dissertation defense outcomes

• PhD Viva Voces – A Complete Guide
• Doing a PhD
• A PhD viva involves defending your thesis in an oral examination with at least two examiners.
• The aim of a PhD viva is to confirm that the work is your own , that you have a deep understanding of your project and, overall, that you are a competent researcher .
• There are no standard durations, but they usually range from one to three hours, with most lasting approximately two hours .
• There are six outcomes of a PhD viva: (1) pass without corrections (2) pass subject to minor corrections, (3) pass subject to major corrections, (4) downgrade to MPhil with no amendments, (5) downgrade to MPhil subject to amendments, (6) immediate fail.
• Almost all students who sit their viva pass it, with the most common outcome being ‘(2) – pass subject to minor corrections’.

What Is a PhD Viva?

A viva voce , more commonly referred to as ‘viva’, is an oral examination conducted at the end of your PhD and is essentially the final hurdle on the path to a doctorate. It is the period in which a student’s knowledge and work are evaluated by independent examiners.

In order to assess the student and their work around their research question, a viva sets out to determine:

• you understand the ideas and theories that you have put forward,
• you can answer questions about elements of your work that the examiners have questions about,
• you understand the broader research in your field and how your work contributes to this,
• you are aware of the limitations of your work and understand how it can be developed further,
• your work makes an original contribution, is your own and has not been plagiarised.

Note: A viva is a compulsory procedure for all PhD students, with the only exception being when a PhD is obtained through publication as opposed to the conventional route of study.

Who Will Attend a Viva?

In the UK, at least two examiners must take part in all vivas. Although you could have more than two examiners, most will not in an attempt to facilitate a smoother questioning process.

One of the two examiners will be internal, i.e. from your university, and the other will be external, i.e. from another university. Regardless, both will be knowledgeable in your research field and have read your thesis beforehand.

In addition to your two examiners, two other people may be present. The first is a chairperson. This is an individual who will be responsible for monitoring the interview and for ensuring proper conduct is followed at all times. The need for an external chairperson will vary between universities, as one of the examiners can also take on this role. The second is your supervisor, whose attendance is decided upon by you in agreement with your examiners. If your supervisor attends, they are prohibited from asking questions or from influencing the outcome of the viva.

To avoid any misunderstandings, we have summarised the above in a table:

Note: In some countries, such as in the United States, a viva is known as a ‘PhD defense’ and is performed publicly in front of a panel or board of examiners and an open audience. In these situations, the student presents their work in the form of a lecture and then faces questions from the examiners and audience which almost acts as a critical appraisal.

How Long Does a Viva Last?

Since all universities have different guidelines , and since all PhDs are unique, there are no standard durations. Typically, however, the duration ranges from one to three hours, with most lasting approximately two hours.

Your examiners will also influence the duration of your viva as some will favour a lengthy discussion, while others may not. Usually, your university will consult your examiners in advance and notify you of the likely duration closer to the day of your viva.

What Happens During a Viva?

Regardless of the subject area, all PhD vivas follow the same examination process format as below.

Introductions

You will introduce yourselves to each other, with the internal examiner normally introducing the external examiner. If an external chairperson is present, they too are introduced; otherwise, this role will be assumed by one of the examiners.

Procedure Explained

After the introductions, the appointed chair will explain the viva process. Although it should already be known to everyone, it will be repeated to ensure the viva remains on track during the forthcoming discussion.

Warm-Up Questions

The examiners will then begin the questioning process. This usually starts with a few simple opening questions, such as asking you to summarise your PhD thesis and what motivated you to carry out the research project.

In-Depth Questions

The viva questions will then naturally increase in difficulty as the examiners go further into the details of your thesis. These may include questions such as “What was the most critical decision you made when determining your research methodology ?”, “Do your findings agree with the current published work?” and “How do your findings impact existing theories or literature? ”. In addition to asking open-ended questions, they will also ask specific questions about the methodology, results and analysis on which your thesis is based.

Closing the Viva

Once the examiners are satisfied that they have thoroughly evaluated your knowledge and thesis, they will invite you to ask any questions you may have, and then bring the oral examination to a close.

What Happens After the Viva?

Once your viva has officially ended, your examiners will ask you to leave the room so that they can discuss your performance. Once a mutual agreement has been reached, which can take anywhere from 10 minutes to an hour, you will be invited back inside and informed of your outcome.

PhD Viva Outcomes

There are six possible outcomes to a viva:

• Immediate award of degree: A rare recommendation – congratulations, you are one of the few people who completely satisfied your examiners the first time around. You do not have to do anything further at this point.
• Minor amendments required: The most common recommendation – you obtain a pass on the condition that you make a number of minor amendments to your thesis, such as clarifying certain points and correcting grammatical errors. The time you have to make these changes depends on the number of them, but is usually one to six months.
• Major amendments required: A somewhat uncommon recommendation – you are requested to make major amendments to your thesis, ranging from further research to collecting more data or rewriting entire sections. Again, the time you have to complete this will depend on the number of changes required, but will usually be six months to one year. You will be awarded your degree once your amended thesis has been reviewed and accepted.
• Immediate award of MPhil: An uncommon recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree but meets the standard for an MPhil (Master of Philosophy), a lower Master’s degree.
• Amendments required for MPhil: A rare recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree, but with several amendments will meet the standard for an MPhil.
• Immediate fail: A very rare recommendation – you are given an immediate fail without the ability to resubmit and without entitlement to an MPhil.

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What Is the Pass Rate for Vivas?

Based on an  analysis of 26,076 PhD students  who took their viva exam between 2006 and 2017, the PhD viva pass rate in the UK is 96%; of those who passed, about 80% were required to make minor amendments to their thesis. The reason for this high pass rate is that supervisors will only put their students forward for a viva once they confidently believe they are ready for it. As a result, most candidates who sit a viva are already well-versed in their PhD topic before they even start preparing for the exam.

How Do I Arrange a Viva?

Your viva will be arranged either by the examiners or by the chairperson. The viva will be arranged at least one to two months after you have submitted your thesis and will arrange a viva date and venue that is suitable for all participants.

Can I Choose My Examiners?

At most universities, you and your supervisor will choose the internal and external examiners yourselves. This is because the examiners must have extensive knowledge of the thesis topic in order to be able to examine you and, as the author of the thesis in question, who else could better determine who they might be than you and your supervisor. The internal examiner is usually quite easy to find given they will be from your institution, but the external examiner may end up being your second or third preference depending on availability.

Can I Take Notes Into a Viva?

A viva is about testing your competence, not your memory. As such, you are allowed to take notes and other supporting material in with you. However, keep in mind that your examiners will not be overly impressed if you constantly have to refer to your notes to answer each question. Because of this, many students prefer to take an annotated copy of their thesis, with important points already highlighted and key chapters marked with post-it notes.

In addition to an annotated copy of a thesis, some students also take:

• a list of questions they would like to ask the examiners,
• notes that were created during their preparation,
• a list of minor corrections they have already identified from their viva prep work.

How Do I Prepare for a PhD Viva?

There are several ways to prepare for a PhD viva, one of the most effective being a mock viva voce examination . This allows you to familiarise yourself with the type of viva questions you will be asked and identify any weak areas you need to improve. They also give you the opportunity to practise without the pressure, giving you more time to think about your answers which will help to make sure that you know your thesis inside out. However, a mock viva exam is just one of many methods available to you – some of the other viva preparation methods can be found on our “ How to Prepare for a PhD Viva ” page.

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PhD Examinations and Defenses

The three main milestones that must be passed for partial fulfillment of the Ph.D. degree are the qualifying examination, the research proposal (candidacy exam), and the dissertation defense.

The Qualifying Exam

The Qualifying Exam consists of a written and oral part and is usually given after most formal coursework has been completed.  In general, the qualifying examination will test your scientific knowledge pertinent to your PhD training.

Guidelines for the Written Qualifying Examination

A written qualifying examination must be completed by every Ph.D. student, and it is expected to be completed prior to the end of the fifth semester of study. If a student enters the Ph.D. program with a Master’s degree, the examination is expected to be completed prior to the end of their third semester of study at WVU subsequent to initiation of the Ph.D. program. It is the responsibility of the student major advisor to assure that the written qualifying examination is scheduled at an appropriate time within the student’s degree program.

The written qualifying examination developed and administered by the major advisor and the doctoral graduate committee may include test contributions from faculty members in the student’s area of study, and any other areas deemed appropriate. The exam may consist of a combination of in class and take home exams over a two week period as determined by the doctoral committee. The examination process will be initiated on behalf of the student by the major advisor, who will first meet with members of the doctoral graduate committee for the purpose of determining the composition and schedule for the examination.

The primary advisor will then give notice, by written memorandum, which includes the format, date(s), and procedures for the examination, to all examination contributors, the student examinee, and the graduate program director. The major advisor will be responsible for all scheduling and administration protocols related to the examination. The results of the examination must be reported to and approved by the graduate committee members, reported to the student and reported to the office of the assistant vice president for graduate education for the Health Sciences Center using the “Qualifying Examination” approval sheet, with a copy sent to the graduate program director.

A one-time only re-examination in those areas of the written qualifying examination deemed not satisfactorily completed should be accomplished in a time frame acceptable to the student, the major advisor, and contributing examiners. A remedial study plan will be established and implemented prior to the re-examination. Unsatisfactory completion of any portion of the written qualifying re-examination can result in the expulsion of the student from the program.

Guidelines for the Oral Qualifying Examination

A two-hour oral exam follows the written exam in which committee members may follow-up on the questions from the written exam or may ask new questions.   Upon completion of this exam, committee members sign the appropriate form for submission to the Office of Research and Graduate Education.

The satisfactory completion of the written qualifying examination is a prerequisite for taking the oral qualifying examination. The oral exam typically happens within 3-4 weeks after the written exam. The major advisor or designee will schedule a time agreeable to the student and members of the student’s doctoral graduate committee for administering the oral portion of the qualifying examination. As with the written qualifying examination, it is the responsibility of the major advisor to assure that the oral examination is completed in a timely manner. One re-examination of the oral qualifying can be scheduled with consent of the student, the major advisor, and members of the doctoral graduate committee. The composition of the oral exam is based on the answers from the written exam and any additional follow-up questions.

The results of the oral examination, with the approval of the doctoral graduate committee, just be reported to the student, the graduate program director, and the HSCGC (HSCGC "Qualifying Examination" Approval Sheet).  Doctoral students are allowed no more than three years after their arrival to complete qualifying examinations.

Dissertation Proposal Defense (candidacy exam)

Successful defense of a proposal outlining your dissertation research marks the entrance to PhD candidacy in the HSOR graduate program. Timely completion of this benchmark not only provides a guide for the remainder of your research but also provides an excellent springboard from which to apply for an external fellowship. The Proposal Defense begins with the preparation of a grant application, often times (based on advisor preference) in the style of a National Institutes of Health (NIH) or pre-doctoral fellowship or a R03 application. The proposed research is presented in a formal seminar to the faculty, graduate students, and other interested people, followed by an oral defense of the proposal to your dissertation committee.

It is recommended that the proposal be defended early in your third year in graduate school. If you fail the defense exam, you have the opportunity to retake the defense one more time after petitioning your dissertation committee for a retake. Successful defense of the research proposal must occur on or before the last working day of Year 3, which is usually the 3 rd   Friday in August.  Failure to do so may lead to the loss of stipend support and/or dismissal from the PhD program.  With successful completion of the dissertation proposal, you have advanced to candidacy for the Ph.D. degree and also have started the 5-year clock for completion of the degree. 

Before or usually after defense of the proposal, you should seek a fellowship from a national funding agency.  Your Dissertation Proposal provides the cornerstone of an application for an individual pre-doctoral fellowship from agencies, such as the AHRQ, NIH (F31, F31 diversity) or other such organizations.  Successful defense of your Dissertation Proposal strengthens your ability to obtain a pre-doctoral fellowship because the research plan has received an internal critique.  Examples of deadline dates for a Ruth Kirschstein NRSA F31 application to NIH are the first weeks of April, August, and December; the F31 diversity fellowship deadlines are the first weeks of May, September, and January. 

NOTE: Successful defense of the research proposal must occur on or before the last working day of Year 3, which is usually the 3 rd   Friday in August.  Failure to do so may lead to the loss of stipend support and/or dismissal from the PhD program.

Dissertation Defense

Upon completion of the research, a dissertation is submitted by the student to the members of the student’s doctoral graduate committee at least 10 working days prior to the final oral defense date. During this period, the graduate committee members will review the dissertation and may make recommendations for its revision prior to its defense and final acceptance. Your dissertation research must be original and make a contribution to the scientific literature.

For scheduling the dissertation defense, a Shuttle Sheet (“Shuttle Sheet Request Form”) is to be requested from the HSCGC within 6-8 weeks into the graduation semester but no later than 10 working days prior to the date for the defense.

You defend your dissertation research for the Ph.D. degree by presenting it orally in front of a public forum, and defending it in private to your dissertation committee.

To pass, you must receive the approval of 4 of the 5 members on your committee. The results of the final oral examination for the Ph.D. candidate must be signed by all the examining graduate committee members present and must be reported to the HSCGC via the Shuttle Sheet within 24 hours after the examination.

Following the successful oral defense you are required to make all the changes that the graduate committee asks of you in the written dissertation. HSOR students must submit the remaining two manuscripts from their dissertation for publication prior to submitting their dissertation via ETD. It is the major advisor’s responsibility to verify the submission of the manuscripts for publication and satisfactory completion of the changes required by the graduate committee members prior to the submission of the final dissertation electronically to the Electronic Thesis and Dissertation (ETD) program at WVU -   http://etd.lib.wvu.edu/

Subsequent to the submission of the student’s dissertation using the ETD and prior to departing from WVU, the student must “check-out.” Check-out includes returning all equipment, materials and supplies to their owners, returning of all keys signed out, cleaning up work space, returning library materials, and turning over all materials used in the course of completing the student’s research to their major advisor. The required signatures must be obtained on the Exit Form. It is the major advisor’s responsibility to insure that this form is completed. Moreover, upon signing the Exit Form the advisor is confirming that the above items have been satisfactorily completed and will take full responsibility in the event that they have not. An exit interview with the graduate program director and the assistant vice president for graduate education of the HSC is required for program assessment purposes.

Note: All committee members must be present at the defense. Please see the University regulations controlling this exam.   http://catalog.wvu.edu/graduate/advisingcoursesdegrees/degree_regulations/#thesesdissertationstext

Note: You must have met your three publication requirements and   at least   one first-author manuscript based on your Ph.D. dissertation research submitted for publication in a peer-reviewed journal   before   you defend your dissertation research. In the case of joint first-author manuscripts, the manuscript can only fulfill this requirement for one author.

Time Limit to Degree

University policy states that if you do not successfully defend your dissertation research within 5 years of reaching PhD candidacy, you must retake the Proposal Defense.  For more information see:   http://catalog.wvu.edu/graduate/advisingcoursesdegrees/degree_regulations/#timelimitstext

Plan your Defense

Thesis and dissertation defenses are public events and are advertised throughout the university. Your graduate coordinator can answer any questions on how you should prepare. Please complete the following steps before you may hold your defense:

• Any changes to your committee composition since your proposal requires a Committee Change form to be submitted electronically to [email protected] or on paper to Hovey Hall 208. 
• Complete the Right to Defend form and return it electronically to [email protected] (preferred) or on paper to Hovey Hall 208 at least 10 business days before your planned defense date . Students must wait at least 7 calendar days after approval of the Right to Defend to hold their defense. Be sure you check deadlines for the last date to hold your defense.
• If any changes have been made to your copyright checklist, complete section 5 of the Proposal Approval form and submit it to the Graduate School with your Right to Defend form.
• Please notify the Graduate School of the defense date and other details.

Thesis & Dissertation Format Check

After you have submitted your Right to Defend form, and as you wait for your defense date, you may want to request an optional thesis/dissertation format check to ensure your document is formatted correctly.

• Instructions for uploading your work to ISU ReD can be downloading using the following links: Basic Overview     Detailed Step-By-Step Instructions
• Video tutorial on setting up an ISU ReD account coming soon!
• Format checks are done on a first come first served basis, and a limited number of reservations are available. No optional format checks will be scheduled after the oral defense deadline as final reviews will have begun.
• Due to time limitations only one format check can be done prior to submission of final deposit materials

Thesis/Dissertation Defense and Revisions

• Typical defense format: The student presents the results of the research in 15-30 minutes, followed by questions from the audience and committee. Once the questions and answers are complete you and the audience are then asked to leave the room while the committee members discuss the defense. The committee will then ask the student to return to hear the result.
• Since thesis/dissertation defenses are open to the public, you may want to attend a defense or two to see the format and process and learn what to expect.
• Committee members commonly ask for revisions based on points that come up at the defense. Keep careful notes so that you are clear on which revisions are required by your committee. You must complete all required changes and have them approved by your committee chair before you can deposit your thesis/dissertation.
• Once your final thesis/dissertation has been approved by your committee, the members will sign the Outcome of Defense form . This certifies to the Graduate School that you have satisfactorily completed the requirements of the department for the thesis/dissertation.

Submit the Final Deposit

Once the committee has signed the Outcome of Defense :

• Video tutorial on setting up your ISUReD account coming soon!
• The Graduate School will review your final draft for compliance with formats. If any changes are required to the final draft, you will need to make them in time to meet the Registrar’s Office deadlines for finalizing graduation. Our staff reviews final deposits in the order they are received. So, it may take some time to hear about your corrections.
• Check the e-mail account associated with your ISU ReD account daily until your thesis/dissertation has been finalized as this is where you will be notified of any needed corrections. Once you have completed the requested corrections you will need to resubmit your document through ISU ReD   You will also be notified by the Graduate School once your document meets all requirements and is officially approved .
• If you are unable to make all corrections in time to meet the Registrar’s Office deadlines, your graduation date will move to the next semester. Providing that you have already completed all required thesis/dissertation credit hours and have maintained continuous enrollment since your proposal was accepted, you will not be charged additional tuition or fees for the new semester as long as your final deposit is approved before the first day of classes.
• Your graduation will be finalized once all Graduate School requirements are completed and the Registrar’s Office reviews and approves all graduation requirements.
• If you would like to order a bound copy of your thesis/dissertation, please see the Binding Request form from Milner Library.

Doctoral Students only:

If you are a doctoral student and you have completed your degree, the Graduate School requests that you fill out the online national Survey of Earned Doctorates .

Additional Links

• Apply to Graduate School
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University Resources

Dissertation Defense

What is a dissertation defense?

The final oral examination for a doctoral candidate, commonly known as the dissertation defense, represents the conclusive formal stage prior to the submission of the dissertation manuscript and the conferral of the doctoral degree. This examination centers on the dissertation itself and its relevance within the candidate's area of academic specialization.

A successful defense is the peak of your academic career, so don’t treat it lightly. Make sure that you take enough time to learn everything there is to know about the topic and prepare well. If you look at your paper and it seems raw or unfinished, and especially if your academic advisor says so, it might be best to take another semester for prep. We don’t mean to scare you, but it truly is a responsible moment, and if you fail your defense, all the years of hard work will be wasted.

Defending doctoral dissertation is not going to be easy. If you don’t get to choose the members of your board and you will be met with unfamiliar faces, you might start to panic and feel lost. This is exactly why you need to be over-prepared. In fact, there’s no such thing as being overly prepared when it comes to your defense. Think of all the possible questions your dissertation committee members may have, even the most far-fetched ones, and then find the answers.

Doctoral dissertation defense process

During the dissertation defense, the candidate delivers an oral presentation of their dissertation to the Supervisory Committee (refer to the Supervisory Committee Policy) and to a public audience. The length of both the oral presentation and the subsequent question-and-answer session is determined through consultation between the Committee and the candidate, ensuring it meets the specific requirements and standards of the process.

The dissertation defense process, often the culmination of a doctoral program, is a critical step in the journey towards earning a PhD or similar advanced degree. This process involves several key stages designed to assess the quality, originality, and contribution of the candidate's research. Here's a general overview:

• Completion of the Dissertation : Before the defense can be scheduled, the dissertation must be completed. This involves conducting original research, writing up the findings, and often, revising the document based on the advisor's feedback.
• Submission of the Dissertation : Once the dissertation is completed and approved by the advisor, it must be submitted to the department or dissertation committee for review. This submission typically includes a written document detailing the candidate's research findings and conclusions.
• Scheduling the Defense : After the dissertation is submitted, a defense date is scheduled. The timing of this can vary widely depending on the institution and the specific requirements of the department.
• Preparation for the Defense : The candidate prepares a formal presentation of their research findings. This presentation is typically structured to highlight the research question, methodology, key findings, and the significance of the work.
• The Defense Event : The defense itself is a public forum in which the candidate presents their research to the dissertation committee and often, an audience of peers, faculty, and sometimes the general public. Following the presentation, committee members and sometimes audience members ask questions related to the research and the findings.
• Question and Answer Session : This session allows the committee to probe the candidate's understanding of the research area, methodology, and conclusions. The candidate must defend their research choices and conclusions, demonstrating deep knowledge of the subject.
• Committee Deliberation : Following the Q&A, the committee deliberates in private to decide whether the candidate has successfully defended the dissertation. Criteria for success can include the originality of the research, the soundness of the methodology, and the significance of the contributions to the field.
• Outcome Announcement : The committee then informs the candidate of the outcome. Possible outcomes can include pass, pass with minor revisions, pass with major revisions, or fail, although specifics can vary by institution.
• Completion of Revisions (if required) : If the committee requires revisions, the candidate must complete these before the degree can be officially awarded. The scope of revisions can vary significantly.
• Final Submission : After any required revisions are made and approved by the committee, the final version of the dissertation is submitted to the university. This often includes submitting bound copies of the dissertation and making it available through the university's library or institutional repository.
• Graduation and Degree Conferral : Following successful defense and submission of the final dissertation, the candidate is eligible to graduate and receive their doctoral degree.

This process is a significant milestone in an academic career, representing the transition from student to scholar and contributing new knowledge to the field.

Even though it may seem horrible and nerve-racking, the process of defending your dissertation is pretty straightforward. And if you take your time to prepare for it well, you will not have any problems with the defense itself.

The scariest part is presenting your work to a group of professionals. You have to show your proficiency in the field, ability to think critically and withstand criticism. Most colleges and universities will allow you to choose your own committee. So, try to take your pick as early as possible so you’re not left with people the rest of your group didn’t want. 

How to defend dissertation?

Navigating your dissertation defense involves thorough prep, including understanding your institution's format, mastering your material, anticipating committee questions, and perfecting your presentation. During the defense, remain poised, address inquiries with depth, and interact professionally. Post-defense, be ready for revisions. Ensure professional attire, early arrival, and confidence in your expertise. Embrace feedback as growth. Celebrate this significant academic milestone, as it's not only an examination but a showcase of your scholarly journey.

Defending your dissertation is a pivotal moment in your academic career. Here's a step-by-step guide to prepare for and successfully defend your dissertation:

Let’s assume that your dissertation paper is done and approved. The next step after choosing your committee would be preparation. In one of the committee meetings, you will discuss how much time you have for your defense and the Q&A session afterward. Normally, the whole defense lasts about an hour, but it can vary depending on the number of doctoral students defending on the same day. 

Preparing for your defense means getting thoroughly acquainted with your paper. It might seem like a ridiculous piece of advice if you’ve written it yourself, yet, with a paper of that size, it’s easy to get lost. If you’ve used a dissertation writing service , you need to take special care in learning the contents of your paper. 

Prepare a presentation that you will be showing to the committee. Make sure the slides are clear and easy to understand, with most information placed in the speaker notes. You don’t want to overload the slides with text. 

Analyze your dissertation and think of all the possible questions the defense board members may have afterward. It’s hard to anticipate what a professional may ask about your ‘rookie’ paper, so it might help to speak to your academic advisor before the PhD defense . They might shed some light on the inconsistencies and possible lack of analysis in some areas. 

How to prepare for defense day?

When the day of defending dissertation finally comes, no matter how prepared you are, it will still be stressful. So, it makes sense to come over-prepared. Learn your dissertation text by hard.

Find every grammatical mistake and fix it. Get acquainted with every letter and word and really make sure it’s perfect. If you are convinced your paper is perfect, it will be hard for the defense board to convince you otherwise. 

How do I know I’m ready for my PhD dissertation defense?

Your academic advisor is your best friend in this situation. They have lots of experience in the matter, and they will be the first person to tell you if your paper is defense-proof. If you see them doubting or if they are asking lots of questions, use those questions as learning points. 

Most likely, they criticize you not because they hate you. But because they want to show you your gaps in knowledge. This is a powerful tool to help you find blank spots and fill them

What should I bring to my PhD thesis defense?

• Presentation Materials : This includes any slides or visual aids you'll use to support your talk. Ensure they are ready and compatible with the equipment available.
• Laser Pointer : Useful for highlighting specific areas or data on your slides during the presentation.
• Copy of Your Dissertation : Have at least one printed copy for your own reference. It's helpful for addressing specific questions or sections during the Q&A.
• Pen or Pencil : For making quick notes or annotations based on feedback or questions you may receive.
• Notepad : To jot down notes, questions, or reminders during the defense.
• Bottle of Water : Keeping hydrated is important, especially since you'll be speaking for an extended period.
• Backup of Your Presentation : Have a backup on a USB drive or accessible online in case of technical difficulties.
• Any Necessary Forms : Sometimes, there are forms that committee members need to sign post-defense. Check with your department for any such requirements.
• Questions for Your Committee : Have a list of questions or clarifications you might want to ask your committee after your defense.
• A Watch or Timer : To keep track of your presentation time and ensure you cover all points within the allotted duration.

Depending on how long is a PhD defense, you will need a different supply. If you are planning to sit through your whole class’ defense, you will need lots of water, some snacks to eat during the breaks, and your presentation materials.

However, if you are allowed to only show up to your defense and not listen to the entire class defend their dissertations, the most important thing you need to have is your dissertation and presentation. And don’t forget to bring some water, it can help you calm down if you get stressed.

Why does the dissertation length vary?

Various elements, such as institutional standards, the research's complexity, the extent of analysis, and the presence of supplementary materials, can determine a dissertation's length.

The length of your defense may also depend on how long is a dissertation . If your dissertation is 70 pages, your defense will definitely run shorter than if it is 300 pages long. The length of your paper will also influence the length of your PowerPoint presentation and the number of questions you get.

But how do you defend a dissertation? Defense is just an academic word for presenting your findings. You do your research, you present it to the board, and they ask you questions. By answering these questions, you defend the legitimacy and academic value of your doctoral defense research.

The key here is preparedness. Being well-acquainted with the contents of your paper and being able to defend it is your key to success. If you’re not sure about some parts of your dissertation, consult your academic advisor. They will be willing to help and advise you on whether you should take another semester to prepare.

Of course, it’s a great thing that ‘ write my dissertation ’ services exist. You can address a service like Studyfy and rely on it completely in the dissertation writing process. If you do, you can order your dissertation chapter by chapter and bring each draft to the professor for their notes and critiques.

What else do I need to know?

The most important part is you need to be prepared to defend dissertation meaning, and you need to know your dissertation by heart and be ready to justify every word in it. Sure, it may sound terrifying but thinking that millions of people have done that before you might give you some ease. 

How long is a dissertation defense?

Normally, defending my dissertation shouldn’t take more than an hour and a half. It usually lasts anywhere between 30 minutes and 1,5 hours.

It depends on your academic level, the number of people defending, and your preparedness. If the committee members sense you’re ill-prepared, they will ask you more questions.

It’s not because they want to thank you, but actually because they want to give you more chances. Asking more questions is usually an attempt to find an area that you’re very good at to give you a chance to redeem yourself.Your doctoral defense ia an important part of your doctoral journey, and it's bound to be more intense than a bachelor’s one. That’s only natural. Since your doctoral dissertation will be more in-depth, show a deeper understanding of the subject and better proficiency. 

The length of your defense will depend on many factors. But the most important one is your preparedness and confidence. If you are not prepared well, the dissertation committee will ask you lots of questions. They do that to find an area of study that you are good at, but at that moment, it might make you even more stressed. So, coming prepared is the best thing you can do for your defense to be successful. 

Using services like Studyfy is also an option. Yet, you must understand that if you show up with a perfectly written paper, yet you have no idea what it’s about, it will raise even more questions. That’s why you must prepare very well, regardless if you write your paper yourself or outsource it. If you still have some questions about how to write a dissertation , make sure to read our guide.

What is the key to dissertation defense?

Comprehensive Preparation: Familiarize yourself with your institution's defense protocols and engage in extensive practice. Segment your thesis for easier presentation, manage timing, highlight essential arguments, and anticipate likely inquiries. Organize a practice defense session to gain comfort with the procedure.

The most important thing you need to do to defend my dissertation is to start your prep early enough. What does it mean to defend your dissertation? Your defense is the pinnacle of all the hard work you've put in your studies throughout the years. Every time you write a paper, you must understand that you may use that research for your dissertation. So, your prep for dissertation defense starts as soon as you enter college.

What is defending a dissertation? Are there dissertation committee members?

Defending dissertation meaning is the process of presenting your research and findings to the board. Regardless if you buy dissertation or write it yourself, you will need to defend it. This is why you need to prepare carefully for your defense - study your paper through and through, think about all the possible questions you may be asked and think of the answers.

The dissertation committee or the dissertation chair are faculty members that will simply ask dissertation defense questions - some about research methodology, and some about the primary role of your work. Before the actual oral defense, try setting up a mock defense with your friend and go over the important topics.

How long is a thesis defense?

It depends on the length of your paper. Since your master’s thesis will probably be a bit shorter than a doctorate dissertation, you can count on your oral defense lasting up to an hour. Again, the length of the doctorate defense depends on how well you are prepared and how you handle the professors’ questions. 

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Preparing for a PhD Defense

Table of contents, preparing to start, nominate a faculty member to serve as chair for your defense, selecting a defense date, international students and work visas, registration categories for defense, dissertation writing and guidelines, preparing your dissertation for defense, registering your dissertation for the final oral exam, know the rituals.

• Use PowerPoint

Public Lecture

Dress Professionally

Items to Bring to the Defense

The Closed Examination

Address Questions with Confidence

Student Status

Final corrected copies of the dissertation, publishing your final dissertation, binding your final dissertation, before defense.

Before you can start your thesis you must:

• Complete all courses, exams, and research requirements
• Meet with your advisory committee to ensure that everyone agrees that the work is ready to defend
• Decide on a date for the defense
• Inform your graduate administrator that you have started the process to prepare for your defense

A chair is appointed for each PhD oral defense to monitor and promote fairness and rigor in the conduct of the defense. To help eliminate pre-established judgments on the candidate’s work, the chair should be from a different program/department than the student. For more information about chair responsibilities, read the instructions for the chair .

You must identify a faculty member to serve as chair for your defense. The chair must be:

• A current full-time faculty member at assistant professor rank or higher
• Outside the department offering the degree program, or outside your advisor's department (interdisciplinary degree programs only)
• Someone who has not had prior involvement in your research

The selection of the chair is subject to the approval of the department/program, th Arts, Sciences and Engineering dean of graduate education and postdoctoral affairs, and the University dean of graduate studies.

The chair must be physically present during the entire defense, including the public oral presentation (if applicable) and the questioning session. The chair is welcome to read and comment on the dissertation and/or the defense presentation, but this is not required. The chair does not need to be an expert in your research area.

It is your responsibility to get a copy of the final dissertation to the chair at least one week prior to the defense.

You should begin scheduling the actual defense date three months in advance to ensure that your advisor, committee members, and chair are able to be present and that rooms are available on the date and time selected.  

Defenses can be held on any day the University’s Graduate Studies Office is open (not weekends, evenings, holidays, or the days between Christmas and New Year’s). Check the  academic calendar  for important dates and deadlines.

Use the  PhD calendar  to determine the deadline dates for getting your paperwork to the Office of Graduate Education and Postdoctoral Affairs and department committee.

When all committee members and your chair agree to a specific date and time for the defense, inform your graduate administrator as soon as you possibly can, but no later than six weeks prior to your defense date . Your graduate administrator will advise you of any program-specific requirements for the defense as well as work with you to prepare for your thesis defense. They will also help you determine who will schedule the room for your thesis defense.

You should provide your committee members at least two weeks to read and comment on your dissertation before the date you need to register your dissertation.

Participating Via Video Conferencing

The University allows defenses to be conducted in-person, via videoconferencing, or in a hybrid fashion so long as all committee members participate synchronously. The committee and the candidate should agree on an appropriate format for the defense prior to registering the defense. 

We strongly recommend that international students meet with an  International Services Office (ISO)  representative as soon as permission to start writing is granted. The ISO will provide information on visa options, documentation, and timelines for applying for a visa for employment in the United States.

You will register for one of the following categories while preparing your defense:

• 999: Dissertation —Indicates the PhD student has completed all of the requirements for the degree except the dissertation and is in residence  as a full-time student
• 995: Continuation of Enrollment —Indicates the PhD student has completed all of the requirements for the degree except the dissertation and is not in residence as a full-time student

See the registration page for more information about these categories.

The Preparing Your Doctoral Dissertation manual is a great resource to help you bring your dissertation up to the required standard of organization, appearance, and format for the University of Rochester. Before preparing the defense copy of your dissertation, check the contents of the manual carefully to help avoid mistakes that can be time-consuming and costly to correct.

Before beginning your dissertation, you should consult with your advisor for your department or program’s preferred style guide (APA, MLA, Chicago).

Including material produced by other authors in your dissertation can serve a legitimate research purpose, but you want to avoid copyright infringement in the process. For detailed instructions on avoiding copyright infringement, please see ProQuest’s  Copyright Guide .

The University requires that you provide copies of the dissertation to your committee members and exam chair. You should check with your committee members to see if they prefer printed or electronic copies (or both). Printed copies do not need to be printed on heavyweight, expensive paper unless there is the need to do so for figures and images. 

Printing and binding a dissertation can be expensive. You can use the Copy Center or FedEx Office to print and bind your dissertation.

In order to register your dissertation, you or your graduate administrator will need to create a record on the Graduate Studies PhD Completion website . This record will include:

• Degree information
• Past degrees
• Contact information
• The defense version of your dissertation as a PDF
• Other relevant documents

The version of your dissertation attached to your online record is considered the registration copy.

When your PhD completion record is finalized, committee members will receive emails with links to access your record and approve your dissertation to progress to defense. You’ll need to provide copies of the dissertation identical to the registration copy to all members of your committee, including the chair, at least two weeks before the record is finalized. Everyone but the chair is required to comment or sign off on the dissertation before it is submitted.

There may be deadlines for registering your dissertation specific to your program. Consult with your graduate administrator to ascertain those deadlines and follow them carefully.

After all committee members have provided their approval, your thesis will be reviewed by your faculty director/department chair, the AS&E dean of graduate education and postdoctoral affairs, and the office of the University dean of graduate studies. When all of these officials have approved your committee and dissertation for defense, your dissertation is considered registered. You will be able to track these approvals in your online record and will receive a confirmation email when approvals are complete.

The GEPA Office and the AS&E dean of graduate education and postdoctoral affairs, as well as the University Graduate Studies Office, may make corrections to the PDF of your dissertation. This annotated copy of your dissertation, along with the original version, will be stored in the PhD completion website. You are not allow to distribute updated versions of your dissertation prior to the defense, but be sure to incorporate any corrections before uploading your final dissertation to ProQuest®. 

After the defense, if the committee has required major revisions to be approved by one or more of its members, it is your responsibility to provide them with the corrected final version for their approval.  They will be asked to submit written confirmation of that approval to the University Graduate Studies Office. Failure to do so could delay conferral of your degree.

After the defense, you will receive additional instructions by email for completion of all PhD degree requirements.

It is important to walk into the defense knowing that your committee wants you to pass. Even if criticism is harsh, it is meant to be constructive. The defense is not solely an opportunity for the committee to compliment and congratulate you for the work you have done. It is also meant to challenge you and force you to consider tough questions.

The Defense

The best way to prepare for your defense is to regularly attend the defenses of your colleagues throughout your graduate program, not just several weeks prior to your own defense.

You can also talk to people in your department who already defended to find out what their defenses were like. You should also speak with your advisor to get a sense of his/her specific expectations of a defense.

Guidelines for Presentations

Use PowerPoint or Other Software to Create Slides

You should prepare a presentation of the research that comprises the thesis. Your slides should encapsulate the work and focus on its most salient contributions. In preparing, ask yourself these questions: “What do I want people to know about my thesis? What is the most important information that I can present and talk about?”

Here are some basic tips:

• Use text large enough to be read by the audience (especially text from figures)
• Ensure graphics and tables are clear
• Don’t clutter your slides—if necessary, have things come up on mouse clicks
• Use spell check and proofread your slides
• Practice your presentation with your peers
• Work on pronunciation, if required
• Time your presentation to ensure it will fit the allotted time while allowing time for questions

If your defense includes a public lecture, we recommended that you do a trial run a day or two before in the room that has been booked for your lecture. This will allow you to familiarize yourself with the space and the equipment and to address any problems that arise during the trial run. 

Plan your public lecture to allow enough time for questions. Present enough information so that the audience understands what you did, why you did it, what the implications are, and what your suggestions are for future research.

Friends and family are welcome to attend your public lecture. Faculty and students in the audience are given the opportunity to ask questions.

Plan to dress professionally for the defense in the same way you would if presenting a paper at a conference or for a job interview. You will be standing for a long time on the day of your defense. You might want to keep this in mind when selecting the shoes you will wear for your defense.

Essentials for your public lecture include:

• Your presentation
• A laser pointer
• A copy of your dissertation
• A pen or pencil
• A bottle of water 

You will be asked to leave the room while your committee reviews your program of study, and decides whether:

• The thesis is acceptable/not acceptable
• Whether members will ask sequential questions or whether each member will be allotted a specific time period for questioning

The person to start the questioning is designated. You will be called back into the examining room and questioning will begin. After all questions have been addressed, you will be asked to leave the room while your committee decides the outcome of the exam. You will be asked to return to the room to be informed of the outcome by the chair of your exam committee.

• Listen  to the entire question no matter how long it takes the faculty member or student to ask it (take notes if necessary).
• Pause and think  about the question before answering.
• Rephrase  the question.
• Answer  the question to the best of your ability; if you do not know the answer, remain calm and say so in a professional way.
• Remember  that no one will know the ins and outs of the thesis and your research materials as well as you.  You  are the foremost expert in the thesis topic and  YOU know the research involved. Be positive!

Possible outcomes include:

• Acceptable with minor or no revisions (no further approval required)
• Acceptable with major revisions in content or format (in this case, one or more committee members must be responsible for overseeing and approving the major revisions before the final copies are submitted)
• Not acceptable

After the Defense

You can submit the final corrected copies of your dissertation as soon as you address any remaining comments that were brought up during the defense or noted in the registration copy of your dissertation, which will be returned to you usually within a few days before or after the defense. You can take up to one semester following the defense to address any comments, during which you can remain a full-time student. Your degree conferral date will depend on when you submit the final corrected copies of your dissertation.

The day after your defense, you will receive an email from the University dean of graduate studies that provides instructions on how to:

• Submit the final corrected copies of your dissertation through ProQuest
• Provide authorization for the release of your dissertation through UR Research
• Complete a mandatory online exit survey
• Verify to the University dean of graduate studies’ office that the dissertation has been submitted

The University of Rochester requires all doctoral candidates to deposit their dissertations for publication with ProQuest Dissertation Publishing and with the University libraries. Hard copies are not required. The library receives an electronic copy of the dissertation from ProQuest, but students must give the University permission to obtain it.

For questions regarding publishing through ProQuest, contact Author Relations at [email protected] or (800) 521-0600 ext. 77020.

Check with your graduate administrator to see if your department wants a bound copy of your dissertation, and, if so, how the cost of binding is covered.

If you want a bound copy for yourself or your family, you can purchase one through ProQuest .

Last Revision: October 29, 2024

Dissertation Defense

To complete the doctoral program, you must write and defend your dissertation. The dissertation must be approved by the dissertation committee via the oral defense.

Oral Defense of Dissertation: Possible outcomes for the dissertation defense are “Pass with Distinction,” “Pass,” “Pass with Revisions,” or “Fail.” Committee members award a “Pass with Distinction” if they believe you have produced a study worthy of publication in a top-tier venue (either academic or trade publication).

• The “Pass with Distinction” indicates that the dissertation is of superior quality and would meet application standards for peer reviewed journal. This will only be awarded to the top ten percent of dissertations.
• A “Pass” indicates that you have successfully completed the dissertation and are ready to submit it for graduation.
• A “Pass with Revisions” indicates that you need to complete specific revisions and receive approval from the committee before submitting the dissertation for graduation.
• A “Fail” indicates that the dissertation needs substantial revisions. You must schedule another oral defense within 6 months of the original defense, in coordination with the faculty advisor and committee.

Submitting the Dissertation: After the committee has approved the final draft of the dissertation, you are required to submit it to the APUS Repository and Proquest Theses and Dissertations database in order to graduate. Your dissertation chair will provide you with guidance about this process.

Dissertation Committee: The dissertation committee is made up of your dissertation chair and one other faculty member from APUS. You are required to have one approved external member. Qualifications for this person are spelled out in the Dissertation Manual. Each member of the committee must approve that dissertation proposal and the final product.