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Graduate Education and Postdoctoral Affairs

PhD Defense

Preparing for a PhD Defense

Table of contents, preparing to start, nominate a faculty member to serve as chair for your defense, selecting a defense date, international students and work visas, registration categories for defense, dissertation writing and guidelines, preparing your dissertation for defense, registering your dissertation for the final oral exam, know the rituals.

Use PowerPoint

Public Lecture

Dress Professionally

Items to Bring to the Defense

The Closed Examination

Address Questions with Confidence

Student Status

Final corrected copies of the dissertation, publishing your final dissertation, binding your final dissertation, before defense.

Before you can start your thesis you must:

Complete all courses, exams, and research requirements
Meet with your advisory committee to ensure that everyone agrees that the work is ready to defend
Decide on a date for the defense
Inform your graduate administrator that you have started the process to prepare for your defense

A chair is appointed for each PhD oral defense to monitor and promote fairness and rigor in the conduct of the defense. To help eliminate pre-established judgments on the candidate’s work, the chair should be from a different program/department than the student. For more information about chair responsibilities, read the instructions for the chair .

You must identify a faculty member to serve as chair for your defense. The chair must be:

A current full-time faculty member at assistant professor rank or higher
Outside the department offering the degree program, or outside your advisor's department (interdisciplinary degree programs only)
Someone who has not had prior involvement in your research

The selection of the chair is subject to the approval of the department/program, th Arts, Sciences and Engineering dean of graduate education and postdoctoral affairs, and the University dean of graduate studies.

The chair must be physically present during the entire defense, including the public oral presentation (if applicable) and the questioning session. The chair is welcome to read and comment on the dissertation and/or the defense presentation, but this is not required. The chair does not need to be an expert in your research area.

It is your responsibility to get a copy of the final dissertation to the chair at least one week prior to the defense.

You should begin scheduling the actual defense date three months in advance to ensure that your advisor, committee members, and chair are able to be present and that rooms are available on the date and time selected.

Defenses can be held on any day the University’s Graduate Studies Office is open (not weekends, evenings, holidays, or the days between Christmas and New Year’s). Check the academic calendar for important dates and deadlines.

Use the PhD calendar to determine the deadline dates for getting your paperwork to the Office of Graduate Education and Postdoctoral Affairs and department committee.

When all committee members and your chair agree to a specific date and time for the defense, inform your graduate administrator as soon as you possibly can, but no later than six weeks prior to your defense date . Your graduate administrator will advise you of any program-specific requirements for the defense as well as work with you to prepare for your thesis defense. They will also help you determine who will schedule the room for your thesis defense.

You should provide your committee members at least two weeks to read and comment on your dissertation before the date you need to register your dissertation.

Participating Via Video Conferencing

While you, your advisor, and the chair must all be physically present in the room for the defense, other committee members are allowed to participate in the defense remotely via Skype or other video conferencing technology so long as all committee members agree to the arrangement. This must also be approved by the AS&E dean of graduate education and postdoctoral affairs and the University dean of graduate studies before the dissertation is registered for defense.

Someone other than you and your committee must handle the IT setup and be on standby for any problems. If anyone involved finds that remote participation is interfering with the defense, he or she can request that the defense be rescheduled.

We strongly recommend that international students meet with an International Services Office (ISO) representative as soon as permission to start writing is granted. The ISO will provide information on visa options, documentation, and timelines for applying for a visa for employment in the United States.

You will register for one of the following categories while preparing your defense:

999: Dissertation —Indicates the PhD student has completed all of the requirements for the degree except the dissertation and is in residence as a full-time student
995 : Continuation of Enrollment —Indicates the PhD student has completed all of the requirements for the degree except the dissertation and is not in residence as a full-time student

See the registration page for more information about these categories.

The Preparing Your Doctoral Dissertation manual is a great resource to help you bring your dissertation up to the required standard of organization, appearance, and format for the University of Rochester. Before preparing the defense copy of your dissertation, check the contents of the manual carefully to help avoid mistakes that can be time-consuming and costly to correct.

Before beginning your dissertation, you should consult with your advisor for your department or program’s preferred style guide (APA, MLA, Chicago).

Including material produced by other authors in your dissertation can serve a legitimate research purpose, but you want to avoid copyright infringement in the process. For detailed instructions on avoiding copyright infringement, please see ProQuest’s Copyright Guide .

The University requires that you provide copies of the dissertation to your committee members and exam chair. You should check with your committee members to see if they prefer printed or electronic copies (or both). Printed copies do not need to be printed on heavyweight, expensive paper unless there is the need to do so for figures and images.

Printing and binding a dissertation can be expensive. You can use the Copy Center or FedEx Office to print and bind your dissertation.

In order to register your dissertation, you or your graduate administrator will need to create a record on the Graduate Studies PhD Completion website . This record will include:

Degree information
Past degrees
Contact information
The defense version of your dissertation as a PDF
Other relevant documents

The version of your dissertation attached to your online record is considered the registration copy.

When your PhD completion record is finalized, committee members will receive emails with links to access your record and approve your dissertation to progress to defense. You’ll need to provide copies of the dissertation identical to the registration copy to all members of your committee, including the chair, at least two weeks before the record is finalized. Everyone but the chair is required to comment or sign off on the dissertation before it is submitted.

There may be deadlines for registering your dissertation specific to your program. Consult with your graduate administrator to ascertain those deadlines and follow them carefully.

After all committee members have provided their approval, your thesis will be reviewed by your faculty director/department chair, the AS&E dean of graduate education and postdoctoral affairs, and the office of the University dean of graduate studies. When all of these officials have approved your committee and dissertation for defense, your dissertation is considered registered. You will be able to track these approvals in your online record and will receive a confirmation email when approvals are complete.

The GEPA Office and the AS&E dean of graduate education and postdoctoral affairs, as well as the University Graduate Studies Office, may make corrections to the PDF of your dissertation. This annotated copy of your dissertation, along with the original version, will be stored in the PhD completion website. You are not allow to distribute updated versions of your dissertation prior to the defense, but be sure to incorporate any corrections before uploading your final dissertation to ProQuest®.

After the defense, if the committee has required major revisions to be approved by one or more of its members, it is your responsibility to provide them with the corrected final version for their approval. They will be asked to submit written confirmation of that approval to the University Graduate Studies Office. Failure to do so could delay conferral of your degree.

After the defense, you will receive additional instructions by email for completion of all PhD degree requirements.

It is important to walk into the defense knowing that your committee wants you to pass. Even if criticism is harsh, it is meant to be constructive. The defense is not solely an opportunity for the committee to compliment and congratulate you for the work you have done. It is also meant to challenge you and force you to consider tough questions.

The Defense

The best way to prepare for your defense is to regularly attend the defenses of your colleagues throughout your graduate program, not just several weeks prior to your own defense.

You can also talk to people in your department who already defended to find out what their defenses were like. You should also speak with your advisor to get a sense of his/her specific expectations of a defense.

Guidelines for Presentations

Use PowerPoint or Other Software to Create Slides

You should prepare a presentation of the research that comprises the thesis. Your slides should encapsulate the work and focus on its most salient contributions. In preparing, ask yourself these questions: “What do I want people to know about my thesis? What is the most important information that I can present and talk about?”

Here are some basic tips:

Use text large enough to be read by the audience (especially text from figures)
Ensure graphics and tables are clear
Don’t clutter your slides—if necessary, have things come up on mouse clicks
Use spell check and proofread your slides
Practice your presentation with your peers
Work on pronunciation, if required
Time your presentation to ensure it will fit the allotted time while allowing time for questions

If your defense includes a public lecture, we recommended that you do a trial run a day or two before in the room that has been booked for your lecture. This will allow you to familiarize yourself with the space and the equipment and to address any problems that arise during the trial run.

Plan your public lecture to allow enough time for questions. Present enough information so that the audience understands what you did, why you did it, what the implications are, and what your suggestions are for future research.

Friends and family are welcome to attend your public lecture. Faculty and students in the audience are given the opportunity to ask questions.

Plan to dress professionally for the defense in the same way you would if presenting a paper at a conference or for a job interview. You will be standing for a long time on the day of your defense. You might want to keep this in mind when selecting the shoes you will wear for your defense.

Essentials for your public lecture include:

Your presentation
A laser pointer
A copy of your dissertation
A pen or pencil
A bottle of water

You will be asked to leave the room while your committee reviews your program of study, and decides whether:

The thesis is acceptable/not acceptable
Whether members will ask sequential questions or whether each member will be allotted a specific time period for questioning

The person to start the questioning is designated. You will be called back into the examining room and questioning will begin. After all questions have been addressed, you will be asked to leave the room while your committee decides the outcome of the exam. You will be asked to return to the room to be informed of the outcome by the chair of your exam committee.

Listen to the entire question no matter how long it takes the faculty member or student to ask it (take notes if necessary).
Pause and think about the question before answering.
Rephrase the question.
Answer the question to the best of your ability; if you do not know the answer, remain calm and say so in a professional way.
Remember that no one will know the ins and outs of the thesis and your research materials as well as you. You are the foremost expert in the thesis topic and YOU know the research involved. Be positive!

Possible outcomes include:

Acceptable with minor or no revisions (no further approval required)
Acceptable with major revisions in content or format (in this case, one or more committee members must be responsible for overseeing and approving the major revisions before the final copies are submitted)
Not acceptable

After the Defense

You can submit the final corrected copies of your dissertation as soon as you address any remaining comments that were brought up during the defense or noted in the registration copy of your dissertation, which will be returned to you usually within a few days before or after the defense. You can take up to one semester following the defense to address any comments, during which you can remain a full-time student. Your degree conferral date will depend on when you submit the final corrected copies of your dissertation.

The day after your defense, you will receive an email from the University dean of graduate studies that provides instructions on how to:

Submit the final corrected copies of your dissertation through ProQuest
Provide authorization for the release of your dissertation through UR Research
Complete a mandatory online exit survey
Verify to the University dean of graduate studies’ office that the dissertation has been submitted

The University of Rochester requires all doctoral candidates to deposit their dissertations for publication with ProQuest Dissertation Publishing and with the University libraries. Hard copies are not required. The library receives an electronic copy of the dissertation from ProQuest, but students must give the University permission to obtain it.

For questions regarding publishing through ProQuest, contact Author Relations at [email protected] or (800) 521-0600 ext. 77020.

Check with your graduate administrator to see if your department wants a bound copy of your dissertation, and, if so, how the cost of binding is covered.

If you want a bound copy for yourself or your family, you can purchase one through ProQuest .

Research Voyage

Research Tips and Infromation

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:

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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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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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PhD Dissertation Defense Slides Design: Start

Tips for designing the slides
Presentation checklist
Example slides
Additional Resources

Purpose of the Guide

This guide was created to help ph.d. students in engineering fields to design dissertation defense presentations. the guide provides 1) tips on how to effectively communicate research, and 2) full presentation examples from ph.d. graduates. the tips on designing effective slides are not restricted to dissertation defense presentations; they can be used in designing other types of presentations such as conference talks, qualification and proposal exams, and technical seminars., the tips and examples are used to help students to design effective presentation. the technical contents in all examples are subject to copyright, please do not replicate. , if you need help in designing your presentation, please contact julie chen ([email protected]) for individual consultation. .

Example Slides Repository
Defense slides examples Link to examples dissertation defense slides.

Useful Links

CIT Thesis and dissertation standards
Dissertations and Theses @ Carnegie Mellon This link opens in a new window Covers 1920-present. Full text of some dissertations may be available 1997-present. Citations and abstracts of dissertations and theses CMU graduate students have published through UMI Dissertation Publishing. In addition to citations and abstracts, the service provides free access to 24 page previews and the full text in PDF format, when available. In most cases, this will be works published in 1997 forward.
Communicate your research data Data visualization is very important in communicating your data effectively. Check out these do's and don'ts for designing figures.

Power Point Template and other Resources

CEE Powerpoint Slide Presentation Template 1
CEE Powerpoint Slide Presentation Template 2

Source: CEE Department Resources https://www.cmu.edu/cee/resources/index.html

CMU Powerpoint Slide Template

Source: CMU Marketing and Communications

https://www.cmu.edu/marcom/brand-standards/downloads/index.html

Use of CMU logos, marks, and Unitmarks

Email me for questions and schedule an appointment

2. Emphasize YOUR contribution

Having a ph.d. means that you have made some novel contributions to the grand field. this is about you and your research. you need to keep emphasizing your contributions throughout your presentation. after talking about what needs to be solved, try to focus on emphasizing the novelty of your work. what problems can be solved using your research outcomes what breakthroughs have you made to the field why are your methods and outcomes outstanding you need to incorporate answers to these questions in your presentation. , be clear what your contributions are in the introduction section; separate what was done by others and what was done by you. , 3. connect your projects into a whole piece of work, you might have been doing multiple projects that are not strongly connected. to figure out how to connect them into a whole piece, use visualizations such as flow charts to convince your audience. the two slides below are two examples. in the first slide, which was presented in the introduction section, the presenter used a flow diagram to show the connection between the three projects. in the second slide, the presenter used key figures and a unique color for each project to show the connection..

Xiaoju Chen Defense Slides with Notes

4. Tell a good story

The committee members do not necessarily have the same background knowledge as you. plus, there could be researchers from other fields and even the general public in the room. you want to make sure all of your audience can understand as much as possible. focus on the big picture rather than technical details; make sure you use simple language to explain your methods and results. your committee has read your dissertation before your defense, but others have not. , dr. cook and dr. velibeyoglu did a good job explaining their research to everyone. the introduction sessions in their presentations are well designed for this purpose. .

Laren M. Cook Defense Slides with Notes
Irem Velibeyoglu Defense with Notes

5. Transition, transition, transition

Use transition slides to connect projects , it's a long presentation with different research projects. you want to use some sort of transition to remind your audience what you have been talking about and what is next. you may use a slide that is designed for this purpose throughout your presentation. , below are two examples. these slides were presented after the introduction section. the presenters used the same slides and highlighted the items for project one to indicate that they were moving on to the first project. throughout the presentation, they used these slides and highlighted different sections to indicate how these projects fit into the whole dissertation. .

You can also use some other indications on your slides, but remember not to make your slides too busy. Below are two examples. In the first example, the presenter used chapter numbers to indicate what he was talking about. In the second example, the presenter used a progress bar with keywords for each chapter as the indicator.

Use transition sentences to connect slides

Remember transition sentences are also important; use them to summarize what you have said and tell your audience what they will expect next. if you keep forgetting the transition sentence, write a note on your presentation. you can either write down a full sentence of what you want to say or some keywords., 6. be brief, put details in backup slides , you won't have time to explain all of the details. if your defense presentation is scheduled for 45 minutes, you can only spend around 10 minutes for each project - that's shorter than a normal research conference presentation focus on the big picture and leave details behind. you can put the details in your backup slides, so you might find them useful when your committee (and other members of the audience) ask questions regarding these details., 7. show your presentation to your advisor and colleagues, make sure to ask your advisor(s) for their comments. they might have a different view on what should be emphasized and what should be elaborated. , you also want to practice at least once in front of your colleagues. they can be your lab mates, people who work in your research group, and/or your friends. they do not have to be experts in your field. ask them to give you some feedback - their comments can be extremely helpful to improve your presentation. , below are some other tips and resources to design your defense presentation. .

Tips for designing your defense presentation

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Last Updated: Jan 9, 2024 11:18 AM
URL: https://guides.library.cmu.edu/c.php?g=883178

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PHD DEFENSE INSTRUCTIONS

I. purpose/background.

PhD students intending to defend must start this process not less than 8 weeks prior to their planned Public Defense. Students are encouraged to start the process as early as possible to prevent any delays in their targeted graduation. During this time, the student should begin coordinating their planned Public Defense date with their Committee.

Thesis Office Target Dates
Semester Calendar
To graduate in the current semester, the Public Defense must be held at least 1 week before the Thesis Office’s Target Dates to allow time for department format review.
The student will graduate in the following semester if they missed the Thesis Office’s Target date.
The student is not required to enroll in classes for semesters following their defense.
The deadline to conduct a Preliminary Review is typically 5 weeks prior to the end of that semester’s classes.
The Preliminary Review can be done once the student has completed at least one chapter of their dissertation.
Proof of a Preliminary Review by the Thesis Office is required for Department dissertation format approval.

II. Dissertation Approval

The approval process starts when the student’s Committee Chair, typically their Research Advisor, agrees that the draft dissertation is ready for Committee Review

A Private Defense can be used by the Committee to approve the dissertation’s content prior to the Public Defense.
If possible, the Chair and Committee should determine if a Private Defense will be held well in advance of the event (e.g., by division or lab policy).
A Private Defense must be held if any Committee Member asks for it.
If held, the Private Defense must be scheduled within 2 weeks of the Committee receiving the dissertation.
The student will provide their dissertation to the remaining Committee Members.
The Committee is allotted 2 weeks for their review.
Regardless of whether a Private Defense is held, the dissertation review must still occur within the 2-week review period.
The Committee Chair will coordinate the date, time, and location of the Private Defense.
Committee Members are not required to attend the Private Defense, but if they do not attend, they must provide a review of the dissertation as outlined in Section II.d.
After the Private Defense, Committee Members will indicate whether the student’s dissertation is Accepted, Requires Revisions, or Rejected using the PhD Dissertation Content Approval Form. 4. The Committee Chair informs the student of the Committee’s decision and submits the Dissertation Approval Form to Graduate Advising.
Each Committee Member will review the student’s dissertation individually.
Within the 2-week period allotted for their review, Committee Members may request to meet individually with the student.
After their review, Committee Members will indicate to the Committee Chair whether the student’s dissertation is Accepted, Requires Revisions, or Rejected.
The Committee Chair informs the student of the Committee’s decision and submits the Dissertation Approval Form to Graduate Advising.
After receiving the revised dissertation, the Committee has 1 week to verify the revisions.
The Committee may defer to the Committee Chair to ensure that the revisions have been made.
Once all requested revisions are satisfied, the student may proceed with planning their Public Defense and the Committee Chair submits a revised Dissertation Approval Form to Graduate Advising.
If the revisions are not satisfied, the student must make the required revisions and then begin the dissertation review process from the beginning.
If the dissertation is Rejected, the student must make the required revisions and then restart the dissertation review process from the beginning.

III. Scheduling the Public Defense

The student will coordinate their Public Defense date and time with their Committee.
Students are encouraged to schedule their Public Defense as soon as possible assuming that their dissertation content will be approved.
The student will meet with Graduate Advising and provide a Public Defense Announcement not less than 1 week prior to the defense. 2. If needed, Graduate Advising can assist the student with scheduling a location for the defense.

IV. Conducting the Public Defense

Open the defense session by introducing the student and their research topic.
Announce any specific rules pertaining to the defense (e.g., hold questions until the end of the presentation).
The student’s oral presentation of their research generally lasts 45 minutes.
After the oral presentation, a public discussion period is held, generally lasting 15 minutes.
At the conclusion of the public participation, the Committee may excuse the public to conduct further questioning of the student’s research.
After further questioning of the student’s research, the committee excuses the student and holds a private discussion to decide on the outcome.
The student will receive a “Pass” on the defense if the majority of the Committee members concur.
Otherwise, the student will receive a “Fail” and must defend their research again.
The Committee Chair informs the student of the Committee’s decision and submits the PhD Public Defense Approval Form to Graduate Advising.

V. After the Public Defense

Once the student has Dissertation Approval and Public Defense Approval, they must submit their dissertation to Graduate Advising for a format review to obtain the Department Chair’s approval.

Graduate Advising and Department Chair must be allotted at least one week to review the dissertation.
An MS Word document or .pdf of their approved dissertation.
A Grammarly report showing that no major grammar, spelling, and punctuation errors. c. Proof of Preliminary Review of format from the Thesis Office.
After the Department chair approves the dissertation, Graduate Advising will notify the student to submit their dissertation to the Thesis Office for approval and publication.
The Thesis Once will inform the student if any format corrections are required.
If revisions are required, the student should make them and resubmit their dissertation within 2 days.
The student will continue to work with the Thesis Office until all formatting requirements are met.
The Thesis Office will notify the student that their dissertation is approved and provide them with instructions to submit their dissertation to ProQuest for online viewing.
The student’s dissertation must be approved by Thesis Editor no later than 8 months after their Public Defense.
The 8-month deadline includes Department format approval, Thesis Office final approval, and the student’s upload of their dissertation to ProQuest.
If this requirement is not met, any prior approvals of the dissertation will be voided; the student will have to reenroll in class, re-submit, and re-defend their research.

VI. Degree Conferral and Graduation

The student will be cleared to graduate in the current semester if they have met all requirements before the Thesis Office’s deadline to upload to ProQuest. https://gradschool.utah.edu/thesis/calendar.php
If the student has not met the deadline to upload to ProQuest, they must apply to graduate in the subsequent semester.
Commencement and the College of Engineering’s Convocation occur once a year after the end of the Spring semester, generally in early May.
Students cleared to graduate in Spring may participate in Commencement and Convocation after the end of that Spring semester.
Students cleared to graduate in Summer or Fall may participate in Commencement and Convocation after the end of the following Spring semester.

VII. Checklist

A summary of events is shown below. All events should occur earlier when possible.

☐ Have Research Advisor coordinate Private Defense requirement with Committee
☐ Determine time, date, and location of Private Defense if applicable
☐ Allot Committee 2 weeks to review and provide feedback on dissertation content ☐ If applicable, Private Defense occurs within 2-week review period
☐ Provide revised dissertation to Committee within 1 week ☐ Allot Committee 1 week to review and verify dissertation revisions
☐ Provide PhD Dissertation Content Approval Form to Grad Advising ☐ Determine time, date, and location of Public Defense ☐ Provide Defense Announcement to Grad Advising at least 1 week before the scheduled date
☐ Obtain Committee members signatures on PhD Public Defense Approval Form ☐ Provide PhD Public Defense Approval Form to Grad Advising
☐ Provide copy of approved dissertation, Grammarly report, and proof of Thesis Office’s Preliminary Review to Grad Advising ☐ Revise dissertation formatting if required
☐ Obtain e-signatures from Committee members and Department Chair ☐ Correct any indicated deficiencies and return revisions within 48 hours ☐ Upload Thesis Office approved dissertation to ProQuest

VIII. Example Pathways

A. Complete Process Overview

B. Pre-determined Private Defense with No Issues

C. No Private Defense with Two Revisions

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Thesis and Dissertation

Forming Your Committee

Students should not schedule the proposal defense prior to their committee being finalized and their appointment form being approved by the Graduate School.

It is necessary to have the form approved in advance of the proposal defense, as there are instances in which committee members are not approved (for example, if someone is listed as the Graduate Faculty Representative who the Graduate School does not deem qualified to serve in this capacity).

The Graduate School's requirements for everything from committee formation to graduation clearance can be found under the Current Students tab on the Graduate School website.

Composition of the Doctoral Committee: Roles and Responsibilities

The Graduate School requires that doctoral committees consist of no less than four members. These four members must be regular members of the Graduate Faculty or must be granted an exception by the Dean of the Graduate School. All committees must include a chair and a Graduate Faculty Representative. Assistant Professors are usually not approved to serve as chair unless they have served as a committee member first. Exceptions are granted on a case-by-case basis.

Graduate Faculty Representative

The primary role of the Graduate Faculty Representative is to ensure that the student is treated fairly and that Graduate School policies are upheld. Expertise in the student's area of research is not a requirement. The Graduate Faculty Representative's responsibilities are explained in greater detail here . Assistant Professors are not eligible to serve as Graduate Faculty Representative.

The requirement to include an outside member on all dissertation committees is not uncommon among institutions of higher education and is in keeping with best practices in doctoral support.

Committee Members

Committee members are often chosen to provide topic or methodological expertise. Even without contributing their expertise, committee members may be chosen based on faculty with whom the student has a good professional relationship or who could offer a helpful outside perspective. Committee members are generally not as involved as the committee chair in the everyday progression of the dissertation. Typically, they read the dissertation only in its final form before the defense, although they should be available for consultation throughout the process and may be more closely involved in sections or chapters in which they have particular expertise.

The committee members and Graduate Faculty Representative will:

Approve of the subject matter and methodology of the thesis or dissertation research
Review and comment on drafts of the thesis or dissertation prior to submission to The Graduate School
Verify, to the best of their ability, the quality of the data collection and evidence, data analysis, and logical reasoning or interpretation in light of the proposal aims
Evaluate whether the student’s thesis or dissertation fulfills the requirements of the degree

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CAREER COLUMN
30 March 2020

How to defend a PhD remotely

Alyssa Frederick 0

Alyssa Frederick is a postdoctoral scholar at the Bodega Marine Laboratory in Bodega Bay, California, part of the University of California, Davis.

You can also search for this author in PubMed Google Scholar

In November 2019, I conducted my PhD defence using the videoconferencing software Zoom.

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Hints for PhD Defenses

At Columbia, PhD defenses are generally not public, although CS usually allows a student audience. Defenses consist of four parts: first, the candidate introduces themselves, then presents a summary of their work, interrupted and followed by questions from the committee. Finally, the committee meets in private to discuss the presentation and dissertation.

While most of the committee will have read most of your thesis, you cannot assume that everyone has read every chapter.

The committee needs to be able to assess impact and depth. Usually, the committee has some idea of this before the defense, but whatever the student can say to make this assessment easier, perhaps just through emphasis, is likely to make the defense go much more smoothly.

Generally, the whole defense will not take more than two hours, but should take considerably less time. Part of the challenge of a defense is to convince the committee that you can summarize the important points of your work in a very limited time.

What is the problem you are studying?
Why is it important ?
What results have you achieved?
Some committee members will want to know if the works has been published and where and how it was received. For example, if you have written software, indicate where it is being used, either for follow-on work or in some production or test environment.
Have a list of your thesis-related publications as a slide. Indicate any awards that a paper may have received. For most people, it's easier to list some honor than "brag" about it in person.
If you have presented your work in a conference or at job talks, be sure to anticipate and address the most common questions asked there.
The committee should be handed a copy of your slides.
Be prepared to briefly summarize your background (undergraduate degree, how long at the university, etc.)
No more than 30 slides, plus "back up" slides with additional material in case of questions. The most effective way of making your committee members mad is to come unprepared with a stack of 80 slides and then madly skip through them.
Number your slides, particularly if one of your committee members is linked in via speakerphone. Consider using some kind of remote presentation software.
List your contributions early.
When presenting your contributions, be sure to use "I" and not "we" so that the committee will know what aspects of the work where yours, and which were group projects.
Keep discussions of related work very brief, but be prepared to answer questions of the "how does this differ from so-and-so's work" succinctly.
You will not be asked to prove results again.
Be prepared to back up any comparative statement with facts, in particular statements like "works better", "faster", "scalable" or "optimal". If you are presenting a protocol, how do you know that it works correctly?
If you have multiple parts in your dissertation, consult with the committee ahead of time as to whether it makes sense to omit some of them for the presentation.

Hints for Dissertations

It is better to focus deeply on a single area then to work on several topics, each of which is pursued to a moderate depth.
Systems work must be coupled with implementation and some kind of numerical comparitive analysis to demonstrate the improvements from existing or alternate approaches.
Your thesis needs a one page executive summary that a layperson should be able to understand. Test: give it to a relative of yours that does not have an engineering degree...

Miscellaneous Hints

You are likely only to defend a PhD thesis only once; your defense is a special occasion, so consider dressing appropriately, at least business casual, but a suit is not inappropriate.
It is customary to provide refreshments for the audience, such as coffee, bagels, cookies and fruit, depending on the time of day.

The Role of PhD Committee Members

Committee members (should) read the draft thesis (and provide feedback). Obviously, students appreciate an in-depth reading, but it is common for committee members to focus on chapters closest to their expertise. Reading depths varies - some provide line edits, others just suggest larger issues that should be addressed ("Your related work section in Chapter 10 is a bit sparse and ends in 2005."). While this is probably not the place to suggest "do another year of research", filling in gaps is ok and I'd rather postpone a defense by a month if needed. Before the committee gets the thesis, I've done a first or sometimes second reading, but the whole point of the committee is to keep the advisor honest (and complement his or her knowledge or taste).
Committee members attend the PhD defense, usually in person. Typically, this lasts about 90 minutes. Take notes on any editorial improvements (e.g., "make clear that the throughput graph is measured in gallons/minute"). Vote on the outcome and sign the form.
If the student is given a set of changes to implement, the advisor asks students to detail on how they implemented the changes, similar to how an author may respond to reviewer comments for a journal. The committee informally signs off, or not, on these changes. There is no need to re-read the thesis.

Checklist for Dissertation

Spell check;
Check for missing chapter or figure references;
Section, Chapter, Figure are capitalized;
All references converted from [1][2][3] to [1,2,3];
Consistent capitalization in captions;
Verify expansion of all abbreviations at first instance;
Avoid "tremendous", "huge" and other similar adjectives;
End to end -> end-to-end;
Check references for capitalization of abbreviations and missing data such as page numbers.

(Contributions by Ed Coffman, Jonathan Rosenberg and Sal Stolfo.)

Translations: Polish

Guidelines for Forming Ph.D. Committee

The role of Ph.D. committees is to provide frequent feedback and advice to the Ph.D. candidate. The committee shares the responsibility of guiding the student's research to successful completion. Students should not view the committee as obstacles, but rather as additional mentors and possible promoters of their thesis research. When applying for jobs, committee members are often the first choice for seeking recommendation letters. It is expected that the Ph.D. advisor work closely with the student in determining the most appropriate committee members.

Timeframe for Establishing Committees

In the semester that the qualifying exam is passed, the student is expected to form a Ph.D. committee. Committee members may easily be added or removed during the time from the qualifying exam to the final exam (thesis defense).

Committee Members

The Ph.D. committee must satisfy the requirements imposed by the Graduate College and the Department of Computer Science:

There must be at least four voting members (normally, all are designated as such).
At least three and no less than half of the voting members must be members of the Illinois Graduate Faculty.
At least two of the voting members must be tenured faculty from the University of Illinois.
At least three members must be members of the extended faculty in the Department of Computer Science (DCS) at Illinois with graduate advising privileges in the DCS. Members who satisfy this criteria include the regular faculty, the teaching faculty with graduate advising privileges in the DCS, and people with non-visiting (assistant/associate/full) professor appointments in the DCS that carry one or more of the following modifiers - adjunct, affiliate, research or emeritus). Two of these three members must be full-time (non-affiliate) members in the DCS.
At least one member must be from outside of the University of Illinois Urbana-Champaign (outside member is required only for students who have passed the qualifying exam in spring 2006 or later, however, it is highly recommended for all students). The outside member cannot have been a student of the current thesis advisor or any other University of Illinois committee member nor have been a University of Illinois student within the last five years. The outside committee member must have independent publications that occurred after earning their Ph.D. In addition, if the outside member is a Post-doc, he/she can serve as a non-voting member only.
If there are more than 4 members on a committee, the majority vote needs to favor the CS Department faculty. If you are unsure, please contact Jennifer Comstock at [email protected] .

Note: The outside member must have a Ph.D. and does not need to be a university faculty member. For example, this member could belong to an industrial or government research lab. If necessary, teleconferencing technology may be used for the prelim exam. For approval of the outside member, the Department of Computer Science and the Graduate College require their CV and a brief statement of why they were chosen.

The five requirements above are also imposed on the Ph.D. committee for the Final Exam (although the committees may be different) .

Advice on How to Form the Committee

It is good for students to involve additional researchers in their efforts as early as possible. Remember, students are not locked into particular committee choices until their Preliminary Exam. In some sense, the Ph.D. committee is just a formal mechanism to stimulate interaction between faculty and students.
It is generally recommended that a student have at least one committee member who is not a specialist in the general area of research pursued in the thesis. The ability to explain and justify research to outsiders is crucial to the success of a researcher.
It is fairly common to have more committee members than the minimum of four. This helps to further enhance the quality and visibility of the work. Furthermore, it may be easier to satisfy the five requirements on Ph.D. committees by having more members.

Graduate Advising

The Graduate Academic Office, a guiding hand for CS graduate students, assistance is available every weekday.

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Thesis Defense Committee Members

The oral defense provides an excellent opportunity for the student to share what has been learned and to receive valuable feedback from invested and knowledgeable reviewers.

Faculty Member Responsibilities

Accepting this assignment means reading the work carefully and formulating thoughtful questions for the defense. Your responsibility is to help guarantee the quality of the final product and to examine the student rigorously at the defense.

You should expect to receive a penultimate draft of the student's thesis at least one week before the scheduled oral defense. You should freely (and clearly) mark corrections and suggestions on this copy and return it to the advisor and student at the defense.

It is important that the student clearly and convincingly states the purpose, methods, and results of the work in the opening statement. Your questions may elicit further refinements on these issues; focus on specific points, illustrations, or passages in the work; engage the student in the most controversial or difficult aspects of the work; extend the ideas of the work to other topics or applications; ask the student to relate the work to the field and to her or his personal plans for the future; etc. This examination should be thorough (but not cruel). The defense is typically a stimulating intellectual conversation.

Notes: If you have serious questions about the work, please discuss them with the thesis advisor and even the Honors College Dean prior to the defense. As a courtesy, you would not normally discuss the thesis with the student before the defense except through the advisor or with the advisor's knowledge and agreement. (For example, the advisor may in some cases appreciate the help of some direct coaching on style from a committee member in English or advice on statistics from a committee member with greater expertise in that area.)

Honors College Advisory Committee Member

The particular responsibility of the committee member representing the Honors College Advisory Committee Member is parallel to that of the graduate representative on dissertation committees. You are acting as a "quality control" check on behalf of the Honors College. In most cases, you will be judging work not in your discipline and will have to rely heavily on the advisor's competence and the ongoing quality checks in the process, but you can judge the thoroughness of the oral defense, the quality of the student's responses, and the quality of presentation of the finished written work. Please exercise the highest standards for writing and format as you comment on the penultimate draft and contribute to the decision about required revisions. If you have any questions about Honors College standards, please consult the Dean of the Honors College immediately.

Oral Defense Procedures

The defense itself should proceed in formal stages but otherwise have a congenial and relatively informal atmosphere.

Typically at the outset, the advisor, who chairs the defense, will ask the student to step out while the committee decides on procedures.
You will then decide whether to ask questions in turns or randomly and, if the former, in what order and for what duration.
The student is usually asked to make an opening statement about the work for 7-10 minutes.
A piggy-backing on others' questions often occurs, and there may be a second round of questioning.

When the questioning is over, the student is asked to leave. At this point, the committee will:

discuss and vote on whether the student passes;
come to a consensus about any necessary revisions for final acceptability;
determine whether the thesis is of outstanding quality (in instances where a student is a candidate for University Honors)
inform the candidate of the committee's decision

Finally, all members of the committee must sign a special form for the oral defense.

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Advancing to Doctoral Candidacy

When you’re ready to advance to doctoral candidacy, consult with your department regarding policies related to your program of work and to ensure you’ve completed any steps that must be taken prior to candidacy.

Forming the Dissertation Committee

All doctoral students, in consultation with the committee supervisor(s), must secure the agreement of a minimum of four people to serve on their dissertation or treatise committee.

The supervisor and at least two other committee members must be members of your program's Graduate Studies Committee (GSC).

At least one committee member must be from outside your gsc., some departments may require that more than four individuals serve on the dissertation or treatise committee..

Retired faculty who have been nominated or granted emeritus status and who were members of the GSC upon retirement may request continued membership on the GSC with approval of the Dean of Graduate Studies. Such requests should be accompanied by the recommendation of the appropriate GSC, and be submitted to the graduate school by the GSC chair. If approved, the continued membership will be reviewed annually.

Such faculty may serve on student committees as a GSC member or as a co-supervisor, but may not serve as a sole supervisor. In the event that a GSC member of a dissertation committee terminates employment with the university, except as discussed above, an additional current GSC member must be added to the committee. A former faculty member may remain on the dissertation committee, but will assume status as an outside committee member.

CVs/Resumes for Non-GSC Committee Members

The Graduate School requires a CV/resume for committee members who are not on the program’s Graduate Studies Committee. Degree plan evaluators will search for them, but in cases where a CV/resume cannot easily be found online, it is the student’s responsibility to provide this information. One of the degree plan evaluators will contact the student should a CV/resume be required.

Applying for Candidacy

Update your contact information.

After your committee is formed, visit All My Addresses at the link above to update your name, address and phone number.

Complete the Degree Candidacy Application form

Students must have registered and paid tuition during the term in which the candidacy application is submitted.

As part of the application, you will be required to include a brief (60 lines or less) description of your dissertation or treatise proposal approved by your committee supervisor. This should be prepared in advance; the application will time out after 30 minutes of inactivity and you will lose any changes not yet submitted or saved.

Request for Change in Doctoral Committee

Changes to committee membership require special approval, so students should be certain the membership is complete and correct before initiating the application.

Petition to Write Dissertation in a Language other than English

Those who wish to write a thesis, report, dissertation or treatise in a language other than English must petition to do so.

Certifying Academic Credentials

The program of work for the Doctor of Philosophy includes the courses taken toward fulfillment of the degree requirements, as established by the Graduate Studies Committee and the Graduate School.

The program of work must:

Have a minimum of 30 semester hours of advanced coursework, including a minimum of 6 hours of dissertation;

Include only courses taken within the past six years;, include coursework that is sufficient in academic breadth/depth..

Contact your Graduate Adviser to determine the specific requirements for your degree.

Completing Registration Requirements

Continuous registration.

Once the Dean of Graduate Studies approves your application and you have been admitted to candidacy, you are required to continuously register for the dissertation course (_99W) or treatise course beginning the next long term. (Music majors and treatise option students should check with their graduate adviser for registration requirements.)

The Graduate School regularly reviews and approves candidacy applications during the first half of terms, but applications submitted after the halfway point may not be reviewed immediately or in time for pre-registration.

If you will be applying for candidacy later in the term and want to sign up for the required _99W course the following term, it is suggested you pre-register for a placeholder course of the equivalent hours until your application is reviewed and approved.

If you advance to candidacy after the 12th class day you are not required to enroll in the _99W course until the next long term, after which point you must remain continuously enrolled in dissertation hours until graduation.

If you have questions about advancing to candidacy or completing the application, contact your departmental graduate office.

Member Day - Defense

IMAGES

Preparación para el éxito de la defensa de la tesis doctoral
Guofeng Chen has passed his PhD Thesis Defense!
PhD Defense Omid Nejadseyfi
The Dissertation Defense Guide
President Harry S. Truman and Members of the National Defense Research
13 Tips to Prepare for Your PhD Dissertation Defense

COMMENTS

Preparing for a PhD Defense
When your PhD completion record is finalized, committee members will receive emails with links to access your record and approve your dissertation to progress to defense. You'll need to provide copies of the dissertation identical to the registration copy to all members of your committee, including the chair, at least two weeks before the ...
PhD Defence Process: A Comprehensive Guide for 2024
Critical Examination: Committee members rigorously question the candidate, challenging assumptions, testing methodologies, and probing the boundaries of the research. ... 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 ...
Nomination and Appointment of the Defense Committee
The doctoral defense will be conducted by a final defense committee that is composed of exactly five members. Three of the members of the final defense committee (Dissertation Defense Moderator, Dissertation Advisor, and Third Examiner) must be inside examiners (holding a formal appointment or approved as a dissertation advisor in the doctoral ...
Evaluation Decisions for Doctoral Defense
While the supervisor should wait to sign the Report of Dissertation Committee until all revisions have been reviewed, the other committee members may choose to sign at the defense. The committee should agree upon the length of time allowed for submission of the revised dissertation; this must be communicated clearly to the student.
Defense and Dissertation Overview
DEFENSE COMMITTEE A defense committee must be approved by the BPH program and the student's advisor, with membership listed on the Dissertation Defense Committee Form. By Harvard Griffin GSAS rules, all members must hold academic positions of Assistant Professor or higher. There are 4 members of the committee, which should meet the following ...
PhD Dissertation Defense Slides Design: Start
This Guide was created to help Ph.D. students in engineering fields to design dissertation defense presentations. The Guide provides 1) tips on how to effectively communicate research, and 2) full presentation examples from Ph.D. graduates. The tips on designing effective slides are not restricted to dissertation defense presentations; they can ...
PDF DEFENSE COMMITTEE MATRIX FOR Ph.D. STUDENTS
Faculty who serve in those roles continue through the oral defense of the dissertation. Candidates with three member proposal committees can have the third member serve in any position, but if not GSAS approved, they cannot serve as the Defense Moderator. Typically the "Dissertation Advisor" is a Teachers College faculty member whose ...
PHD DEFENSE INSTRUCTIONS
After the Private Defense, Committee Members will indicate whether the student's dissertation is Accepted, Requires Revisions, or Rejected using the PhD Dissertation Content Approval Form. 4. The Committee Chair informs the student of the Committee's decision and submits the Dissertation Approval Form to Graduate Advising.
(PDF) Planning and Passing Your PhD Defence: A Global ...
Internal committee members 74. External committee members 74. Assigned committee 78. Selecting a commit tee 79. ... defenses-around-the-world-a-phd-defense-from-new-zealand.html. Newton, R. (2016 ...
Forming Your Committee
The committee members and Graduate Faculty Representative will: Approve of the subject matter and methodology of the thesis or dissertation research. Review and comment on drafts of the thesis or dissertation prior to submission to The Graduate School. Verify, to the best of their ability, the quality of the data collection and evidence, data ...
Doctoral Committee Responsibilities
Committee member's responsibilities include: In cooperation with the Chair, advising the candidate from the Prospectus stage through the final defense of the Dissertation. Provide subject matter expertise as requested by Chair or candidate. Reading drafts and providing meaningful feedback at each defense stage of the dissertation process.
How to defend a PhD remotely
In November 2019, I conducted my PhD defence using the videoconferencing software Zoom. ... Then we closed the meeting to everyone except myself and my committee members for private questions.
Hints for PhD defenses
The Role of PhD Committee Members. Committee members (should) read the draft thesis (and provide feedback). Obviously, students appreciate an in-depth reading, but it is common for committee members to focus on chapters closest to their expertise. ... Committee members attend the PhD defense, usually in person. Typically, this lasts about 90 ...
Ph.D. Defense Procedures
Please review these requirements and best practices which should be used at all future CCAS Ph.D. final examinations. 1. Construction of the Final Examination Committee. The director of the dissertation research committee and the student should consult to choose the members of the final examination committee. The director of graduate studies in ...
PDF An example of what a PhD defense should look like and why
The PhD defense is the nale of a scholarly ad-venture punctuated by a series of milestones with names such as \preliminary exam," \comprehen-sive exam"2 and \qualifying exam." The design and implementation of these milestones are cen-1One possible arrangement is to have a committee member who is not the principle advisor conduct the discussion.
Guidelines for Forming Ph.D. Committee
Committee members may easily be added or removed during the time from the qualifying exam to the final exam (thesis defense). Committee Members. The Ph.D. committee must satisfy the requirements imposed by the Graduate College and the Department of Computer Science: There must be at least four voting members (normally, all are designated as ...
How to schedule PhD defense
Scheduling anything with committee members is a big pain. The way I scheduled my defense and comps was to just send a doodle poll (like you mentioned) and have them select all the dates. Two of my committee members were very nice and checked all the dates going through almost 4 weeks and two of them never responded or even clicked the link.
Thesis Defense Committee Members
Finally, all members of the committee must sign a special form for the oral defense. Thesis Defense Committee Members Honors College | Accepting this assignment means reading the work carefully and formulating thoughtful questions for the defense. Your responsibility is to help guarantee the quality of the final product and to examine the ...
Advancing to Doctoral Candidacy
The Graduate School requires a CV/resume for committee members who are not on the program's Graduate Studies Committee. Degree plan evaluators will search for them, but in cases where a CV/resume cannot easily be found online, it is the student's responsibility to provide this information. One of the degree plan evaluators will contact the ...
How to ask a professor to be on your committee? : r/PhD
1) What I am doing/studying. 2) What role I wanted them to have. 3) What my intended timeline was. 2. Reply. rem_in_japan. • 3 yr. ago. That is actually a bit strange, usually, the professor should contact potential committee members. You can suggest someone you like, of course, but professor should write emails.
What does a PhD Committee do?
The committee's main role is to determine whether the thesis gives adequate grounds to grant a PhD. At some schools the committee convenes only once or twice---perhaps once to approve a plan for the thesis, and once to approve it. At others, the committee might meet once a year to consider whether the student is making adequate progress.
How to greet the audience at the beginning of a PhD defense talk
I'll be giving a 30-min public talk as a part of my PhD defense next month. It would be attended by the examination committee (consisting of my advisor and two examiners). I reckon that some professors/lecturers from the university might also join it apart from my colleagues and friends. ... Respected members of the examination committee, Prof ...
Member Day
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Graduate Education and Postdoctoral Affairs

Preparing for a PhD Defense

Student Status

The Defense

Guidelines for Presentations

After the Defense

PhD Defence Process: A Comprehensive Guide

Introduction

What is a PhD Defence?

How Long is a PhD Defence?

Success Factors in a PhD Defence

Failure in PhD Defence

PhD Defense or Defence?

Is PhD Defense a Formality?

Dressing for Success: PhD Defense Outfit

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PhD Dissertation Defense Slides Design: Start

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Top 7 tips for your defense presentation

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PHD DEFENSE INSTRUCTIONS

II. Dissertation Approval

III. Scheduling the Public Defense

IV. Conducting the Public Defense

V. After the Public Defense

VI. Degree Conferral and Graduation

VII. Checklist

VIII. Example Pathways

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Forming Your Committee

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Quick links

Hints for PhD Defenses

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Miscellaneous Hints

The Role of PhD Committee Members

Checklist for Dissertation

Guidelines for Forming Ph.D. Committee

Timeframe for Establishing Committees

Committee Members

Advice on How to Form the Committee

Graduate Advising

Thesis Defense Committee Members

Faculty Member Responsibilities

Honors College Advisory Committee Member

Oral Defense Procedures

Street Address

Advancing to Doctoral Candidacy

Forming the Dissertation Committee

The supervisor and at least two other committee members must be members of your program's Graduate Studies Committee (GSC).

CVs/Resumes for Non-GSC Committee Members

Applying for Candidacy