Environmental Health Sciences

Preparing the Paperwork

When the sponsor and second reader agree that the student is ready to defend the dissertation, the two-part Dissertation Defense Application form (available online or in 107 Low Library must be submitted. It is important to note that this paperwork must be filed before the dissertation has been distributed to all committee members (which takes place at least 4 weeks prior to the defense date). Following this:

1. The student must fill out the top, white part, sign it, and submit the form to the Dissertation Office in 107 Low.
2. The bottom, yellow part is given to the Academic Program for review.
3. The committee as listed on this form is then approved by the Chair of the Doctoral Committee or Department Chair.
4. The Department then sends the form to the Dissertation Office in 107 Low.
5. The Dissertation Officer confirms that the student has accumulated the required number of Residence Units (6 total), possesses an MPhil, is correctly registered as a defending student, and has a dissertation committee that meets GSAS guidelines on committee composition.
6. After confirming the above, the Officer signs the form for the Dean’s Office.

Distributing Dissertation Copies to Committee Members

Dissertation sponsors typically read and provide feedback on multiple drafts of dissertation chapters/papers. When the thesis is deemed complete it is sent to the Thesis Reader who will make final major and minor edits.

Scheduling the Defense

Once all chapters and supporting documents have been completed and both the sponsor and second reader agree that the dissertation is ready to defend, the student distributes the thesis to all committee members. Committee members should be allowed a minimum of four weeks to read the manuscript. The Academic Program Manager should be notified when the dissertation is in its final states so that a time, date, and place for defense may be arranged. The student is responsible for identifying a day and time that works for all dissertation defense committee members while the Academic Program Manager secures a room and advertises the seminar’s date and time. As faculty maintain busy schedules, confirming a day and time that works for all committee members can sometimes take a few weeks. Please anticipate such considerations when determining a realistic defense date/time frame.

The Defense

The Defense is comprised of two parts: 1) a one-hour public portion that is typically in seminar format and advertised to all Department members and, 2) immediately following the public presentation, a closed-door session with the student’s Dissertation Committee and sponsor.

In the closed door defense portion, which generally lasts about two hours, the committee questions the candidate on his/her thesis or related areas of study. The chair of the committee often runs the defense, which begins with a short discussion (without the student present) to determine the general focus. Next the student makes a brief presentation of the dissertation research and major findings. Following the presentation, committee members ask questions about the research and its implications. After the questioning is completed, the student is asked to leave the room while the committee deliberates. Committee members discuss whether the dissertation is adequate, what revisions are required, and whether the dissertation merits an award of distinction. It is the responsibility of the sponsor to communicate with the student about required revisions. Depending on the level of revision needed, the sponsor and/or additional members of the committee will review the revised portions and determine whether the revisions are acceptable.

The Committee may vote as follows:

• Pass with minor revisions: The candidate must complete minor revisions and deposit two final copies of the dissertation in the Dissertation Office no later than six months from the date of the defense. The sponsor approves the revisions.
• Incomplete - major revisions: The candidate may submit acceptable revisions no earlier than three months, but no later than one year, from the date of the defense. Typically this means a major rewrite and possibly the need for additional studies. If deemed appropriate the committee can ask to meet again with the candidate once the required changes are made. The chair informs the candidate that failure to make the necessary revisions within this time frame will result in a rejection of the dissertation, leaving the student the sole option of obtaining the PhD Extra Muros.
• Fail: This vote indicates that the dissertation cannot be made acceptable even with major revisions and that the candidate is not recommended for the degree. Here again the student may petition within ten years of the award of the MPhil to the Dean of GSAS with a body of published independent and original scholarly material. If deemed acceptable, the candidate will be permitted to schedule another examination.