University of Rochester Medical Center

IGPN Thesis Defense Information

The following is an abbreviated set of guidelines for the thesis proposal and Ph.D. defense for students in the IGPN program. More detailed information can be found in the IGPN Handbook.

Outlined below are the requirements for the Interdepartmental Graduate Program in Neuroscience (IGPN). For information about the other degree options, please see the specific department website listed above.

Thesis Proposal / Qualifying Examination

The Thesis Proposal consists of three parts:

  1. a written document in the form of an NIH predoctoral National Research Service Award (NRSA) research proposal;
  2. a formal oral presentation to the Neuroscience Community at large;
  3. a closed oral examination

Examining Committee

For More Info

Please contact Jennifer Gliere, The Neuroscience Graduate Coordinator.

The Examining Committee typically consists of five members, three of whom are selected by the student and his/her advisor with approval from the IGPN Advisory Committee. The three student-selected committee members must include:

  1. two faculty from within the IGPN core faculty; and
  2. an outside reader who is not a member of the IGPN core faculty.

The final two ad hoc members of the committee will be IGPN faculty appointed by the Advisory Committee, with at least one of these serving as a representative of the Advisory Committee. His/Her role is to monitor the quality of the exam for the Advisory Committee.

The Senior Associate Dean for Graduate Education appoints the Chair of the Examining Committee from this group.

Note that the student’s advisor is not a formal member of the Examining Committee, but is invited to attend the closed oral examination as a silent and non-voting observer. Following successful completion of the examination, the advisor and the three student-selected committee members will comprise the Thesis Advisory Committee.

Requirements

The qualifying examination cannot be taken until the student has completed the first and second year core curriculum requirements and accumulated at least 30 credit hours, including no more than 6 hours of research credits. This typically occurs after the spring semester of the second year. (For M.D./Ph.D. students, the exam deadline will usually be the end of the first semester of the second year of full-time Ph.D. studies.)

The exam must be written and presented before the start of the spring semester of the third year. Students with extenuating circumstances may formally petition the Advisory Committee in writing by 1 Dcember of the third academic year with a supporting letter from the advisor for an extension. Any variance from these procedures will place the student in jeopardy of dismissal from the program.

Procedure/Deadlines

When deciding on a date to defend, please check the SMD Graduate Student Academic Calendar for blackout dates.

Five weeks Prior to the Examination Date – Submit the following in writing (e-mail is fine) to the Graduate Program Coordinator:

  1. the names, titles, departments, and intramural mail addresses (i.e., Ed Freedman, Ph.D.: Associate Professor, NBA, Box 603) of three faculty – two from the IGPN core faculty and one outside reader – chosen by the student and advisor;
  2. a title and brief abstract of the proposal (subject to change);
  3. the proposed time/date for the examination agreed upon by all committee members.

At this time the Advisory Committee will review/approve the list and select the final two ad hoc committee members.

Three weeks Prior to the Examination Date – Submit the following in writing (e-mail is fine) to the Graduate Program Coordinator:

  1. a confirmation of the date and time agreed upon by your committee for the public and closed exams of the proposal;
  2. a confirmation of the names, titles, departments, and intramural mail addresses (i.e., Ed Freedman, Ph.D.: Associate Professor, NBA, Box 603) of all Examining Committee members;
  3. a final copy of the title page and abstract from the proposal.

The Graduate Program Coordinator will schedule rooms for both parts of the exam and prepare necessary paperwork and announcements for the public presentation. Announcements will go out one week and one day before the presentation.

Two weeks Prior to the Examination Date – The written proposal must be circulated to the Examining Committee and a copy submitted to the Graduate Program Coordinator.

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Ph.D. Examination

It is the responsibility of the student to see that style, format, margins, paper, binding, etc. are in accordance with University regulations. If you have questions or concerns regarding the thesis preparation, please contact the Office of the University Dean for Graduate Studies, ext. 5-4279.

Please see the manual for preparation of doctoral theses as a reference.

Registration Guidelines

The University Dean of Graduate Studies has set deadlines during the academic year by which a thesis must be registered in order to participate in graduation at the next Commencement. Please refer to the SMD Graduate Student Academic Calendar for dates regarding registering the thesis, holding the defense, and submitting corrected copies. These dates must be adhered to; there are no exceptions. Calendars are available from the Graduate Program Coordinator and are usually distributed during July/August each year. Defenses will not be scheduled after 3:30PM and the time table for defenses held in the summer is subject to change.

Procedure/Deadlines

When deciding on a date to defend, please check the SMD Graduate Student Academic Calendar for blackout dates.

The time frame for summer defenses is different; please check the bottom of the academic calendar for dates.

As soon as you know you are going to defend – Notify the Graduate Program Coordinator of your intent to defend and the approximate date so that the appropriate paperwork can begin to be processed.

Six Weeks Prior to Exam Date – Submit the following in writing (e-mail is fine) to the Graduate Program Coordinator:

  1. the date and time agreed upon by the Committee for the public presentation and closed exam;
  2. the names, titles, departments, and intramural mail addresses (i.e., Ed Freedman, Ph.D.: Associate Professor, NBA, Box 603) of all Committee members, noting the advisor and outside member;
  3. a copy of the title page and abstract from the paper.

The Coordinator will schedule rooms for both parts of the exam and prepare necessary paperwork and announcements for the public exam.

25 business Days before the Exam Date (not including the date itself) – The following material must be submitted to the Graduate Studies Registrar’s Office (G-9550) by the Program Coordinator:

  1. appointment Form for Ph.D. final exam;
  2. permission form to register thesis form signed by department chair or representative;
  3. department Statement of Completion of Requirements;
  4. program of Study for Doctor of Philosophy;
  5. final copy of the abstract and title page;

These are due in the Graduate Cordinator's Hands, with all required signatures, 27 days before the exam date.

16 business Days before the Exam Date (not including the date itself) – Meeting with the Graduate Registrar, who will notify the student in advance of the meeting time (approx. 10 minutes). At this time, the student will register the defense copy of the thesis and no revisions may be made until the final examination by the committee is completed.The student must register the thesis in person. If circumstances do not permit registration in person, arrangements must be made with the Program Coordinator. When you register the thesis, you will need the following:

Upon the Registrar’s review of the thesis and completion of the requisite publishing forms and check, the student will deliver the thesis and additional paperwork from the Registrar to the Office of the University Dean, 257 Wallis Hall, River Campus. The student will receive notification from the University Dean’s Office confirming scheduling of defense and the appointed chair.

After the Defense – After successful completion of both the public and closed exams and after making any required corrections to the thesis, the student must call the OGE (273-1620) to schedule an exit appointment with the Senior Associate Dean for Graduate Education, to take place no later than the registration deadline on the academic calendar or 30 days after the defense, whichever comes first. At this meeting, you wlil need to submit the following:

* The student must notify the Graduate Program Coordinator at least five business days prior to the exact day that the corrected copy will be turned in to the Registrar to the forms can be prepared.

Failure to attend an exit interview and turn in the requisite items to the OGE will result in the student having to register for the next semester.