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The Ohio State University

College of Engineering


Ph.D. defense & graduation procedures

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

Registration

Please remember to register for three graduate credit hours in the quarter in which you wish to graduate. These should consist of two credits of 999 under your advisor and one credit of 795. These three credits are required regardless of your status, whether self-funded, GRA, or Fellow. [New policy effective Autumn Quarter 2008.]

Go to more about post-Candidacy enrollment limits.

Required Presentation in MSE 795, Seminar & Colloquium

All MSE Ph.D. students are to give a 45 minute presentation on their research results. This talk is to be given in the quarter in which the student applies to graduate. Please e-mail the Graduate Studies Coordinator or phone 292-7280 for further information.

Go to available speaking dates.

Contacting the Graduate School

247 University Hall
230 N. Oval Mall

(614) 292-6031

Web site:
www.gradsch.ohio-state.edu

Applying to graduate

MSE students must complete the form below to receive an Application to Graduate. Upon submission of this form, the MSE Graduate Studies Coordinator will review the student's academic status. A hard-copy summary of the student's status and further instructions will be placed in the student's 479 Watts Hall mailbox.

Please download the Application to Graduate form referred to in the Student Status Summary, obtain the necessary signatures, and submit the Application to Graduate to the Graduate School (247 University Hall) by the second Friday of the planned quarter of graduation (________________).

Request an Application to Graduate form and MSE Student Status Summary

 








Ph.D. only--please provide a first and alternate colloquium presentation date (display speaking schedule in new window):


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

Please also download the Doctoral Draft Approval / Notification of Final Oral Examination form referred to in the Student Status Summary.

The latter form does two things:

  1. your Dissertation Committee (as listed on your Application to Graduate) confirms by signing the "Draft Approval" section that your dissertation warrants holding a Final Oral Exam, and
  2. notifies the Graduate School that they need to find a Grad School Representative who will be part of the final defense at the date, time, and place you establish on the form.

To submit this form, you must therefore establish a Final Oral Exam date with your committee members. If you wish to attend Commencement in the quarter for which you applied to graduate, this exam date may be no later than the third Wednesday (________________) before Commencement (all such date references below include the Wednesday of Finals Week). The Final Oral Exam Committee is to be made up of

  • your advisor,
  • at least two other MSE faculty of category "P"
  • (optionally) other OSU faculty of category "P"
  • (optionally) people from outside the MSE dept. may also be included on this committee. If they are to be voting members, you must request that the MSE Graduate Studies Committee petition the Graduate School to allow the person to take part. Please include the prospective committee member's resume/CV with your request. Please make your request of the GSC at least three weeks in advance of the exam.

These committee members should have been listed on your Application to Graduate form; if there is any change in the committee's membership, your advisor must inform the Graduate School in writing before the committee meets.

  • Please set a date with your committee and then reserve a room and time with the staff in 477 WA. Available rooms include 184 WA, 145 FL, and 177 WA.
  • The exam must take place during normal university business hours and may start no later than 3:30 p.m. (so that the exam may end within business hours).

The Doctoral Draft Approval / Notification of Final Oral Examination form must be submitted to the Graduate School at least two weeks prior to your Oral Exam date and no later than the fifth Wednesday (________________) prior to Commencement, along with a complete, typed, hard-copy draft of your dissertation.

Five weeks are needed prior to Commencement to

  1. give the Graduate School sufficient time to find a Grad Faculty Representative,
  2. give that representative time to read the dissertation,
  3. permit time to make any changes to the dissertation, and
  4. permit time prior to Commencement to address any last minute details.

This hard-copy draft of your dissertation will be reviewed by a Graduate School staff member for compliance with established Graduate School formatting rules--Download Guidelines for Preparing Theses, Dissertation, and D.M.A. Documents (PDF, 90K, new window) (see Graduate School document Guidelines for Preparing Theses, Dissertation, and D.M.A. Documents found on the Graduate School web site). This formatting review will be done while you wait.

Once the Doctoral Draft Approval / Notification of Final Oral Examination form is submitted, two forms are generated by the Grad School,

  • the Final Oral Examination Report form and
  • the Final Approval form.

Both are mailed directly to your advisor by the Graduate School and should arrive roughly 7-10 days after submission of the Doctoral Draft Approval / Notification of Final Oral Examination form.

Also at this time the Grad School will find a Graduate Faculty Representative to take part in your Final Oral Exam. The Graduate School will e-mail you directly with the faculty member's name and department. You must provide to this person a paper copy of your dissertation draft at least one week (________________) before your Final Oral Exam (so s/he has time to review the document).

The Final Oral Exam

The Final Oral Exam may consist of two parts. First the student may provide a 15 minute presentation of the dissertation. The remainder of the time--roughly an hour and forty five minutes--consists of a question and answer period. If, however, the committee members unanimously decide that the examination has been sufficient to reach a decision to pass the student, then they shall consider the examination concluded and report the result to the Graduate School. [ref. Sec. II.6.10 of the Graduate School Handbook]

The Final Oral Examination tests originality, independence of thought, the ability to synthesize and interpret, and the quality of research presented. The Final Oral Examination concerns principles and historic perspective as well as data. The Final Oral Examination includes but is not limited to discussion of the dissertation. The examiners often pursue lines of thought and argument from the data and concepts that have contributed to the research and to its critical evaluation by the student.

The Exam is to take place during normal university business hours and may start no later than 3:30 p.m. Public announcement of the Exam is to be posted by the student roughly one week before the Exam. This may be accomplished by posting fliers by the elevators in both Watts and MacQuigg. The flier may be very simple, listing the student's name, dissertation title, advisor, date, time, and location of the Exam.

Final Oral Exam Report form

The Final Oral Exam Report form is taken into the defense by your advisor and is signed by the committee members upon completion of the defense. This form must be submitted to the Graduate School by no later than 4:30 p.m. on the third Wednesday (________________) prior to Commencement. At this point, the Final Oral Exam Committee may suggest changes to be made to your dissertation before their final approval is given by signing-off on the Final Approval form. You then have at least one week before the final version of your dissertation must be submitted to OhioLINK.

Electronic submission of dissertation

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

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

Your dissertation should be uploaded by at least the Monday (________________) between the third and second Wednesday before Commencement. This allows a minimum amount of time for Graduation Services to be notified by OhioLINK that your dissertation has been uploaded, perform a formatting review, and contact you to confirm receipt.

Final Approval form and other final requirements

Once your Dissertation Committee is satisfied with the state of your dissertation, you are to convert your document into PDF format and upload it to OhioLINK.

OhioLINK then informs Graduation Services (in the Graduate School) that your final dissertation is ready for format review. After this review you will be e-mailed by Graduation Services to provide the following no later than the second Wednesday (________________) before Commencement:

  • copy of the document title page signed by your advisor(s)
  • the Final Approval form, signed by dissertation committee members,
  • two copies of an external abstract,
  • a completed Proquest Microfilm Agreement form (obtained from the Graduation Services Office within the Graduate School),
  • a complete Survey of Earned Doctorates (also from Graduation Services),
  • a Graduation Absence form if not attending Commencement
  • fees. The fees are as follows:
    • $82 for microfilming and binding the dissertation
    • $65 for the Ph.D. hood
    • $45 (optional) copyright fee
    • Ph.D. robe (if attending Commencement)--this may be obtained at the OSU Book Store or Long's Book Store and may be rented or purchased (please contact the Graduate School for pricing (292-6031).

Important timing note: Since the above list is to be submitted by the second Wednesday before Commencement, you should upload your dissertation on Monday (________________) (i.e., two days before this Wednesday deadline). This allows at least a minimum amount of time for Graduation Services to be notified by OhioLINK, review for formatting, and contact you to supply the items above.

And you're done! Please review the MSE dept. exit procedures with the Graduate Studies Coordinator.

Download Graduate School deadlines for submission (PDF, 36K) found on the Graduate School web site, www.gradsch.ohio-state.edu Dates assume that you wish to attend Commencement in that quarter. If you do not wish to go through Commencement you must inform the Graduate School (292-6031).

Summary of Commencement deadlines

The following deadlines apply if the student wishes to attend Commencement in the quarter requested. Commencement occurs on the Sunday following Finals Week (________________); all dates below include the Wednesday of Finals Week.

  • Application to Graduate form: to be submitted to the Graduate School by the second Friday of the quarter.
  • Doctoral Draft Approval / Notification of Final Oral Examination form: to be submitted to the Graduate School no later than the fifth Wednesday before Commencement.
  • Dissertation formatting review: to be done at the Graduate School when the Doctoral Draft Approval / Notification of Final Oral Examination form is submitted (review is done while you wait).
  • Draft of dissertation to Final Oral Exam committee: no later than the fourth Wednesday prior to Commencement (i.e., at least one week prior to the Final Oral Exam). This is to include the Graduate School Faculty Representative.
  • Final Oral Exam: no later than the third Wednesday before Commencement. The exam must occur during normal university business hours and may start no later than 3:30 p.m. However, keep in mind that a Final Oral Exam may last roughly two hours. The Final Oral Exam Report form is to be submitted no later than 4:30 p.m., unless prior arangements have been made with the Graduate School's Graduation Services Office (292-6031).
  • Final Oral Examination Report form: to be submitted to the Graduate School no later than the third Wednesday before Commencement by 4:30 p.m.
  • Electronic Thesis / Dissertation (ETD) submission: submit to OhioLINK no later than the second Monday prior to Commencement.
  • Final Approval form: to be submitted to the Graduate School no later than the second Wednesday before Commencement by 4:30 p.m. Keep in mind, though, that students often find the need to edit/re-write portions of the dissertation in light of discussions during the Final Oral Exam. Time to make such revisions, and re-submit the final document to OhioLINK, should be taken into account. It is not until these changes have been made that the Final Approval form may be signed by the Final Oral Exam committee.
  • Other final requirements: other miscellaneous items--such as abstracts, survey, and fees listed above--are to be submitted to the Graduate School no later than the second Wednesday before Commencement by 4:30 p.m.

Commencement

Link to general OSU Commencement information at commencement.osu.edu. Commencement will be held on (________________).

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

This packet is mailed out in mid-quarter to your local address (therefore it is very important that you provide the Graduate School with your current local address).

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

If you must delay graduation

Missing Commencement deadlines.

You may find that you are unable to complete the final requirements in time to meet the Graduate School deadlines for submission. If so, you will not be permitted to take part in Commencement for that quarter. Please inform the Graduate School that you will not be attending current quarter Commencement by contacting the Graduation Services Office at the Graduate School, 292-6031.

End-of-quarter graduates.

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

End-of-Quarter deadlines

The following deadlines apply if the student is unable to meet the Commencement deadlines referred to above (dates provided are the latest possible dates for this quarter):

  • Application to Graduate form: to be submitted to the Graduate School any time during the quarter up to two weeks prior to the last business day of the quarter.
  • Doctoral Draft Approval / Notification of Final Oral Examination form: to be submitted to the Graduate School at least two weeks prior to the last business day of the quarter.
  • Dissertation formatting review: should be done roughly two weeks prior to the last business day (done at the Graduate School while you wait).
  • Draft of dissertation to Final Oral Exam committee: no later than one week before the last business day of the quarter (i.e., at least one week prior to the Final Oral Exam). This is to include the Graduate School Faculty Representative.
  • Electronic Thesis / Dissertation (ETD) submission: submit to OhioLINK no later than two business days before the last business day of the quarter.
  • Final Oral Exam: on or before the last business day of the quarter. The exam must occur during normal university business hours and may start no later than 3:30 p.m. However, keep in mind that a Final Oral Exam may last roughly two hours. The Final Oral Exam Report form is to be submitted no later than 4:30 p.m., unless prior arangements have been made with the Graduate School's Graduation Services Office (292-6031).
  • Final Oral Examination Report form: to be submitted to the Graduate School on or before the last business day of the quarter by 4:30 p.m.
  • Final Approval form: to be submitted to the Graduate School on or before the last business day of the quarter by 4:30 p.m. Keep in mind, though, that students often find the need to edit/re-write portions of the dissertation in light of discussions during the Final Oral Exam. Time to make such revisions, and re-submit the final document to OhioLINK, should be taken into account. It is not until these changes have been made that the Final Approval form may be signed by the Final Oral Exam committee.
  • Other final requirements: other miscellaneous items--such as abstracts, survey, and fees listed above--are to be submitted to the Graduate School on or before the last business day of the quarter by 4:30 p.m.

Registration for the next quarter.

If the required items are not submitted by the last business day before the start of the next quarter, you must register for at least three credit hours (see minimums below) and resubmit an Application to Graduate using the MSE on-line request form above. The Application to Graduate form must be received at the Graduate School by the second Friday of that quarter (________________).

Registration

Please remember to register for three graduate credit hours in the quarter in which you wish to graduate. These should consist of two credits of 999 under your advisor and one credit of 795. These three credits are required regardless of your status, whether self-funded, GRA, or Fellow. [New policy effective Autumn Quarter 2008.]

Go to more about post-Candidacy enrollment limits.

Questions?

Please e-mail the Graduate Studies Coordinator, go to 477 Watts Hall, or call (614) 292-7280 with any questions.

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