, c. confidence and composure during the presentation:, d. posture of continuous improvement:, a. exploring the possibility of failure:, b. common reasons for failure:, c. steps to mitigate the risk of failure:, d. post-failure resilience:, a. addressing the language variation:, b. conforming to regional preferences:, c. consistency in usage:, d. flexibility and adaptability:, e. navigating language in a globalized academic landscape:, a. debunking myths around the formality of the defense:, b. significance in validating research contributions:, c. post-defense impact:, a. appropriate attire for different settings:, b. professionalism and the impact of appearance:, c. practical tips for dressing success:, b. practical tips for a successful defense:, c. post-defense reflections:, career options after phd.

Embarking on the doctoral journey is a formidable undertaking, where aspiring scholars immerse themselves in the pursuit of knowledge, contributing new insights to their respective fields. At the pinnacle of this academic odyssey lies the PhD defence—a culmination that transcends the boundaries of a mere formality, symbolizing the transformation from a student of a discipline to a recognized contributor to the academic tapestry.

The PhD defence, also known as the viva voce or oral examination, is a pivotal moment in the life of a doctoral candidate.

PhD defence is not merely a ritualistic ceremony; rather, it serves as a platform for scholars to present, defend, and elucidate the findings and implications of their research. The defence is the crucible where ideas are tested, hypotheses scrutinized, and the depth of scholarly understanding is laid bare.

The importance of the PhD defence reverberates throughout the academic landscape. It is not just a capstone event; it is the juncture where academic rigour meets real-world application. The defence is the litmus test of a researcher’s ability to articulate, defend, and contextualize their work—an evaluation that extends beyond the pages of a dissertation.

Beyond its evaluative nature, the defence serves as a rite of passage, validating the years of dedication, perseverance, and intellectual rigour invested in the research endeavour. Success in the defence is a testament to the candidate’s mastery of their subject matter and the originality and impact of their contributions to the academic community.

Furthermore, a successful defence paves the way for future contributions, positioning the scholar as a recognized authority in their field. The defence is not just an endpoint; it is a launchpad, propelling researchers into the next phase of their academic journey as they continue to shape and redefine the boundaries of knowledge.

In essence, the PhD defence is more than a ceremonial checkpoint—it is a transformative experience that validates the intellectual journey, underscores the significance of scholarly contributions, and sets the stage for a continued legacy of academic excellence. As we navigate the intricacies of this process, we invite you to explore the multifaceted dimensions that make the PhD defence an indispensable chapter in the narrative of academic achievement.

What is a PhD Defence?

At its core, a PhD defence is a rigorous and comprehensive examination that marks the culmination of a doctoral candidate’s research journey. It is an essential component of the doctoral process in which the candidate is required to defend their dissertation before a committee of experts in the field. The defence serves multiple purposes, acting as both a showcase of the candidate’s work and an evaluative measure of their understanding, critical thinking, and contributions to the academic domain.

The primary goals of a PhD defence include:

• Presentation of Research: The candidate presents the key findings, methodology, and significance of their research.
• Demonstration of Mastery: The defence assesses the candidate’s depth of understanding, mastery of the subject matter, and ability to engage in scholarly discourse.
• Critical Examination: Committee members rigorously question the candidate, challenging assumptions, testing methodologies, and probing the boundaries of the research.
• Validation of Originality: The defence validates the originality and contribution of the candidate’s work to the existing body of knowledge.

The PhD defence often takes the form of an oral examination, commonly referred to as the viva voce. This oral component adds a dynamic and interactive dimension to the evaluation process. Key elements of the oral examination include:

• Presentation: The candidate typically begins with a formal presentation, summarizing the dissertation’s main components, methodology, and findings. This presentation is an opportunity to showcase the significance and novelty of the research.
• Questioning and Discussion: Following the presentation, the candidate engages in a thorough questioning session with the examination committee. Committee members explore various aspects of the research, challenging the candidates to articulate their rationale, defend their conclusions, and respond to critiques.
• Defence of Methodology: The candidate is often required to defend the chosen research methodology, demonstrating its appropriateness, rigour, and contribution to the field.
• Evaluation of Contributions: Committee members assess the originality and impact of the candidate’s contributions to the academic discipline, seeking to understand how the research advances existing knowledge.

The oral examination is not a mere formality; it is a dynamic exchange that tests the candidate’s intellectual acumen, research skills, and capacity to contribute meaningfully to the scholarly community.

In essence, the PhD defence is a comprehensive and interactive evaluation that encapsulates the essence of a candidate’s research journey, demanding a synthesis of knowledge, clarity of expression, and the ability to navigate the complexities of academic inquiry. As we delve into the specifics of the defence process, we will unravel the layers of preparation and skill required to navigate this transformative academic milestone.

How Long is a PhD Defence?

The duration of a PhD defence can vary widely, but it typically ranges from two to three hours. This time frame encompasses the candidate’s presentation of their research, questioning and discussions with the examination committee, and any additional deliberations or decisions by the committee. However, it’s essential to note that this is a general guideline, and actual defence durations may vary based on numerous factors.

• Sciences and Engineering: Defenses in these fields might lean towards the shorter end of the spectrum, often around two hours. The focus is often on the methodology, results, and technical aspects.
• Humanities and Social Sciences: Given the theoretical and interpretive nature of research in these fields, defences might extend closer to three hours or more. Discussions may delve into philosophical underpinnings and nuanced interpretations.
• Simple vs. Complex Studies: The complexity of the research itself plays a role. Elaborate experiments, extensive datasets, or intricate theoretical frameworks may necessitate a more extended defence.
• Number of Committee Members: A larger committee or one with diverse expertise may lead to more extensive discussions and varied perspectives, potentially elongating the defence.
• Committee Engagement: The level of engagement and probing by committee members can influence the overall duration. In-depth discussions or debates may extend the defence time.
• Cultural Norms: In some countries, the oral defence might be more ceremonial, with less emphasis on intense questioning. In others, a rigorous and extended defence might be the norm.
• Evaluation Practices: Different academic systems have varying evaluation criteria, which can impact the duration of the defence.
• Institutional Guidelines: Some institutions may have specific guidelines on defence durations, influencing the overall time allotted for the process.

Candidates should be well-prepared for a defence of any duration. Adequate preparation not only involves a concise presentation of the research but also anticipates potential questions and engages in thoughtful discussions. Additionally, candidates should be flexible and responsive to the dynamics of the defense, adapting to the pace set by the committee.

Success Factors in a PhD Defence

• Successful defence begins with a deep and comprehensive understanding of the research. Candidates should be well-versed in every aspect of their study, from the theoretical framework to the methodology and findings.
• Thorough preparation involves anticipating potential questions from the examination committee. Candidates should consider the strengths and limitations of their research and be ready to address queries related to methodology, data analysis, and theoretical underpinnings.
• Conducting mock defences with peers or mentors can be invaluable. It helps refine the presentation, exposes potential areas of weakness, and provides an opportunity to practice responding to challenging questions.
• Actively listen to questions without interruption. Understanding the nuances of each question is crucial for providing precise and relevant responses.
• Responses should be clear, concise, and directly address the question. Avoid unnecessary jargon, and strive to convey complex concepts in a manner that is accessible to the entire committee.
• It’s acceptable not to have all the answers. If faced with a question that stumps you, acknowledge it honestly. Expressing a willingness to explore the topic further demonstrates intellectual humility.
• Use questions as opportunities to reinforce key messages from the research. Skillfully link responses back to the core contributions of the study, emphasizing its significance.
• Rehearse the presentation multiple times to build familiarity with the material. This enhances confidence, reduces nervousness, and ensures a smooth and engaging delivery.
• Maintain confident and open body language. Stand tall, make eye contact, and use gestures judiciously. A composed demeanour contributes to a positive impression.
• Acknowledge and manage nervousness. It’s natural to feel some anxiety, but channelling that energy into enthusiasm for presenting your research can turn nervousness into a positive force.
• Engage with the committee through a dynamic and interactive presentation. Invite questions during the presentation to create a more conversational atmosphere.
• Utilize visual aids effectively. Slides or other visual elements should complement the spoken presentation, reinforcing key points without overwhelming the audience.
• View the defence not only as an evaluation but also as an opportunity for continuous improvement. Feedback received during the defence can inform future research endeavours and scholarly pursuits.

In essence, success in a PhD defence hinges on meticulous preparation, adept handling of questions, and projecting confidence and composure during the presentation. A well-prepared and resilient candidate is better positioned to navigate the challenges of the defence, transforming it from a moment of evaluation into an affirmation of scholarly achievement.

Failure in PhD Defence

• While the prospect of failing a PhD defence is relatively rare, it’s essential for candidates to acknowledge that the possibility exists. Understanding this reality can motivate diligent preparation and a proactive approach to mitigate potential risks.
• Failure, if it occurs, should be seen as a learning opportunity rather than a definitive endpoint. It may highlight areas for improvement and offer insights into refining the research and presentation.
• Lack of thorough preparation, including a weak grasp of the research content, inadequate rehearsal, and failure to anticipate potential questions, can contribute to failure.
• Inability to effectively defend the chosen research methodology, including justifying its appropriateness and demonstrating its rigour, can be a critical factor.
• Failing to clearly articulate the original contributions of the research and its significance to the field may lead to a negative assessment.
• Responding defensively to questions, exhibiting a lack of openness to critique, or being unwilling to acknowledge limitations can impact the overall impression.
• Inability to address committee concerns or incorporate constructive feedback received during the defense may contribute to a negative outcome.
• Comprehensive preparation is the cornerstone of success. Candidates should dedicate ample time to understanding every facet of their research, conducting mock defences, and seeking feedback.
• Identify potential weaknesses in the research and address them proactively. Being aware of limitations and articulating plans for addressing them in future work demonstrates foresight.
• Engage with mentors, peers, or advisors before the defence. Solicit constructive feedback on both the content and delivery of the presentation to refine and strengthen the defence.
• Develop strategies to manage stress and nervousness. Techniques such as mindfulness, deep breathing, or visualization can be effective in maintaining composure during the defence.
• Conduct a pre-defense review of all materials, ensuring that the presentation aligns with the dissertation and that visual aids are clear and supportive.
• Approach the defence with an open and reflective attitude. Embrace critique as an opportunity for improvement rather than as a personal affront.
• Clarify expectations with the examination committee beforehand. Understanding the committee’s focus areas and preferences can guide preparation efforts.
• In the event of failure, candidates should approach the situation with resilience. Seek feedback from the committee, understand the reasons for the outcome, and use the experience as a springboard for improvement.

In summary, while the prospect of failing a PhD defence is uncommon, acknowledging its possibility and taking proactive steps to mitigate risks are crucial elements of a well-rounded defence strategy. By addressing common failure factors through thorough preparation, openness to critique, and a resilient attitude, candidates can increase their chances of a successful defence outcome.

PhD Defense or Defence?

• The choice between “defense” and “defence” is primarily a matter of British English versus American English spelling conventions. “Defense” is the preferred spelling in American English, while “defence” is the British English spelling.
• In the global academic community, both spellings are generally understood and accepted. However, the choice of spelling may be influenced by the academic institution’s language conventions or the preferences of individual scholars.
• Academic institutions may have specific guidelines regarding language conventions, and candidates are often expected to adhere to the institution’s preferred spelling.
• Candidates may also consider the preferences of their advisors or committee members. If there is a consistent spelling convention used within the academic department, it is advisable to align with those preferences.
• Consideration should be given to the spelling conventions of scholarly journals in the candidate’s field. If intending to publish research stemming from the dissertation, aligning with the conventions of target journals is prudent.
• If the defense presentation or dissertation will be shared with an international audience, using a more universally recognized spelling (such as “defense”) may be preferred to ensure clarity and accessibility.
• Regardless of the chosen spelling, it’s crucial to maintain consistency throughout the document. Mixing spellings can distract from the content and may be perceived as an oversight.
• In oral presentations and written correspondence related to the defence, including emails, it’s advisable to maintain consistency with the chosen spelling to present a professional and polished image.
• Recognizing that language conventions can vary, candidates should approach the choice of spelling with flexibility. Being adaptable to the preferences of the academic context and demonstrating an awareness of regional variations reflects a nuanced understanding of language usage.
• With the increasing globalization of academia, an awareness of language variations becomes essential. Scholars often collaborate across borders, and an inclusive approach to language conventions contributes to effective communication and collaboration.

In summary, the choice between “PhD defense” and “PhD defence” boils down to regional language conventions and institutional preferences. Maintaining consistency, being mindful of the target audience, and adapting to the expectations of the academic community contribute to a polished and professional presentation, whether in written documents or oral defences.

Is PhD Defense a Formality?

• While the PhD defence is a structured and ritualistic event, it is far from being a mere formality. It is a critical and substantive part of the doctoral journey, designed to rigorously evaluate the candidate’s research contributions, understanding of the field, and ability to engage in scholarly discourse.
• The defence is not a checkbox to be marked but rather a dynamic process where the candidate’s research is evaluated for its scholarly merit. The committee scrutinizes the originality, significance, and methodology of the research, aiming to ensure it meets the standards of advanced academic work.
• Far from a passive or purely ceremonial event, the defence involves active engagement between the candidate and the examination committee. Questions, discussions, and debates are integral components that enrich the scholarly exchange during the defence.
• The defence serves as a platform for the candidate to demonstrate the originality of their research. Committee members assess the novelty of the contributions, ensuring that the work adds value to the existing body of knowledge.
• Beyond the content, the defence evaluates the methodological rigour of the research. Committee members assess whether the chosen methodology is appropriate, well-executed, and contributes to the validity of the findings.
• Successful completion of the defence affirms the candidate’s ability to contribute meaningfully to the academic discourse in their field. It is an endorsement of the candidate’s position as a knowledgeable and respected scholar.
• The defence process acts as a quality assurance mechanism in academia. It ensures that individuals awarded a doctoral degree have undergone a thorough and rigorous evaluation, upholding the standards of excellence in research and scholarly inquiry.
• Institutions have specific criteria and standards for awarding a PhD. The defence process aligns with these institutional and academic standards, providing a consistent and transparent mechanism for evaluating candidates.
• Successful completion of the defence is a pivotal moment that marks the transition from a doctoral candidate to a recognized scholar. It opens doors to further contributions, collaborations, and opportunities within the academic community.
• Research presented during the defence often forms the basis for future publications. The validation received in the defence enhances the credibility of the research, facilitating its dissemination and impact within the academic community.
• Beyond the academic realm, a successfully defended PhD is a key credential for professional advancement. It enhances one’s standing in the broader professional landscape, opening doors to research positions, teaching opportunities, and leadership roles.

In essence, the PhD defence is a rigorous and meaningful process that goes beyond formalities, playing a crucial role in affirming the academic merit of a candidate’s research and marking the culmination of their journey toward scholarly recognition.

Dressing for Success: PhD Defense Outfit

• For Men: A well-fitted suit in neutral colours (black, navy, grey), a collared dress shirt, a tie, and formal dress shoes.
• For Women: A tailored suit, a blouse or button-down shirt, and closed-toe dress shoes.
• Dress codes can vary based on cultural expectations. It’s advisable to be aware of any cultural nuances within the academic institution and to adapt attire accordingly.
• With the rise of virtual defenses, considerations for attire remain relevant. Even in online settings, dressing professionally contributes to a polished and serious demeanor. Virtual attire can mirror what one would wear in-person, focusing on the upper body visible on camera.
• The attire chosen for a PhD defense contributes to the first impression that a candidate makes on the examination committee. A professional and polished appearance sets a positive tone for the defense.
• Dressing appropriately reflects respect for the gravity of the occasion. It acknowledges the significance of the defense as a formal evaluation of one’s scholarly contributions.
• Wearing professional attire can contribute to a boost in confidence. When individuals feel well-dressed and put-together, it can positively impact their mindset and overall presentation.
• The PhD defense is a serious academic event, and dressing professionally fosters an atmosphere of seriousness and commitment to the scholarly process. It aligns with the respect one accords to academic traditions.
• Institutional norms may influence dress expectations. Some academic institutions may have specific guidelines regarding attire for formal events, and candidates should be aware of and adhere to these norms.
• While adhering to the formality expected in academic settings, individuals can also express their personal style within the bounds of professionalism. It’s about finding a balance between institutional expectations and personal comfort.
• Select and prepare the outfit well in advance to avoid last-minute stress. Ensure that the attire is clean, well-ironed, and in good condition.
• Accessories such as ties, scarves, or jewelry should complement the outfit. However, it’s advisable to keep accessories subtle to maintain a professional appearance.
• While dressing professionally, prioritize comfort. PhD defenses can be mentally demanding, and comfortable attire can contribute to a more confident and composed demeanor.
• Pay attention to grooming, including personal hygiene and haircare. A well-groomed appearance contributes to an overall polished look.
• Start preparation well in advance of the defense date. Know your research inside out, anticipate potential questions, and be ready to discuss the nuances of your methodology, findings, and contributions.
• Conduct mock defenses with peers, mentors, or colleagues. Mock defenses provide an opportunity to receive constructive feedback, practice responses to potential questions, and refine your presentation.
• Strike a balance between confidence and humility. Confidence in presenting your research is essential, but being open to acknowledging limitations and areas for improvement demonstrates intellectual honesty.
• Actively engage with the examination committee during the defense. Listen carefully to questions, respond thoughtfully, and view the defense as a scholarly exchange rather than a mere formality.
• Understand the expertise and backgrounds of the committee members. Tailor your presentation and responses to align with the interests and expectations of your specific audience.
• Practice time management during your presentation. Ensure that you allocate sufficient time to cover key aspects of your research, leaving ample time for questions and discussions.
• It’s normal to feel nervous, but practicing mindfulness and staying calm under pressure is crucial. Take deep breaths, maintain eye contact, and focus on delivering a clear and composed presentation.
• Have a plan for post-defense activities. Whether it’s revisions to the dissertation, publications, or future research endeavors, having a roadmap for what comes next demonstrates foresight and commitment to ongoing scholarly contributions.
• After successfully defending, individuals often emphasize the importance of taking time to reflect on the entire doctoral journey. Acknowledge personal and academic growth, celebrate achievements, and use the experience to inform future scholarly pursuits.

In summary, learning from the experiences of others who have successfully defended offers a wealth of practical wisdom. These insights, combined with thoughtful preparation and a proactive approach, contribute to a successful and fulfilling defense experience.

You have plenty of career options after completing a PhD. For more details, visit my blog posts:

7 Essential Steps for Building a Robust Research Portfolio

Exciting Career Opportunities for PhD Researchers and Research Scholars

Freelance Writing or Editing Opportunities for Researchers A Comprehensive Guide

Research Consultancy: An Alternate Career for Researchers

The Insider’s Guide to Becoming a Patent Agent: Opportunities, Requirements, and Challenges

The journey from a curious researcher to a recognized scholar culminates in the PhD defence—an intellectual odyssey marked by dedication, resilience, and a relentless pursuit of knowledge. As we navigate the intricacies of this pivotal event, it becomes evident that the PhD defence is far more than a ceremonial rite; it is a substantive evaluation that validates the contributions of a researcher to the academic landscape.

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Defending Your Dissertation: A Guide

Written by Luke Wink-Moran | Photo by insta_photos

Dissertation defenses are daunting, and no wonder; it’s not a “dissertation discussion,” or a “dissertation dialogue.” The name alone implies that the dissertation you’ve spent the last x number of years working on is subject to attack. And if you don’t feel trepidation for semantic reasons, you might be nervous because you don’t know what to expect. Our imaginations are great at making The Unknown scarier than reality. The good news is that you’ll find in this newsletter article experts who can shed light on what dissertations defenses are really like, and what you can do to prepare for them.

The first thing you should know is that your defense has already begun. It started the minute you began working on your dissertation— maybe even in some of the classes you took beforehand that helped you formulate your ideas. This, according to Dr. Celeste Atkins, is why it’s so important to identify a good mentor early in graduate school.

“To me,” noted Dr. Atkins, who wrote her dissertation on how sociology faculty from traditionally marginalized backgrounds teach about privilege and inequality, “the most important part of the doctoral journey was finding an advisor who understood and supported what I wanted from my education and who was willing to challenge me and push me, while not delaying me.  I would encourage future PhDs to really take the time to get to know the faculty before choosing an advisor and to make sure that the members of their committee work well together.”

Your advisor will be the one who helps you refine arguments and strengthen your work so that by the time it reaches your dissertation committee, it’s ready. Next comes the writing process, which many students have said was the hardest part of their PhD. I’ve included this section on the writing process because this is where you’ll create all the material you’ll present during your defense, so it’s important to navigate it successfully. The writing process is intellectually grueling, it eats time and energy, and it’s where many students find themselves paddling frantically to avoid languishing in the “All-But-Dissertation” doldrums. The writing process is also likely to encroach on other parts of your life. For instance, Dr. Cynthia Trejo wrote her dissertation on college preparation for Latin American students while caring for a twelve-year-old, two adult children, and her aging parents—in the middle of a pandemic. When I asked Dr. Trejo how she did this, she replied:

“I don’t take the privilege of education for granted. My son knew I got up at 4:00 a.m. every morning, even on weekends, even on holidays; and it’s a blessing that he’s seen that work ethic and that dedication and the end result.”

Importantly, Dr. Trejo also exercised regularly and joined several online writing groups at UArizona. She mobilized her support network— her partner, parents, and even friends from high school to help care for her son.

The challenges you face during the writing process can vary by discipline. Jessika Iwanski is an MD/PhD student who in 2022 defended her dissertation on genetic mutations in sarcomeric proteins that lead to severe, neonatal dilated cardiomyopathy. She described her writing experience as “an intricate process of balancing many things at once with a deadline (defense day) that seems to be creeping up faster and faster— finishing up experiments, drafting the dissertation, preparing your presentation, filling out all the necessary documents for your defense and also, for MD/PhD students, beginning to reintegrate into the clinical world (reviewing your clinical knowledge and skill sets)!”

But no matter what your unique challenges are, writing a dissertation can take a toll on your mental health. Almost every student I spoke with said they saw a therapist and found their sessions enormously helpful. They also looked to the people in their lives for support. Dr. Betsy Labiner, who wrote her dissertation on Interiority, Truth, and Violence in Early Modern Drama, recommended, “Keep your loved ones close! This is so hard – the dissertation lends itself to isolation, especially in the final stages. Plus, a huge number of your family and friends simply won’t understand what you’re going through. But they love you and want to help and are great for getting you out of your head and into a space where you can enjoy life even when you feel like your dissertation is a flaming heap of trash.”

While you might sometimes feel like your dissertation is a flaming heap of trash, remember: a) no it’s not, you brilliant scholar, and b) the best dissertations aren’t necessarily perfect dissertations. According to Dr. Trejo, “The best dissertation is a done dissertation.” So don’t get hung up on perfecting every detail of your work. Think of your dissertation as a long-form assignment that you need to finish in order to move onto the next stage of your career. Many students continue revising after graduation and submit their work for publication or other professional objectives.

When you do finish writing your dissertation, it’s time to schedule your defense and invite friends and family to the part of the exam that’s open to the public. When that moment comes, how do you prepare to present your work and field questions about it?

“I reread my dissertation in full in one sitting,” said Dr. Labiner. “During all my time writing it, I’d never read more than one complete chapter at a time! It was a huge confidence boost to read my work in full and realize that I had produced a compelling, engaging, original argument.”

There are many other ways to prepare: create presentation slides and practice presenting them to friends or alone; think of questions you might be asked and answer them; think about what you want to wear or where you might want to sit (if you’re presenting on Zoom) that might give you a confidence boost. Iwanksi practiced presenting with her mentor and reviewed current papers to anticipate what questions her committee might ask.  If you want to really get in the zone, you can emulate Dr. Labiner and do a full dress rehearsal on Zoom the day before your defense.

But no matter what you do, you’ll still be nervous:

“I had a sense of the logistics, the timing, and so on, but I didn’t really have clear expectations outside of the structure. It was a sort of nebulous three hours in which I expected to be nauseatingly terrified,” recalled Dr. Labiner.

“I expected it to be terrifying, with lots of difficult questions and constructive criticism/comments given,” agreed Iwanski.

“I expected it to be very scary,” said Dr. Trejo.

“I expected it to be like I was on trial, and I’d have to defend myself and prove I deserved a PhD,” said Dr Atkins.

And, eventually, inexorably, it will be time to present.  

“It was actually very enjoyable” said Iwanski. “It was more of a celebration of years of work put into this project—not only by me but by my mentor, colleagues, lab members and collaborators! I felt very supported by all my committee members and, rather than it being a rapid fire of questions, it was more of a scientific discussion amongst colleagues who are passionate about heart disease and muscle biology.”

“I was anxious right when I logged on to the Zoom call for it,” said Dr. Labiner, “but I was blown away by the number of family and friends that showed up to support me. I had invited a lot of people who I didn’t at all think would come, but every single person I invited was there! Having about 40 guests – many of them joining from different states and several from different countries! – made me feel so loved and celebrated that my nerves were steadied very quickly. It also helped me go into ‘teaching mode’ about my work, so it felt like getting to lead a seminar on my most favorite literature.”

“In reality, my dissertation defense was similar to presenting at an academic conference,” said Dr. Atkins. “I went over my research in a practiced and organized way, and I fielded questions from the audience.

“It was a celebration and an important benchmark for me,” said Dr. Trejo. “It was a pretty happy day. Like the punctuation at the end of your sentence: this sentence is done; this journey is done. You can start the next sentence.”

If you want to learn more about dissertations in your own discipline, don’t hesitate to reach out to graduates from your program and ask them about their experiences. If you’d like to avail yourself of some of the resources that helped students in this article while they wrote and defended their dissertations, check out these links:

The Graduate Writing Lab

https://thinktank.arizona.edu/writing-center/graduate-writing-lab

The Writing Skills Improvement Program

https://wsip.arizona.edu

Campus Health Counseling and Psych Services

https://caps.arizona.edu

https://www.scribbr.com/

• PhD Viva Voces – A Complete Guide
• Doing a PhD
• A PhD viva involves defending your thesis in an oral examination with at least two examiners.
• The aim of a PhD viva is to confirm that the work is your own , that you have a deep understanding of your project and, overall, that you are a competent researcher .
• There are no standard durations, but they usually range from one to three hours, with most lasting approximately two hours .
• There are six outcomes of a PhD viva: (1) pass without corrections (2) pass subject to minor corrections, (3) pass subject to major corrections, (4) downgrade to MPhil with no amendments, (5) downgrade to MPhil subject to amendments, (6) immediate fail.
• Almost all students who sit their viva pass it, with the most common outcome being ‘(2) – pass subject to minor corrections’.

What Is a PhD Viva?

A viva voce , more commonly referred to as ‘viva’, is an oral examination conducted at the end of your PhD and is essentially the final hurdle on the path to a doctorate. It is the period in which a student’s knowledge and work are evaluated by independent examiners.

In order to assess the student and their work around their research question, a viva sets out to determine:

• you understand the ideas and theories that you have put forward,
• you can answer questions about elements of your work that the examiners have questions about,
• you understand the broader research in your field and how your work contributes to this,
• you are aware of the limitations of your work and understand how it can be developed further,
• your work makes an original contribution, is your own and has not been plagiarised.

Note: A viva is a compulsory procedure for all PhD students, with the only exception being when a PhD is obtained through publication as opposed to the conventional route of study.

Who Will Attend a Viva?

In the UK, at least two examiners must take part in all vivas. Although you could have more than two examiners, most will not in an attempt to facilitate a smoother questioning process.

One of the two examiners will be internal, i.e. from your university, and the other will be external, i.e. from another university. Regardless, both will be knowledgeable in your research field and have read your thesis beforehand.

In addition to your two examiners, two other people may be present. The first is a chairperson. This is an individual who will be responsible for monitoring the interview and for ensuring proper conduct is followed at all times. The need for an external chairperson will vary between universities, as one of the examiners can also take on this role. The second is your supervisor, whose attendance is decided upon by you in agreement with your examiners. If your supervisor attends, they are prohibited from asking questions or from influencing the outcome of the viva.

To avoid any misunderstandings, we have summarised the above in a table:

Note: In some countries, such as in the United States, a viva is known as a ‘PhD defense’ and is performed publicly in front of a panel or board of examiners and an open audience. In these situations, the student presents their work in the form of a lecture and then faces questions from the examiners and audience which almost acts as a critical appraisal.

How Long Does a Viva Last?

Since all universities have different guidelines , and since all PhDs are unique, there are no standard durations. Typically, however, the duration ranges from one to three hours, with most lasting approximately two hours.

Your examiners will also influence the duration of your viva as some will favour a lengthy discussion, while others may not. Usually, your university will consult your examiners in advance and notify you of the likely duration closer to the day of your viva.

What Happens During a Viva?

Regardless of the subject area, all PhD vivas follow the same examination process format as below.

Introductions

You will introduce yourselves to each other, with the internal examiner normally introducing the external examiner. If an external chairperson is present, they too are introduced; otherwise, this role will be assumed by one of the examiners.

Procedure Explained

After the introductions, the appointed chair will explain the viva process. Although it should already be known to everyone, it will be repeated to ensure the viva remains on track during the forthcoming discussion.

Warm-Up Questions

The examiners will then begin the questioning process. This usually starts with a few simple opening questions, such as asking you to summarise your PhD thesis and what motivated you to carry out the research project.

In-Depth Questions

The viva questions will then naturally increase in difficulty as the examiners go further into the details of your thesis. These may include questions such as “What was the most critical decision you made when determining your research methodology ?”, “Do your findings agree with the current published work?” and “How do your findings impact existing theories or literature? ”. In addition to asking open-ended questions, they will also ask specific questions about the methodology, results and analysis on which your thesis is based.

Closing the Viva

Once the examiners are satisfied that they have thoroughly evaluated your knowledge and thesis, they will invite you to ask any questions you may have, and then bring the oral examination to a close.

What Happens After the Viva?

Once your viva has officially ended, your examiners will ask you to leave the room so that they can discuss your performance. Once a mutual agreement has been reached, which can take anywhere from 10 minutes to an hour, you will be invited back inside and informed of your outcome.

PhD Viva Outcomes

There are six possible outcomes to a viva:

• Immediate award of degree: A rare recommendation – congratulations, you are one of the few people who completely satisfied your examiners the first time around. You do not have to do anything further at this point.
• Minor amendments required: The most common recommendation – you obtain a pass on the condition that you make a number of minor amendments to your thesis, such as clarifying certain points and correcting grammatical errors. The time you have to make these changes depends on the number of them, but is usually one to six months.
• Major amendments required: A somewhat uncommon recommendation – you are requested to make major amendments to your thesis, ranging from further research to collecting more data or rewriting entire sections. Again, the time you have to complete this will depend on the number of changes required, but will usually be six months to one year. You will be awarded your degree once your amended thesis has been reviewed and accepted.
• Immediate award of MPhil: An uncommon recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree but meets the standard for an MPhil (Master of Philosophy), a lower Master’s degree.
• Amendments required for MPhil: A rare recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree, but with several amendments will meet the standard for an MPhil.
• Immediate fail: A very rare recommendation – you are given an immediate fail without the ability to resubmit and without entitlement to an MPhil.

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What Is the Pass Rate for Vivas?

Based on an  analysis of 26,076 PhD students  who took their viva exam between 2006 and 2017, the PhD viva pass rate in the UK is 96%; of those who passed, about 80% were required to make minor amendments to their thesis. The reason for this high pass rate is that supervisors will only put their students forward for a viva once they confidently believe they are ready for it. As a result, most candidates who sit a viva are already well-versed in their PhD topic before they even start preparing for the exam.

How Do I Arrange a Viva?

Your viva will be arranged either by the examiners or by the chairperson. The viva will be arranged at least one to two months after you have submitted your thesis and will arrange a viva date and venue that is suitable for all participants.

Can I Choose My Examiners?

At most universities, you and your supervisor will choose the internal and external examiners yourselves. This is because the examiners must have extensive knowledge of the thesis topic in order to be able to examine you and, as the author of the thesis in question, who else could better determine who they might be than you and your supervisor. The internal examiner is usually quite easy to find given they will be from your institution, but the external examiner may end up being your second or third preference depending on availability.

Can I Take Notes Into a Viva?

A viva is about testing your competence, not your memory. As such, you are allowed to take notes and other supporting material in with you. However, keep in mind that your examiners will not be overly impressed if you constantly have to refer to your notes to answer each question. Because of this, many students prefer to take an annotated copy of their thesis, with important points already highlighted and key chapters marked with post-it notes.

In addition to an annotated copy of a thesis, some students also take:

• a list of questions they would like to ask the examiners,
• notes that were created during their preparation,
• a list of minor corrections they have already identified from their viva prep work.

How Do I Prepare for a PhD Viva?

There are several ways to prepare for a PhD viva, one of the most effective being a mock viva voce examination . This allows you to familiarise yourself with the type of viva questions you will be asked and identify any weak areas you need to improve. They also give you the opportunity to practise without the pressure, giving you more time to think about your answers which will help to make sure that you know your thesis inside out. However, a mock viva exam is just one of many methods available to you – some of the other viva preparation methods can be found on our “ How to Prepare for a PhD Viva ” page.

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Defense and Dissertation Overview

Once a student’s box is checked, the BPH student should set up a one-on-one “Defense Packet Meeting” with the BPH Associate Director to review the Defense and Dissertation Process, which includes reviewing all required materials, logistics, timing, FAS/Harvard Griffin GSAS Form of the Dissertation, sample forms, and to answer student questions related to these processes.

• Defense Committee Chair: One member of the student’s DAC, often the DAC chair, is required to chair the oral defense. This required holdover from the DAC serves the purpose of providing insight to the examiners regarding the path the student has taken in completing the dissertation research. Their primary role is to assess committee satisfaction with the written dissertation, administer the exam, arbitrate any problems that may arise, and make final recommendations for completion of necessary corrections and additions to the dissertation. No other DAC members can serve on the defense committee .
• At least one member must be a BPH faculty member, often from the same academic department.
• One member of the examination committee must be from outside of Harvard University.
• The fourth member may be from either BPH or another Harvard-affiliated program.
• Co-authors and collaborators cannot be members of the Defense committee

DEFENSE TIMING AND FORMAT

• Students should notify the BPH Program as far in advance as possible with the details of the exam. 
• The student is required to notify the BPH office no later than 3 weeks in advance of the defense with the final dissertation title.
• At least two weeks before the date of exam, defense members should be sent copies of the dissertation for review. A copy of the dissertation should also be sent to the BPH program.
• If any defense committee member foresees problems with the exam, they should contact the chair of the defense committee in advance of the meeting. If major problems are found with the written document, the Committee can decide to postpone the oral defense until satisfactory changes are made. While rare in our program, these occasions can involve the insufficient or improper use of statistical methods, grossly overstated conclusions, insufficient background or discussion, or evidence of plagiarism.
• More details about the timing and format are provided in the “Defense Packet Meeting” held with each student.

STIPEND GUIDELINES

If a student successfully defends the dissertation before the 15th of the month, the stipend will be terminated at the end of that month. If the student successfully defends on or after the 15th, the next month’s stipend will be the final month the student is paid, at the discretion of their advisor.

Students are encouraged to speak to their advisors directly about how they should be paid as they complete their graduate work. If an advisor wishes to pay the student for one additional month, beyond what has been explained above, the advisor must notify the department’s financial administrator. For administrative reasons, a stipend cannot be issued to a student after their graduation/degree conferral date.

ORAL DEFENSE PROCEDURES

Part 1: Public Seminar As part of the exam, the PhD candidate will present a public seminar followed by a private oral examination.  The public presentation lasts no longer than 1 hour, which includes time for the advisor’s introduction, the student’s oral presentation and acknowledgements, and time for audience questions and answers.  The Defense Committee is required to attend the public seminar; however, it is customary for members of the defense committee to hold their questions until the private oral exam.

Part 2: Private Oral Examination A private oral examination follows the public seminar.  Initially, the student will be asked to leave the room for several minutes, along with the dissertation advisor if the dissertation advisor has decided to remain for the private exam.  During this time, the committee will discuss the merits of the dissertation, any issues with the dissertation, and areas they may want to focus on during the oral exam.  The student (and advisor if present) is then asked back into the room for the exam.

Each member of the defense committee will direct questions to the candidate based on their review of the dissertation and presentation of the seminar. The Defense Chair will moderate the discussion between the panel and the student.  The closed defense takes up to two hours and involves detailed technical questions as well as broader questions on the conclusions, impact, and limitations of the research.  Dissertation advisors may be present, but they must not participate in the exam (e.g., answer questions posed by the committee).

At the end of the examination, the student (and advisor if present) is once again asked to step out of the room for several minutes.  The Committee will discuss any revisions needed for the thesis and whether these revisions need to be reviewed and by whom.  Once the committee determines the outcomes, the student will be asked back into the room and the Committee provides the student with any [minor] changes needed to the dissertation. While it is extremely rare for the student to fail at this stage, the committee will provide recommendations to the student on their research, communication skills, and development as a scientist, as well as delineating the required changes to the dissertation.

PREPARING FOR THE DEFENSE/WRITING THE DISSERTATION

Students preparing to write and defend their dissertation must review University requirements as outlined in “ Dissertations ” with guidelines published at the Graduate School of Arts and Sciences.

Students are also welcome to visit the BPH Student Lounge (Building 2, Room 113) to look at copies of previous BPH bound dissertations.

Writing the Dissertation Each student must write a comprehensive PhD dissertation on their research topic and the original results of their research. There are a variety of ways a dissertation can be composed, but the core elements described below must be included. The dissertation must show original treatment of the subject, contain a scholarly review of the pertinent literature, provide evidence of independent research of publishable quality, and be clearly, logically, and carefully written. In addition to a compendium of the student’s research, including detailed methods and results, the dissertation must contain a thoughtful discussion of the conclusions, impact, and limitations of the research. The completed work should be critically reviewed by the dissertation advisor before being submitted to the Dissertation Defense Committee.

In some cases, the student has done all of the work in the dissertation; more often portions of the dissertation result from collaborative research. In all dissertations containing collaborative results, the dissertation should indicate concisely who contributed to the work and how.  For example, a chapter containing multi-authored, published work must include a complete reference of the publication and a brief description of the candidate’s and the colleagues’ contributions. For work that is not published but which resulted from multiple researchers, the contributors must be named and respective attributions made clear. This policy allows stylistic flexibility; depending on the amount of collaborative work in the dissertation and the status of publication(s), the attributions can be, preferably, on or accompanying the cover page for each chapter or within an extended acknowledgements section at the end of each chapter. It is recommended that if figures or figure panels are included that are the work of others that the figure panels be clearly identified and the work properly attributed. It is permissible for more than one student to include work from the same collaboration or publication as long as the required attributions are clear, justified, and complete.

Individual chapters can be that of published articles as long as there are also comprehensive Introduction and Conclusion chapters written by the student. While the text can be the same, use of journal reprints as a chapter is not permissible. A word document of the published article must be used, and the pages in the dissertation must be consecutively numbered. Furthermore, the figures and accompanying figure legends must be integrated into the main body of each chapter, preferably following the first mention of the given figure, not clustered at the end of the chapter. Any dissertation that varies significantly from the Graduate School or FAS guidelines, or is not neat and readable, is subject to required stylistic revision before acceptance by the University. (For further information, please visit https://gsas.harvard.edu/academics/dissertations ).

DEFENSE FORMS AND PAPERWORK

Dissertation Acceptance Certificate Before the examination, the BPH Program Office will provide the Defense Committee Chair with a copy of the official Dissertation Acceptance Certificate. This certificate must be signed by all readers of the dissertation at the end of the examination and returned to the BPH Program Office. This certificate will be scanned and sent to the student so it can be inserted as page one of the dissertation prior to the online submission. The student must submit the one original, official copy to the Registrar’s in Cambridge by the appropriate deadline.

If extensive corrections are to be made, the BPH Program Office will hold the certificate until the Defense Committee Chair, and/or assigned reviewer(s) provide a written notification to the BPH Program to confirm that the corrected work has been reviewed and approved.

Dissertation Defense Exam Report The Dissertation Defense Exam Report is completed by the members of the Dissertation Defense Committee to provide a record of any comments or recommendations they may have. The report must be signed by all members immediately after the private exam. The completed report must be submitted to the BPH Program Office at the same time as the Dissertation Acceptance Certificate.

Sample Dissertation Title Page Please click here to see a sample BPH Dissertation Title Page.  Again, please refer to the Dissertation website for guidelines about how to format your dissertation.

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How the PhD Program Works

Program Overview

Completing your doctorate at Wharton requires 5 years of full-time study. The first 2 years in the program prepare you for admission to candidacy by taking courses, qualifying exams, and starting research projects. In the last few years, you are primarily conducting research full-time including writing and defending your doctoral dissertation.

Admission to candidacy.

You begin by taking courses required for your program of study. All programs requires a preliminary exam, which may be either oral or written.

Some programs may have further requirements, such as an additional exam or research paper. If you enter with a master’s degree or other transfer credit, you may satisfy the formal course requirements more quickly.

Beginning the Wharton PhD Curriculum How the first two years of the Wharton program helped students discover their interests, learn the tools of the profession, and fuel their passion for teaching.

The Doctoral Dissertation

Upon successful completion of coursework and passing a preliminary examination, you are admitted to candidacy for the dissertation phase of your studies.

Your doctoral dissertation should contain original research that meets standards for published scholarship in your field. You are expected to be an expert in the topic you choose to research.

You are admitted to candidacy for the dissertation phase of your studies upon successful completion of coursework and passing a preliminary examination, but you can start thinking about and working on research of relevance at any time.

The dissertation process culminates with a “defense,” in which you defend the proposal orally before your dissertation committee.

While working on your dissertation, you interact extensively with Wharton faculty. Together with interested faculty, you create your own research community that includes your dissertation advisor and dissertation committee.

Policies and Procedures

Get more detailed explanation of course requirements, academic standards, the Teacher Development Program, time limits, and dissertation procedures and requirements.

Sample Program Sequence

Years 1 & 2.

Coursework Examination Research Papers Research Activities Field-Specific Requirements

Directed Reading & Research Admission to Candidacy Formulation of Research Topic

Years 4 & 5

Continued Research Oral Examination Dissertation

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Phd student creates a new pipeline for women in academia, how wharton makes it easy to be successful, what brought this cdc researcher to wharton's phd program.

13 Tips to Prepare for Your PhD Dissertation Defense

How well do you know your project? Years of experiments, analysis of results, and tons of literature study, leads you to how well you know your research study. And, PhD dissertation defense is a finale to your PhD years. Often, researchers question how to excel at their thesis defense and spend countless hours on it. Days, weeks, months, and probably years of practice to complete your doctorate, needs to surpass the dissertation defense hurdle.

In this article, we will discuss details of how to excel at PhD dissertation defense and list down some interesting tips to prepare for your thesis defense.

Table of Contents

What Is Dissertation Defense?

Dissertation defense or Thesis defense is an opportunity to defend your research study amidst the academic professionals who will evaluate of your academic work. While a thesis defense can sometimes be like a cross-examination session, but in reality you need not fear the thesis defense process and be well prepared.

Source: https://www.youtube.com/c/JamesHaytonPhDacademy

What are the expectations of committee members.

Choosing the dissertation committee is one of the most important decision for a research student. However, putting your dissertation committee becomes easier once you understand the expectations of committee members.

The basic function of your dissertation committee is to guide you through the process of proposing, writing, and revising your dissertation. Moreover, the committee members serve as mentors, giving constructive feedback on your writing and research, also guiding your revision efforts.

The dissertation committee is usually formed once the academic coursework is completed. Furthermore, by the time you begin your dissertation research, you get acquainted to the faculty members who will serve on your dissertation committee. Ultimately, who serves on your dissertation committee depends upon you.

Some universities allow an outside expert (a former professor or academic mentor) to serve on your committee. It is advisable to choose a faculty member who knows you and your research work.

How to Choose a Dissertation Committee Member?

• Avoid popular and eminent faculty member
• Choose the one you know very well and can approach whenever you need them
• A faculty member whom you can learn from is apt.
• Members of the committee can be your future mentors, co-authors, and research collaborators. Choose them keeping your future in mind.

How to Prepare for Dissertation Defense?

1. Start Your Preparations Early

Thesis defense is not a 3 or 6 months’ exercise. Don’t wait until you have completed all your research objectives. Start your preparation well in advance, and make sure you know all the intricacies of your thesis and reasons to all the research experiments you conducted.

2. Attend Presentations by Other Candidates

Look out for open dissertation presentations at your university. In fact, you can attend open dissertation presentations at other universities too. Firstly, this will help you realize how thesis defense is not a scary process. Secondly, you will get the tricks and hacks on how other researchers are defending their thesis. Finally, you will understand why dissertation defense is necessary for the university, as well as the scientific community.

3. Take Enough Time to Prepare the Slides

Dissertation defense process harder than submitting your thesis well before the deadline. Ideally, you could start preparing the slides after finalizing your thesis. Spend more time in preparing the slides. Make sure you got the right data on the slides and rephrase your inferences, to create a logical flow to your presentation.

4. Structure the Presentation

Do not be haphazard in designing your presentation. Take time to create a good structured presentation. Furthermore, create high-quality slides which impresses the committee members. Make slides that hold your audience’s attention. Keep the presentation thorough and accurate, and use smart art to create better slides.

5. Practice Breathing Techniques

Watch a few TED talk videos and you will notice that speakers and orators are very fluent at their speech. In fact, you will not notice them taking a breath or falling short of breath. The only reason behind such effortless oratory skill is practice — practice in breathing technique.

Moreover, every speaker knows how to control their breath. Long and steady breaths are crucial. Pay attention to your breathing and slow it down. All you need I some practice prior to this moment.

6. Create an Impactful Introduction

The audience expects a lot from you. So your opening statement should enthrall the audience. Furthermore, your thesis should create an impact on the members; they should be thrilled by your thesis and the way you expose it.

The introduction answers most important questions, and most important of all “Is this presentation worth the time?” Therefore, it is important to make a good first impression , because the first few minutes sets the tone for your entire presentation.

7. Maintain Your Own List of Questions

While preparing for the presentation, make a note of all the questions that you ask yourself. Try to approach all the questions from a reader’s point of view. You could pretend like you do not know the topic and think of questions that could help you know the topic much better.

The list of questions will prepare you for the questions the members may pose while trying to understand your research. Attending other candidates’ open discussion will also help you assume the dissertation defense questions.

8. Practice Speech and Body Language

After successfully preparing your slides and practicing, you could start focusing on how you look while presenting your thesis. This exercise is not for your appearance but to know your body language and relax if need be.

Pay attention to your body language. Stand with your back straight, but relax your shoulders. The correct posture will give you the feel of self-confidence. So, observe yourself in the mirror and pay attention to movements you make.

9. Give Mock Presentation

Giving a trial defense in advance is a good practice. The most important factor for the mock defense is its similarity to your real defense, so that you get the experience that prepares for the actual defense.

10. Learn How to Handle Mistakes

Everyone makes mistakes. However, it is important to carry on. Do not let the mistakes affect your thesis defense. Take a deep breath and move on to the next point.

11. Do Not Run Through the Presentation

If you are nervous, you would want to end the presentation as soon as possible. However, this situation will give rise to anxiety and you will speak too fast, skipping the essential details. Eventually, creating a fiasco of your dissertation defense .

12. Get Plenty of Rest

Out of the dissertation defense preparation points, this one is extremely important. Obviously, sleeping a day before your big event is hard, but you have to focus and go to bed early, with the clear intentions of getting the rest you deserve.

13. Visualize Yourself Defending Your Thesis

This simple exercise creates an immense impact on your self-confidence. All you have to do is visualize yourself giving a successful presentation each evening before going to sleep. Everyday till the day of your thesis defense, see yourself standing in front of the audience and going from one point to another.

This exercise takes a lot of commitment and persistence, but the results in the end are worth it. Visualization makes you see yourself doing the scary thing of defending your thesis.

If you have taken all these points into consideration, you are ready for your big day. You have worked relentlessly for your PhD degree , and you will definitely give your best in this final step.

Have you completed your thesis defense? How did you prepare for it and how was your experience throughout your dissertation defense ? Do write to us or comment below.

The tips are very useful.I will recomend it to our students.

Excellent. As a therapist trying to help a parent of a candidate, I am very impressed and thankful your concise, clear, action-oriented article. Thank you.

Thanks for your sharing. It is so good. I can learn a lot from your ideas. Hope that in my dissertation defense next time I can pass

The tips are effective. Will definitely apply them in my dissertation.

My dissertation defense is coming up in less than two weeks from now, I find this tips quite instructive, I’ll definitely apply them. Thank you so much.

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Preparing for your PhD thesis defence

As you start thinking about the end stages of your PhD, it’s important to understand the processes and timelines related to the thesis defence so that your degree completion is not delayed. Even if your thesis defence seems far away, there are several planning considerations you can consider early on to help the end stages of your PhD go smoothly.

On this page you will find videos, tools, and information about what the PhD thesis defence is , timelines for the PhD thesis defence , and tips for a successful PhD thesis defence .

All PhD students should also ensure that they read the PhD thesis examination regulations and review the thesis preparation guidelines prior to their oral defence. If your thesis defence will be conducted remotely, you should also review the process for a remote thesis defence .

What is the PhD defence?

Understanding the purpose, processes and possible outcomes of the thesis defence can help you feel more prepared for the defence itself. In this video, you’ll learn about what the defence is, who’s there, what happens, and the deliberation and range of possible outcomes.

Transcript - Demystifying the thesis defence at University of Waterloo (PDF)

You may wish to learn more about some of the topics discussed in this video. Here are some helpful links to learn more:

Examination committee members (including the external examiner): Visit the PhD thesis examination regulations section on the  PhD thesis examining committee for more information about the committee members, including information about the external examiner and conflicts of interest.

• Closed thesis defences and non-disclosure agreements: Visit the PhD thesis examination regulations section on guidelines for thesis examination without public disclosure for more information about closed thesis examinations.
• Thesis defence decisions and outcomes: Visit the PhD thesis examination regulations section on  decisions for additional information about decisions and outcomes.
• Thesis submission: Visit the thesis submission webpage for information about the thesis submission process, including approvals that must be obtained before submitting your thesis.
• UWSpace: Visit the Library’s UWSpace webpage for information about what UWSpace is and how to submit, or deposit, your thesis to UWSpace.

Timeline to defence

Early planning considerations.

Well before your defence date, there are several considerations to think about that can help make the end stages of your degree go smoothly and ensure your defence date and degree completion are not delayed:

• Being aware of formatting requirements will save you time on revisions later on – the last thing you want to be doing before submitting your thesis to UWSpace is updating page numbers or your table of contents! Consider using the Microsoft Word or LaTeX thesis template produced by Information Systems & Technology. 
• The Dissertation Boot Camp can help you develop effective writing practices and strategies for completing your thesis, while the three-part Rock Your Thesis workshop series will provide practical guidance for planning, writing, revising, and submitting your thesis project. You can also book an individual appointment to do backwards planning with an advisor. They can help you utilize the planning tools most effectively, while providing hands-on guidance and feedback.  
• If you are using third-party content, including your own previously published work in your thesis, or seeking intellectual property protection (for yourself or another involved party), there may be implications for your thesis or defence. Learn more about copyright for your thesis , and email [email protected] for help with copyright questions related to your thesis.
• Depending on your departmental or discipline’s norms, you may require approval from your entire committee, or just your supervisor. Ensure you talk with your supervisor and/or committee early on to confirm processes and timelines, so you’re not surprised later.
• Depending on your departmental or discipline’s norms, your supervisor may select an external examiner themselves, or they may seek your input. Talk to your supervisor early on about this process, as in some faculties the external examiner may need to be vetted and approved as early as the term before you wish to defend. Remember that there are conflict of interest guidelines around the appointment of the external examiner , and the PhD candidate should not be in communication with the external examiner prior to the defence.
• A PhD thesis must be on display for a minimum of 4 weeks prior to the defence date. To accommodate, you may need to submit your thesis as early as 6-8 weeks prior to your defence. Review your faculty specific backwards planning tool for the thesis submission deadline in your faculty and learn more about the display period in the PhD thesis examination regulations.
• After your successful thesis defence, you will likely have some required revisions to your thesis. It’s important to understand revision timelines , especially if you’re hoping to become “degree complete” before a tuition refund or convocation deadline. Find tuition refund and convocation deadlines in the important dates calendar .
• Following your thesis defence, there are several steps to be taken before your final, approved thesis is accepted in UWSpace. Ensure that you’re aware of these thesis submission steps and timelines in advance.

Backwards planning tools

Graduate Studies and Postdoctoral Affairs, in collaboration with the Faculties, have prepared faculty specific backwards planning tools to help PhD candidates map out the timelines related to their thesis defence and degree completion.

Select your faculty below to download a PDF copy of the backwards planning tool. We encourage you to discuss your ideal timelines with your supervisor(s) and your department graduate program co-ordinator.

• Faculty of Health backwards planning tool (PDF)
• Faculty of Arts backwards planning tool (PDF)
• Faculty of Engineering backwards planning tool (PDF)
• Faculty of Environment backwards planning tool (PDF)
• Faculty of Mathematics backwards planning tool (PDF)
• Faculty of Science backwards planning tool (PDF)

Tips for success

The PhD thesis defence is the culmination of years of hard work! The tips outlined in this video, compiled from recent PhD graduates and experienced thesis defence chairs, cover tips for preparing for your defence, day-of logistics, and defending successfully.

Transcript - Your Thesis Defence: Tips for Success (PDF)

Will your PhD thesis defence be held remotely? We’ve compiled additional tips for success specifically related to the remote defence.

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Dissertation Defense Policy & Procedures

The defense and its purpose.

Prior to the dissertation defense, the Candidate will submit a final draft of the dissertation to the Supervisory Committee, which the Supervisory Committee will read and agree is the version of the dissertation that is ready for the Final Examination.

The Candidate will comply with the Graduate School requirements for scheduling the Final Examination. These requirements include:

• the student passed a General Examination in a previous quarter;
• The supervisory/reading committee is appointed to read and approve the dissertation. It is the responsibility of a supervisory/reading committee to (a) ensure that the dissertation is a significant contribution to knowledge and is an acceptable piece of scholarly writing; (b) determine the appropriateness of a candidate’s dissertation as a basis for issuing a committee signature form (formerly known as a warrant) for a Final Examination and; (c) approve a candidate’s dissertation.
• the supervisory/reading committee has read an entire draft of the dissertation;
• the entire supervisory committee has agreed that the student is prepared and has approved the student to schedule a Final Examination;
• Select a Final Examination time with your Supervisory Committee and have your Supervisory Committee Chair notify the Ph.D. Program Advisor or the Ph.D. Program Coordinator of the scheduled time;
• Complete the online Request for Final Examination at least 3 weeks prior to the examination date. 

The Graduate School will then determine if the Candidate has met the minimum requirements and, if approved, will wait for either the Ph.D. Program Advisor or the Ph.D. Program Coordinator to approve the exam. Before approving the exam, the date and time of the exam will be verified with the Committee Chair. Once approved, an email will be sent to the Committee Members that the Final Examination has been scheduled. An online committee signature form will be issued, which will be printed by the Ph.D. Program Coordinator prior to the examination. 

The Ph.D. Program Coordinator will give the committee signature form to the Supervisory Committee Chair. After the exam, the Supervisory Committee Chair returns the form to the Ph.D. Program Advisor or the Ph.D. Program Coordinator, who records the outcome of the exam with the UW Graduate School.

The Dissertation Defense

In the dissertation defense, the Candidate makes an oral presentation of his/her dissertation to the Supervisory Committee (see Supervisory Committee Policy) and the public. The Committee, in consultation with the Candidate, will determine the appropriate length of the oral presentation and question-and-answer session. A typical dissertation defense will take two hours.

The Candidate, assisted by the Chair as necessary, schedules a date, a time, and a room for the defense. The Candidate submits details, including the date, time and location of the exam, names of their committee members, title of the dissertation, as well as a dissertation abstract to the Ph.D. Program Advisor or Program Coordinator. The Ph.D. Program Advisor or Program Coordinator will include the event on the iSchool Web calendar in addition to sending email announcements to relevant faculty, staff, and student lists inviting the public to attend.

Immediately Prior to the Start of the Examination:

• The Candidate must be physically present at the exam.
• If the Candidate is not physically present, then the exam must be rescheduled.
• If the Chair is not physically present, then the exam must be rescheduled.
• If the GSR is not physically present at the time of the exam, a substitute GSR may be secured subject to Graduate School rules. If no GSR can be found, then the exam must be rescheduled.
• If a general member is not physically present then, the exam must be rescheduled to a later time/date.
• A majority of the Supervisory Committee must be physically present at the exam, e.g. a Supervisory Committee with the minimum 4 required members (Chair, GSR, and 2 general members) must have the Chair, the GSR, and at least one general member physically present at the exam. A Supervisory Committee with 5 members (Chair, GSR, and 3 general members) must have the Chair, the GSR, and at least one general member physically present at the exam. The remaining general member may be ‘present’ via the use of audio/visual technology.

Once the Exam Starts:

• The Supervisory Committee will meet initially in private, with or without the Candidate present.
• The Chair announces when the Candidate and the public may join the Committee for the defense.
• The Candidate presents the work of the dissertation.
• Prior to the defense, the Supervisory Committee will decide on the elements of the defense. The Chair should inform the candidate of these elements at least one month prior to the defense. Elements of the defense include: length of candidate presentation; schedule of questioning by the Committee; schedule of questioning by the public; order of questioning, that is, whether the public questions first or members of the Committee question first, etc.
• Accept: The Supervisory Committee passes the dissertation as is, with no revisions required.
• The Committee informs the Candidate verbally of the revisions required.
• The Chair, in consultation with the Committee, prepares a written description of the required revisions and designates which Committee members must review the revisions.
• The Chair and the Candidate determine the date by which the revisions must be completed.
• The Chair distributes the written description to the Candidate and the Committee within 24 hours of the dissertation defense. A copy of this document is given to Student Services to place in the student’s permanent academic record.
• The Candidate submits the revisions to the designated Committee members by the deadline.
• Within two weeks after the revisions are submitted by the Candidate, the Chair and designated Committee members review the revisions and inform the Candidate whether the revisions are accepted or rejected.
• If rejected, the Committee recommends, as outlined below, to either permit a second defense or to drop the Candidate from the program.
• If the revisions are not completed successfully within the parameters dictated by the Graduate School (see link to Relevant UW Policy below), another Final Examination may be required within six months.
• that a second defense be permitted after a period of additional preparation, or
• that the Candidate be dropped from the Ph.D. Program in Information Science at the University of Washington.
• The Candidate will comply with the Graduate School requirements for submitting the dissertation once it has been accepted by the committee. Within 60 days of the defense, the Candidate will submit one paper copy to the Graduate School, one PDF version to the Information School’s Student Services, and one paper copy to each member of the committee.

** In all cases, a simple majority vote is required. Any members of the Supervisory Committee who do not agree with the majority opinion are encouraged to submit a minority report to the Dean of the Graduate School.

Relevant UW Policy

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Preparing for Your PhD Defence

Completing your dissertation isn’t the final hurdle to earning your PhD, the oral defence (called a viva voce or viva in the UK) is. But once the date has been set and the examiners are confirmed, how do you start to prepare? Here are some tips to help you beat the nerves and rock your defence.

Know What You’re in For

If defences are public in your department, try to attend a couple before your own. Attending someone else’s defence is a great learning experience and will help you see what works and what doesn't. Notice things like how the candidate dresses, how they address the examiners, and the sort of questions the committee asks. What makes their talk compelling? Watching a live defence is the best way to understand the format and what will be expected of you when it’s your turn.  

Reread Your Dissertation

This is a very important step. A PhD is a multi-year endeavour and it may have been a few years since you did some of the research in your dissertation. Go through each chapter and summarize your main arguments. Then zoom out about your dissertation as a whole. While the committee will question you about the details, they will also ask you to consider your work in a broader context. What are the implications of your findings? What does your thesis contribute to the field? It’s also a good idea to take note of any weaknesses or mistakes so you’re prepared if they’re discussed during the defence.

Prepare Your Talk

After rereading your thesis, you will be in a good position to put your talk together. Your talk should address what you did, why you did it, how you did it, what you found, and what it means. Remember you will only have about 20 minutes. Preparation is more than just building a slide deck, you must also practice giving your talk. Practice giving your talk multiple times both on your own and in front of groups—and remember to rehearse the question part too. Fielding questions from your test audience will help you get better at thinking on your feet when facing unexpected questions.

Basic Question Types

It’s impossible to predict every question you will be asked during your defence so instead prepare for questions in these five common categories: General questions, the context of your work, your methods and research design, analysis of your results, and discussion. You can also familiarize yourself with the work of your committee members as they are more likely to ask questions about their own area of expertise.

Defence preparation shouldn’t be purely academic. Don’t forget to prepare yourself mentally and physically as well by eating well, exercising, and getting enough sleep.

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• Final Doctoral Exam

Doctoral Exam Guide

Final oral defence, purpose of the final oral defence.

• To ensure that the candidate is able to present and defend the dissertation and its underlying assumptions, methodology, results, and conclusions in a manner consistent with the doctoral degree being sought;
• To communicate the results of the work to the campus community.

Structure of the Final Oral Defence

The detailed Final Oral Defence procedures are outlined in the Exam Instructions . A copy of these instructions is provided to the examining committee approximately one week before the Oral Defence.

The basic structure of the Oral Defence is:

• Candidate makes a public presentation of the dissertation (maximum 30 minutes)
• Examining committee members question the candidate
• Members of the audience are invited to ask questions of the candidate
• Examining committee holds an in-camera discussion where it decides on the overall recommendation it will make to Graduate and Postdoctoral Studies (see Evaluation Protocol below)
• Chair conveys the recommendations of the examining committee to the candidate

Candidates are encouraged to arrive 30 minutes early to get comfortable and set-up in the exam room. Exams start promptly at the official start time. The doors to the exam room are closed at the start of the exam and no one may enter the exam room, either physical or virtual, once the Final Oral Defence has begun. The Oral Defence usually takes two to two and a half hours.

Audiovisual Equipment

The examination rooms in the Graduate Student Centre come equipped with a projector and screen (room 200) or a large monitor and auxiliary screen (room 203), a white board, and a podium. Most candidates prefer to bring their own laptops to the examination; it is possible to use the wall mounted PC in either room, in which case candidates should either have their presentations available on cloud storage or bring a thumb drive.

The displays in rooms 200 and 203 are equipped with VGA and HDMI inputs. Candidates using laptops without these outputs must bring the appropriate adaptors.

Candidates planning to use Zoom to enable remote attendance should indicate their preference when making the exam booking.

Language Requirement

Candidates for the Final Doctoral Examination must have fulfilled all course and/or language requirements of the degree program. It is the responsibility of the candidate's graduate program to ensure these requirements have been met, and that the candidate's oral language proficiency is adequate for full communication between the examination committee and the candidate.

The Final Doctoral Examination is a public event at UBC and as such will be conducted in English. The candidate's oral proficiency in the language of the examination must be adequate for full communication between the examination committee and the candidate. For theses in language programs, some questions can be posed or answered in the language concerned, provided the examination committee can follow proceedings (by translation if necessary) in this other language.

Remote Attendance at in-person Exams

For information regarding Virtual Defences held entirely on Zoom, see Schedulng the Oral Defence, and the Virtual Exam Protocol .

Managing remote attendees can pose both technological challenges and challenges for candidates in managing divided attention. For these reasons, Hybrid Defences with more than one remote attendee should be discussed with the doctoral exams team in advance. We will work with candidates and supervisors to make sure these defences run smoothly .

Normally, examiners required for quorum at an in-person defence should be physically present in the room. The external examiner or a third member of the supervisory committee may attend the defence remotely. 

Doctoral exams team use a Meeting OWL to support videoconferencing with Zoom. Candidates who wish to have remote attendees should indicate this on their Booking Request. The OWL can be used in either room.

For exams in other suitable rooms on campus, the research supervisor should verify that appropriate equipment is available in the room. Devices such as an OWL, or other mobile AV device may be used.

Should any technological issues arise during the course of the exam, the exam may be paused for a reasonable amount of time to resolve them. Only those examining committee members who have been present for the full duration of the exam can cast a vote in the proceedings. If members required for quorum lose connection and it cannot be restored, the exam will need to be rescheduled.

Please also note that the examination chair has the right to discontinue a remote connection if it is interfering with the proper conduct of the examination.

Attendance of the External Examiner

The external examiner's participation in a candidate's Final Oral Defence offers the opportunity for a valuable dialogue about the dissertation and the research it presents. Therefore, the participation of the external examiner in the Final Oral Defence is encouraged, but it is not required.

Inviting the external examiner to participate in the Final Oral Defence is at the discretion of the research supervisor; Graduate and Postdoctoral Studies will not extend such an invitation. For information about inviting the external examiner, please see Scheduling the Oral Defence .

Recording the Examination

See Recording the Examination .

Evaluation Protocol for the Oral Defence

The examining committee is asked to make an overall recommendation after evaluating two aspects of the candidate's performance:

• The Oral Defence : The committee should evaluate the candidate’s performance while presenting the synopsis, responding to questions, and defending the work. The committee must decide whether or not the performance met the standard of excellence expected of a doctoral candidate at UBC.
• The Dissertation: The committee should evaluate the overall merit of the dissertation, considering scholarship, scope and impact of the contribution made, and the quality of writing. They are asked to take into consideration the external examiner’s report, the assessments of the other examining committee members, and candidate's responses to questions during the Oral Defence. The committee will decide what revisions, if any, will be required before the dissertation can be considered fully acceptable.

Evaluation options available to the examining committee are:

• No revision or only minor revisions are required. The committee charges the research supervisor to verify that the required changes have been made.
• Substantive revisions are required. The committee chooses two or more of its members, including the research supervisor, to verify that the required changes have been made.
• The dissertation is unsatisfactory. Major rewriting and rethinking are required.
• The dissertation is unacceptable; it is fundamentally flawed and therefore beyond revision.

The examining committee is then asked to select one of the following overall recommendations:

• Pass. Pending final submission of the dissertation to the Faculty of Graduate and Postdoctoral Studies, the University should award the doctoral degree to this candidate.
• Re-examination required. The candidate should be allowed a second attempt to pass the Final Doctoral Examination. (No more than one subsequent attempt is permitted.)
• Fail. The University should not grant the doctoral degree to this candidate.

In any category where the committee's judgment is unanimous, or nearly so (in that at most one examiner dissents), the chair will express it using the check-boxes on the chair's Report form. Dissenting opinions will be noted in the text of the Chair’s Report. In any category where two or more examiners disagree with the majority view, the chair will select a box labelled “No Decision” and provide a written description of the differing views in the text of the report. If this occurs, the chair will inform Graduate and Postdoctoral Studies as soon as possible (typically within one business day of the examination). The Dean of Graduate and Postdoctoral Studies will review the Chair's Report and promptly determine an appropriate course of action, in consultation with the examination chair and the examining committee.

The examination chair is responsible for completing the Chair's Report form and submitting it to Graduate and Postdoctoral Studies within one week of the Oral Defence.

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Ph.D. Defense and Graduation Procedures

Student seminar.

All doctoral students are required to give a short presentation (20 minutes) during the BME 298 seminar series course. After passing your qualifying exam, you are eligible to present. The department strongly recommends completing your presentation during year four.

The seminar series is managed by Khang Pham, [email protected] . He will assist with all seminar coordination and scheduling.

At least one committee member, preferably your doctoral committee chair, must be present during the seminar to evaluate your presentation. An evaluation sheet must be submitted to the department to fulfill this requirement for graduation.

Defense Announcement

All students are required to advertise their defense publicly to BME students and faculty. Please provide a short abstract, the date, time, the location and/or Zoom details. Please send these details to Dilon Reynolds  at least two weeks prior to your defense date.

Currently, defenses may be conducted in-person, hybrid style or fully virtual. 

Changes to Committee Members

Your Doctoral Committee members should have been indicated on your Ph.D. Form I after you passed your qualifying exam. If changes need to be made to your committee, please notify the graduate academic coordinator, Maggie Mulcare ( [email protected] ) prior to your defense so that the update can be made with Graduate Division.

Submitting Dissertation to ProQuest

Please consult UCI Library for formatting guidelines for the Ph.D. dissertation. Instructions on how to upload your dissertation to ProQuest are here .

Please note that during peak graduation times (the final week of classes, particularly in spring quarter), it may take two to three days for ProQuest to send the final confirmation email that must be submitted to the Graduate Division along with the Ph.D. Form II. Plan accordingly and do not wait until the last minute to submit your dissertation.

Ph.D. Form II via DocuSign

After passing your defense, please complete the DocuSign request form  to initiate your Ph.D. Form II and Ph.D. dissertation checklist via DocuSign. These forms have now been combined into one form.

Please note that all checklist items must be attached to the DocuSign as PDFs before the student signs/submits the form. These items include the Ph.D. exit survey and the confirmation email from ProQuest. The confirmation email will be the second email received from ProQuest, which states that your dissertation has passed all required checks and been approved.

The deadline for the Ph.D. Form II during the normal academic year (fall-spring quarters) is the Friday of the last week of classes.

Students may petition to go on filing fee status in the quarter in which they are graduating, only if they have completed all research/lab work. Students on filing fee status cannot use campus facilities, such as labs or the library, and cannot be actively employed as a graduate student researcher (GSR) or teaching assistant (TA) during the academic year. Students are permitted to be employed over the summer quarter while on filing fee.

During the academic year (fall-spring quarters), the filing fee petition must be completed and submitted prior to the third Friday of classes for that quarter. During the summer, the filing fee deadline is the same as the graduation paperwork deadline and therefore the form should be initiated and submitted at the same time as the Ph.D. form II.

The filing fee is currently $201 and can be paid online here . The receipt must be attached to the DocuSign form before submission.

Please email the graduate academic coordinator, Maggie Mulcare , to initiate the filing fee form via DocuSign.

Department of Biomedical Engineering

Thesis Defense and Dissertation

Permission to Write Meeting: 

A penultimate Thesis Committee meeting should be scheduled approximately 3 months prior to the intended thesis defense date, in which the committee grants “permission to write” and discusses an appropriate timeline for thesis completion. Alternatively, students may obtain formal permission to write from each of their Thesis Committee members following one-on-one meetings in which the timeline to completion is discussed. Documentation of Permission to Write either by indicating such in a Thesis Committee Meeting Report , or by email from each committee member must be sent to the NUIN program.

Dissertation and Thesis Defense:

The dissertation and thesis defense is the culmination of a student’s work at Northwestern University.

Dissertation:

Students are required to write a dissertation, which should conform to the University Guidelines on content and formatting and also include:

• A scholarly Introduction to the field and the background/rationale for the specific questions addressed by the thesis research
• A series of data chapters describing research conducted by the student
• A final Discussion chapter

NUIN allows text and figures from published papers to be included (original or modified) as part of a data chapter under the following conditions:

• First author papers may be included in their original (or modified) form as long as the student wrote and contributed significantly to editing a large majority of the text in the published paper (include statement signed by student and thesis advisor to this effect in dissertation). It is expected that such chapters will have an Introduction and Discussion that are of length and detail expected for a dissertation.  If the published paper is limited in length by journal policies, the student should include a supplemental Discussion and/or Introduction linking the chapter to the rest of the dissertation. 
• Middle author papers may be included in their original (or modified) form, however, the chapter must include an Introduction and Discussion written by the student that highlights and focuses on the details and interpretation of experiments conducted by the student.

At the end of the introductory chapter of the dissertation, the student must provide an overview of the data chapters, indicating whether the work is published or unpublished. For published work, the full citation should be included and it should be stated whether the chapter is the published or an edited version. The contributions of the student and other authors to the scientific (design, experiments, analysis) and written work must be clearly stated. If edits have been made, the nature of the modifications (e.g. incorporation of published supplemental figures into the body of the narrative, inclusion of additional relevant data acquired after publication, expansion of intro or discussion, etc.) should be stated. For unpublished work, the contributions of the student and any other individuals to the scientific work (design, experiments, analysis) must be stated.

The dissertation is expected to include details and scholarly discussions that go above and beyond what one might find in typical journal articles (e.g. related experiments that were beyond the scope of the paper, or additional experimental details that were omitted due to space constraints).  It is the responsibility of the student and the Thesis Committee to ensure that the dissertation meets NUIN standards and properly attributes authorship.

Thesis Defense, PhD Final Exam Form:

A draft of the dissertation should be submitted to the Thesis Advisor with sufficient time for the Thesis Advisor to evaluate it and approve distribution to the Thesis Committee. The dissertation document must be submitted to the Thesis Committee members at least 2 weeks before the private defense date.  Committee members with objections to any aspect of the written dissertation will make their concerns known to the Thesis Advisor, student, and NUIN, and the defense may be rescheduled.

All members of the committee must digitally approve the PhD Final Exam Form following a successful thesis defense. If major revisions are required, the committee can opt to have a revised dissertation reviewed by each member of the committee, a single member, or the Thesis Advisor, as they see best fit. The PhD Final Exam Form should only be signed after the revised document has been approved. In the rare circumstance that a consensus cannot be reached regarding necessary revisions, a student or Thesis Advisor may appeal a Thesis Committee’s recommendations to NUIN. 

Public Seminar:

Students present a public seminar after successful completion of the private thesis defense. Students should notify NUIN once the public seminar is scheduled so that it can be advertised to the NUIN community. The public seminar should not be advertised until the private defense has been passed. 

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University of Pennsylvania Philosophy

Dissertation Defense Instructions for Current Graduate Students

1. Pick a defense date and time According to the Graduation Calendar (view here:  https://guides.library.upenn.edu/dissertation_manual/calendar ) the deadlines are as follows:   AUGUST 2023 graduation: Sign-up begins (no fee) Monday, May 22nd Defend by July 17th & deposit by July 31st Your degree will then be awarded on or during the week of August 4th   2. Contact the department administrator to reserve a room for your defense   3. Once the defense date is finalized, here is a list of the additional administrative steps to complete the career at Penn:   1. Sign up (there are relevant dates for sign up start/ end and late fee sign up on the calendar) for degree in the degree system:  https://apps.sas.upenn.edu/sso/gas/degree/app-start.php        2. Make sure to set up a deposit meeting with the Provost Office as soon as possible.  We recommend that you schedule the deposit early on since the spots fill up quickly towards the end of the term. Although you’re setting it up ahead of time, the deposit needs to be scheduled for  after  the defense, since this is when you will deposit the finished copy of the dissertation, ready for print.  (*there are also deposit schedules- and there is a calendar & tons of information on this on the provost’s website -  https://provost.upenn.edu/dissertation-deposit  )   Meetings (scheduled at  https://calendly.com/penngraddegree/deposit?month=2022-01 ) are for candidates to deposit the hard copy of their dissertation.  You do not need to be present for this meeting, but beforehand, you will need to take care of any outstanding bills with Student Financial Services and complete the two exit surveys GAS requires.  Your dissertation should be polished and edited—to your knowledge, ready for publication at the time of your deposit to Proquest.    3. Once you have successfully defended, please email the graduate coordinator the following information:

• exact title of your dissertation as it will appear in print
• name of your dissertation advisor
• the name of your committee chair (if different from your advisor)
• the names of your remaining committee members

Please note, the graduate coordinator will need an email address for any of the committee members who are external to the University of Pennsylvania.   For policies and procedures on formatting and submission, the Dissertation Manual is the place to begin.  As the Provost has just taken over in this term, they created some helpful checklists for graduating PhDs (see below).  

• PhD Graduation Checklist -  https://provost.upenn.edu/sites/default/files/users/user3179/PhD%20Candidate%20Graduation%20Checklist_0.pdf
• PhD Dissertation Formatting Checklist-  https://provost.upenn.edu/sites/default/files/users/user3179/PhD%20Candidate%20Formatting%20Checklist_0.pdf
• In Graduate Rules and Regulations, please read over the policies starting with “Dissertation” and “Dissertation Composition and Meetings” through “Publication and Submission”-  https://catalog.upenn.edu/pennbook/academic-rules-phd/#text . 

***EXTREMELY IMPORTANT: The formatting of your dissertation must follow the GAS guidelines EXACTLY (RE: Title page, pagination & margins)   4. Additional Information:

• Dissertation defenses may be conducted in-person or remotely
• Title page signatures are optional, and electronic signatures are accepted
• A printed copy of the dissertation is not required for deposit
• The dissertation must be submitted electronically in ETD Administrator

The Ohio State University

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PhD defense & graduation procedures, WE

The information below provides procedures for the PhD student's final semester, including graduation application, paperwork & fees, and the dissertation submission and defense process.

Note that all date references below assume that the student wishes to attend Commencement in the semester for which s/he applies to graduate. Details about End-of-Semester(i.e., after Commencement) deadlines are provided at the bottom of this page.

Registration

Please remember to register for three graduate credit hours in the semester in which you wish to graduate. These should consist of three credits of WE 8999 under your advisor (WE 7895 is not required in the semester of graduation).

These three graduate credits are required regardless of your status, whether self-funded, GRA, or Fellow.

See Graduate School's Post-Candidacy enrollment guidelines

Applying to graduate

Complete the Department's Application to Graduate Request form MSE students must complete this form to request an Application to Graduate . Upon submission of this form, the MSE / WE Graduate Studies Coordinator will review the student's academic status. A Student Status Summary and further instructions will be e-mailed to the student.

The general flow is as follows:

• Request to graduate/receive a degree by way of the department on-line form (the link above). This should occur on or before the third Tuesday of the term of graduation.
• The Graduate Studies Coordinator reviews your course work and other degree requirements and provides a Student Status Summary. With the Summary are further instructions on what is required in the final term to satisfy the degree requirements.
• Student logs in to GradForms.osu.edu and completes an on-line Application to Graduate .
• The student's advisor posts approval on GradForms.osu.edu. This must occur before the GSC Chair will post approval.
• The Graduate Studies Chair posts approval on GradForms. This is to occur on or before the third Friday of the term.

The GSC Chair is to post on-line acceptance of your Application to Graduate on or before the third Friday of the planned term of graduation--please plan accordingly.

• "Application to Graduate Process - MS, Ph.D." (PDF) -- this one-page document provides a helpful summary of the flow of events in the term of graduation.

Application for Final Examination and the Dissertation Defense

Submission and approval of the Application to Graduate on GradForms.osu.edu will permit the student to also file an Application for Final Examination on GradForms. This form must be filed on GradForms no later than three weeks before the proposed final examination date .

The student is to establish with his/her Ph.D. committee a date, time, and location for the final examination. The student should consult the Graduate School's Examination and Graduation Deadlines to determine dates for graduation eligibility.

• Important: Please review this summary of deadlines for dissertation defense and submission (PDF) .

Electronic submission of dissertation

All Ph.D. dissertations are required to be submitted electronically--i.e., in PDF format--through the State of Ohio library network OhioLINK ( www.ohiolink.edu/etd ). Hard-copy final approved dissertations are no longer submitted (though a hard-copy draft is to be submitted for formatting review to the Graduate School prior to any electronic submission).

• Preparing your dissertation Graduate School "Dissertation and Theses" instructions Instructions regarding margins and formatting as well as procedures for electronic submission, including a tutorial on how to convert a document to PDF and add multimedia to the document. The Graduate School also provides information on workshops, FAQs, thesis templates, sample pages, and more.

The Electronic Thesis / Dissertation (ETD) is different from its paper predecessor in a few important aspects. First, it provides a technologically advanced medium for expressing your ideas. You may prepare an ETD by using nearly any word processor or document preparation system and by incorporating relevant multimedia objects. Second, it is less expensive for you to prepare. By creating an ETD, you avoid the requirement of submitting multiple copies on special paper. Third, ETDs promote greater access to your research. ETDs are made available to anyone that browses the web. They consume virtually no library shelf space, and never collect dust. Overall, ETDs contribute to worldwide graduate education and unlock the underutilized results of graduate research for the scholarly community.

Your dissertation should be uploaded by at least two full business days prior to the submission date listed on the Graduate School's Graduation Deadlines . This allows a minimum amount of time for Graduation Services to be notified by OhioLINK that your dissertation has been uploaded, perform a formatting review, and contact you to confirm receipt.

Commencement

OSU Commencement information

As regards specific Commencement ceremony procedures, those who have submitted an Application to Graduate by the third Friday of the semester will receive a Commencement Information Packet from the Graduate School. This will provide details on the ceremony, including your numbered assignment in the Commencement line.

This packet is provided mid-semester to your local address / email address (therefore it is very important that you provide the Graduate School with your current contact information).

Any questions about the ceremony should be addressed to the Graduation Services Office within the Graduate School, 292-6031.

• If you will not attend Commencement, you must file a Commencement Absence with the Graduate School.

If you must delay graduation

Missing commencement deadlines.

You may find that you are unable to complete the final requirements in time to meet the Graduate School deadlines for submission. If so, you will not be permitted to take part in Commencement for that semester.

End-of-Semester graduates

If the Commencement submission deadlines are missed, you have until the last business day before the start of the next semester to submit all required items (forms, fees, documents, etc.). If this final dealine is met, you will receive the degree during Commencement at the end of the following semester. If requested, the MSE / WE department can provide a verification letter confirming completion of all degree requirements.

Registration for the next semester

If the required items are not submitted by the last business day before the start of the next semester, you must register for at least three graduate credit hours and resubmit a department  Application to Graduate Request using the MSE / WE on-line request form. The approved (by advisor and GSC Chair)  Application to Graduate  must be received at the Graduate School by the third Friday of that semester.

Please remember to register for three graduate credit hours in the semester in which you wish to graduate. These should consist of three graduate credits of WE 8999 under your advisor (WE 7895 is not required in the semester of graduation).

Post-Candidacy enrollment guidelines

Exit procedures

You've worked hard completing your degree and should be proud of your accomplishments! As you prepare to leave, there are a few administrative items to address. Please follow these steps to assure that there are no loose ends left as you move on to your new career.

• Please complete the MSE / WE Alumni form found in the Alumni section of the MSE / WE site. This will permit us to forward any postal mail that comes for you, as well as remain in touch regarding upcoming MSE alumni events.
• Contact the MSE Human Resources Officer (292-6790) and provide an estimated date after which you will no longer be working for your advisor as a GRA (if applicable), as well as any future plans. If you will be remaining with the department after graduation, please inform the Graduate Studies Coordinator and MSE/WE Fiscal Officer. For example, if you will be staying on in a research capacity or other form of employment following graduation. If you do not inform these staff, your e-mail account, mailbox, and key card access may be closed.
• Return your lab and office keys to the MSE Fiscal Officer (292-6790) and/or Ed Pfeifer (292-4139, 106 EJTC)and also provide your forwarding address.
• Be sure that your advisor has all results of any research carried out on his/her projects and that your lab and office space have been cleaned up.
• Return tools and any other equipment to the Research Support Staff; Ken Kushner, Steve Bright, Ross Baldwin, Cameron Begg, Henk Colijn, Ed Pfeifer.
• If you will be staying with the department in any capacity (such as post-doc, employee, etc.) it is critical that you inform the MSE Human Resources Officer (292-7268)  and e-mail Mike Davis (292-6928) of your plans. If you do not, you run the risk of having your MSE/WE account deleted.
• To forward your "name.##@osu.edu" account, visit the OSU e-mail Forwarding Service web site.
• Complete the Engineering Career Services' post-graduation plans survey Your participation helps the College and the MSE/WE department understand our program's effectiveness in training students.

Alumni contact form

Complete the MSE / WE Alumni contact form Please use the form to keep your mailing address and contact information up-to-date with the MSE/WE department!

Please e-mail the MSE-WE Graduate Studies Coordinator , go to 143 Fontana Lab, or call (614) 292-7280 with any questions.

You may also wish to contact the Graduation Services Office in the Graduate School , 247 University Hall , at 292-6031.

English & American Literatures and Cultures

Doctoral Program at the Institute of English & American Studies, University of Szeged

The procedure and timeline of the PHD defense

Submission of a draft.

You submit a draft version of your dissertation to your supervisor(s) , who will read it and suggest revisions. (takes at least 1 month for your supervisor(s) to review the text)

SUBMISSION FOR PRE-DEFENSE

You submit to your supervisors and the Director of the Doctoral Programme a revised, improved version of your dissertation for a pre-defense (munkahelyi vita= workplace discussion ⁓ viva voce ) , an oral examination where you present your dissertation and are asked questions about it by an exam committee made up of your two “opponents”. NOTE that the pre-defense version of your dissertation should comply with the dissertation’s formal requirements (i.e., its length should not be less than the minimal requirement of 300.000 characters, nor exceed the maximum limit of 500.000 characters including spaces and footnotes but excluding the dissertation’s reference list). The Director of the Doctoral Programme will forward your dissertation to your two opponents (an internal evaluator from the University of Szeged and an external second reader from another university) invited to read your work and provide a brief written evaluation of it. (takes 1-2 months for the opponents to evaluate your work)

PRE-DEFENSE

A pre-defense takes place: the PhD candidate and the committee discuss the main research questions, arguments, evidence, structure, and organization of the dissertation. Opponents advise students about revisions that need to be accomplished before submitting the dissertation for the final defense.

The scenario of the pre-defense:

1. The doctoral candidate presents a brief outline of the dissertations’s main research questions, methodology, arguments, structure, results. 2. The opponents present their evaluations of the dissertation. 3. The PhD candidate respond to the opponents’ evaluations. 4. An open discussion takes place with the participation of academic staff and fellow PhD Students present. 5. The academic staff (PhD holders) present at the pre-defense cast their votes on the evaluation of the dissertation. 6. Announcement of results which may be as follows:

• The dissertation can be submitted for the final defense without any modifications.
• The dissertation needs minor amendments and corrections.
• The dissertation needs major revisions.
• The draft version submitted for the pre-defense cannot be accepted as the basis for a finalised dissertation.

SUBMISSION FOR FINAL DEFENSE

You work more on your dissertation, and submit a fine-tuned, revised, finalised version to the administrator of doctoral affairs (see the steps of the submission above) (provided you have fulfilled all the criteria mentioned above) (cc.2 month for revisions after pre-defense before submitting final version)

Additional material to be submitted electronically : Thesis Résumé Booklets, List of Publications (as registered in MTMT), Foreign Language Certificates, and a 1 page long CV in third person narrative form.

FINAL DEFENSE

Opponents (usually the same professors who evaluated your work for the pre-defense) are appointed by the Doctoral Programme and approved by the Doctoral School and the Doctoral Council of the Faculty of Arts to read your work. (Officially they have 2 months to prepare their reviews. The summer period (July and August) does not count.)

You receive the opponents’ written evaluations from the administrator of Doctoral Affairs and send a brief written response to their evaluations (in a single document) to the administrator of Doctoral Affairs copied the Director of the Programme and the Supervisor(s). The administrator of Doctoral Affairs forwards the responses to both readers.

For Hungarian citizens the language of the defense is in Hungarian (if requested: can be in English), for foreign students it is in English. 

The procedure of the final defense:

• Doctoral Candidate’s CV is read out by a member of the defense committee
• Doctoral Candidate presents brief overview of dissertation’s main research questions, arguments, methodology, structure (15 min)
• Opponents present their evaluations of the dissertation
• Doctoral Candidate presents response to the Opponents
• Discussions (questions and remarks from committee members and audience)
• Votes by members of the Committee
• Announcement of results

DOCTORAL DEGREE AWARD CEREMONY

After various administrative bodies (IDI, TDT, EDT) approve the results of the defense, successful candidates receive their PhD degree in an award ceremony at the end of the semester. Award ceremonies take place in June and January.

IMPORTANT CAVEAT

Please note that the timeline delineated above is an ideal case scenario. You should be aware that the the median time humanities Ph.D. recipients spent in their doctoral programmes (i.e. the time spent since the start of the programme till the time their doctorate is awarded) ranges between 7.3 to 6.9 years on average.