Thesis Defense

A Comprehensive Guide for SMD PhD Program Coordinators and Students

This guide is written for School of Medicine and Dentistry (SMD) PhD Program Coordinators and PhD students and walks you through the entire PhD thesis defense process—from early preparation to the defense itself, to post-defense requirements. It outlines timelines, requirements, and practical tips to help you navigate each stage with confidence.

Useful References and Resources

• University of Rochester Official Bulletin – Graduate Education 
• PhD Academic Calendar 
• Office of the Provost Graduate Education: Academic Resources 
• Office of the Provost Graduate Education: Dissertation Manual 
• PhD Thesis Defense Timeline 
• Graduate Student Regulations and Policies 

Before the 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
• Work closely with your program coordinator to complete all required tasks and meet school and program requirements

Graduate Student Regulations and Policies

See the Graduate Student Regulations and Policies for information about:

• Continuing Registration in Doctoral Dissertation Phase
• Use of Generative Artificial Intelligence (AI) in the Dissertation
• Dissertation Advisory Committee

Internal–External Ratio

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

View approved voting committee configurations. 

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 before 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.

Selecting a Defense Date

If your writing is progressing well, 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 through December 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 before 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.

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.

The Defense

The defense is both a celebration of your work and an opportunity for thoughtful, constructive critique. Your committee wants you to succeed.

Preparing for the Defense

• Attend thesis defenses throughout your program
• Speak with peers who have already defended
• Discuss expectations with your advisor

Presentation Guidelines

Slides and Delivery

Audience and Logistics

• Defense details are publicly posted
• Friends and family are welcome to attend the public lecture
• Audience questions occur after committee questioning

Professional Attire

Dress as you would for a professional conference or job interview. Wear comfortable footwear.

Items to Bring

The Closed Examination

During the closed exam, the committee reviews your academic record and asks questions. After deliberation, the Chair informs you of the outcome.

Answering Questions Effectively

Possible Outcomes

• Passed
• Passed pending revisions
• Did not pass

After the Defense

Submitting Your Final Dissertation

The University of Rochester requires all doctoral candidates to deposit their dissertations for publication with ProQuest Dissertation Publishing and the University libraries. Hard copies of the dissertation are not required by the Dean’s Office or Miner Library. Miner Library receives an electronic copy of the dissertation from ProQuest; however, students must provide the University with written permission to obtain it.

SMD graduate students have 60 calendar days following the date of their final oral examination (thesis defense) to complete revisions and submit the final dissertation to ProQuest, except when a University or semester deadline requires an earlier submission.

In extremely rare circumstances, a student may be unable to submit the final dissertation within 60 calendar days of the final oral examination. In these cases, the student’s advisor must request an extension by emailing  SMDGEPA_AcademicAffairsManager@URMC.Rochester.edu  and providing the following information:

Extension requests will be reviewed by GEPA’s Academic Affairs Administrator.

Programs may not establish more restrictive policies requiring students to submit their final dissertation in fewer than 60 calendar days following the defense. During this 60-day period, students are expected to remain actively engaged in dissertation revisions and/or completion of related research projects.

Questions About Publishing

For questions regarding publishing through ProQuest, contact Author Relations at disspub@proquest.com or +1 (800) 521-0600 ext. 77020.

For questions regarding University publishing, contact Linda Hasman, Assistant Director, Miner Libraries:

 Linda_Hasman@URMC.Rochester.edu  | (585) 275-3399

Exit Interview with the Dean

Students may request an optional confidential exit interview with the Dean to reflect on their graduate experience.

PhD Completion Confirmation

Once all required steps are completed, you will receive a confirmation email and official PhD Completion Memo.

Diploma Information

After your official graduation date, the University provides an electronic diploma and a paper diploma. Ordering information is available through the Office of the University Registrar.

Date of Degree Conferral

Conferral is the act of officially awarding a degree. The University of Rochester Board of Trustees confers degrees five times each year: August, October, December, February/March, and May. Your conferral date is determined by the date on which all degree requirements are completed and your final thesis is submitted to ProQuest.

PhD students can reference their specific conferral dates here.