Thesis Defense

Before Defense

Get Permission to Start Writing

After completing all required coursework, seminars, teaching assistantships, publications, and research requirements for your program, several steps must occur before you can schedule a thesis defense.

Most importantly, you must meet with your advisory committee at least six months before your intended defense date. Your advisor and committee must agree that you are ready to conclude experiments and data collection and begin writing your thesis.

Once permission is granted:

• Decide on a tentative defense timeframe. 
• Notify your program director and graduate program coordinator that you have begun the defense process. Students are encouraged to work closely with their program coordinators to complete all required tasks to meet both school and program requirements.

Continuing Registration in Doctoral Dissertation Phase 

See Page 6 of the Regulations and University Policies Concerning Graduate Study

Use of Generative Artificial Intelligence (AI) in the Dissertation

See Page 11 of the Regulations and University Policies Concerning Graduate Study

Dissertation Advisory Committee

See Page 11 of the Regulations and University Policies Concerning Graduate Study

Internal–External Ratio

External voting members may not exceed 50% of the voting committee.

Approved Voting Committee Configurations are available at: https://www.rochester.edu/graduate-education/phd-students/phd-completion-process/committee-matrix/

Registering the Dissertation for the Final Oral Examination

To initiate the dissertation defense process, the PhD candidate must create a record in the University’s PhD Completion System.

• Defense date and time
• Committee membership
• Dissertation document
• Required petitions and COI Management Plans (if applicable)

Required Timing:

• All approvals must be completed at least five business days prior to the defense
• Committee members must receive the dissertation at least two weeks before registration
• Once registered, no further changes may be distributed before the defense

Final approval from the University Graduate Education office constitutes official registration.

Conduct of the Final Oral Examination

• The defense may occur in person or remotely with unanimous agreement of the student and committee
• All committee members must participate synchronously
• A unanimous pass vote is required

If one dissenting vote occurs, the case is referred to the University Council on Graduate Education. A candidate who fails the defense may repeat it once unless the committee recommends otherwise.

Post-Defense Revisions and Final Submission

Revision Timelines

• No/minor revisions: within 3 months
• Major revisions: within 6 months
• Extensions require approval from the University Dean of Graduate Education

Schools and programs may impose stricter deadlines.

Final Submission Requirements

• Upload the final dissertation to ProQuest
• Submit the UR Research authorization form
• Follow instructions provided via email after the defense

Selecting a Defense Date

If your writing is progressing well, you should schedule your defense at least three months in advance to ensure availability of your advisor, committee members, and Chair, as well as adequate room reservations.

• Consult the academic calendar for semester-specific defense deadlines
• Defenses should not be scheduled from December 22–31

Once all committee members and the Chair agree on a date and time, notify your graduate program coordinator as soon as possible, but no later than eight weeks prior to the defense.

International Students and Work Visas

International students are strongly encouraged to meet with the International Services Office (ISO) as soon as permission to begin writing is granted.

Thesis Writing and Formatting Guidelines

The University of Rochester provides a manual to help ensure theses meet required standards of organization, appearance, and format. Students should review the manual systematically before preparing the defense copy.

Including material produced by other authors requires permission from the copyright holder. See ProQuest’s Copyright Guide for detailed guidance.

SMD Guidelines for Thesis Content

• Basic Sciences
• Epidemiology
• Health Services Research and Policy
• Statistics

These guidelines supplement the University thesis manual. Statistics students should consult their program director for program-specific requirements.

Rooms for Your Defense

• Primary defense room: Public presentation and questioning
• Secondary (private) room: Closed committee deliberations

Reserving two rooms ensures adequate privacy and helps the defense proceed smoothly. Your graduate program coordinator can assist with reservations.

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