Dissertation Stage

Applying for Candidacy

 

Admission to Candidacy

Upon passing the comprehensive exams, the student will prepare a dissertation proposal and establish a dissertation committee. In order for the student to advance to candidacy and enroll in dissertation hours, the student’s supervisor, graduate advisor, and graduate dean must approve the program of work (establishing that the student has met all requirements), the dissertation proposal, and the dissertation committee. 

Pre-defense Meeting

Passing both the comprehensive exams and the prospectus defense allows a student to apply for candidacy and, therefore, begin official work on the dissertation. To complete the candidacy application, the student must establish a full dissertation committee, have defended a dissertation prospectus, and collect the necessary documentation requested by the Office of Graduate Studies. Some initial steps toward these requirements should be taken during the comps process.

Committee

A full dissertation committee consists of at least five faculties, at least three of whom sit on the Department's Graduate Studies Committee.

The Application Process 

Students must apply for doctoral candidacy in the Graduate School and the Department before being able to enroll in dissertation coursework. At least two semesters of the dissertation are required before becoming eligible to graduate. Dissertation courses are graded only on the CR/NC basis.

The Graduate School requires continuous registration of doctoral candidates (not including summers unless the student defends and/or graduates in the summer). Leaves of absence are only granted by the Graduate School for students in candidacy when regarding matters of life or death (serious illness, etc.)

Limits on Candidacy

A student's candidacy may not exceed 3 years. Most students' candidacies do not exceed 2 years.

Dissertation Prospectus

Timeline

Students should defend their dissertation prospectus no more than 90 days after passing their comprehensive exams. The prospectus must be successfully defended before the student is eligible to advance to doctoral candidacy in the Graduate School.

Prospectus Committee

The prospectus committee is comprised of at least four faculty whose area or research methodology align with your proposed dissertation topic. The Graduate School requires that three committee members be from the MELC Graduate Studies Committee, and one member to not be affiliated with the Department (an "outside" member). 

Format

Formats vary widely depending on the field and project, but most committees request a 15-20 page document that conforms to the standards of scholarly writing within the field. The prospectus should include a title page listing the name of the members of the dissertation committee, specifying the supervisor and any co-supervisors, as well as footnotes and references and a bibliography if necessary.

Prospectus Defense

All dissertation committee members must attend the prospectus defense. However, with Graduate Advisor approval, any member may be excused, provided it is not a supervisor or, if applicable, a co-supervisor. Members may attend electronically, including the supervisor/co-supervisor. If a regular committee member is absent, they must read and approve the prospectus prior to the prospectus defense. The MES Graduate Coordinator will maintain the approved version of the prospectus in the student's file.

Dissertation

Once admitted to candidacy, students may register for dissertation hours. Students must complete one semester of MEL x99R and at least one semester of MEL x99W in the semester in which they defend their dissertation and apply to graduate. Dissertation courses are graded on the CR/NC basis. 

Dissertation Defense

Doctoral students’ final oral examinations are open to all members of the University community and the public unless attendance is restricted by the Graduate Studies Committee. Scheduled oral examinations are published here. You must provide your Dissertation committee with your completed Dissertation no later than four weeks before your Dissertation Defense. 

Scheduling the Defense

You and your supervisor, in negotiation with the dissertation committee members, should determine a time and date for the defense. Each member of your committee must receive a copy of your dissertation at least four weeks prior to your dissertation defense date. You must schedule the dissertation defense with the Graduate School at least two weeks prior to the defense date by completing the Request for Final Oral Examination form. All members of your committee must sign your request form indicating their intent to be present at your final oral. Your graduate adviser must also sign this form to indicate you have been approved to defend.

It is expected that all members of the committee attend the defense, either in person or via teleconference.

Two weeks prior to the Dissertation Defense

Print the following in order to complete  the Request for Dissertation Oral Defense Form:
1) Your dissertation committee membership page and title page
2) A copy of your dissertation abstract page 
3) A copy of your dissertation table of contents and lists of figures and tables
4) A Statement on Research with Human Participants form with IRB materials 
5) A Statement of Research in Restricted Regions form with IOC materials
6) Your Copyright Tutorial grade report from Canvas showing 100% 
7) Register for a Format Check
 *Please note that items 1-4 will also be uploaded upon completion of your Dissertation to the Thesis & Dissertation Submission System.

Committee Changes

Any changes to your dissertation committee must be approved by the Dean of the Graduate School. Changes should be approved at least 30 days prior to the date of the oral examination so that all new members have ample time to become familiar with your dissertation.

Applying to Graduate

The candidate must apply to graduate early in the semester that he/she aims to earn the degree. Summer graduates must be registered in MEL W399W.

In Absentia Registration (summer graduates only)

In absentia is a useful option that is available to summer degree candidates who aren't able to submit a finished and approved dissertation by the last class day of summer. This essentially "buys" the student an extra 10-12 days to complete revisions and obtain final signatures. The deadline is the day before the 1st class day of the fall semester. There is a $25 fee associated with in absentia, but by making this deadline, the student avoids having to register another dissertation course in the fall, thereby saving a lot of money. OGS will provide the student with an official letter stating that all degree requirements have been satisfied, which is useful for those applying for jobs. The downside is that you are still registered in absentia and, therefore, do not officially graduate until December of that year. Diplomas are sent to the student's permanent address in January. You may need to update this information in UT Direct on this page.