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How to prepare an excellent thesis defense

What is a thesis defense?

How long is a thesis defense, what happens at a thesis defense, your presentation, questions from the committee, 6 tips to help you prepare for your thesis defense, 1. anticipate questions and prepare for them, 2. dress for success, 3. ask for help, as needed, 4. have a backup plan, 5. prepare for the possibility that you might not know an answer, 6. de-stress before, during, and after, frequently asked questions about preparing an excellent thesis defense, related articles.

If you're about to complete, or have ever completed a graduate degree, you have most likely come across the term "thesis defense." In many countries, to finish a graduate degree, you have to write a thesis .

A thesis is a large paper, or multi-chapter work, based on a topic relating to your field of study.

Once you hand in your thesis, you will be assigned a date to defend your work. Your thesis defense meeting usually consists of you and a committee of two or more professors working in your program. It may also include other people, like professionals from other colleges or those who are working in your field.

During your thesis defense, you will be asked questions about your work. The main purpose of your thesis defense is for the committee to make sure that you actually understand your field and focus area.

The questions are usually open-ended and require the student to think critically about their work. By the time of your thesis defense, your paper has already been evaluated. The questions asked are not designed so that you actually have to aggressively "defend" your work; often, your thesis defense is more of a formality required so that you can get your degree.

Check with your department about requirements and timing.
Re-read your thesis.
Anticipate questions and prepare for them.
Create a back-up plan to deal with technology hiccups.
Plan de-stressing activities both before, and after, your defense.

How long your oral thesis defense is depends largely on the institution and requirements of your degree. It is best to consult your department or institution about this. In general, a thesis defense may take only 20 minutes, but it may also take two hours or more. The length also depends on how much time is allocated to the presentation and questioning part.

Tip: Check with your department or institution as soon as possible to determine the approved length for a thesis defense.

First of all, be aware that a thesis defense varies from country to country. This is just a general overview, but a thesis defense can take many different formats. Some are closed, others are public defenses. Some take place with two committee members, some with more examiners.

The same goes for the length of your thesis defense, as mentioned above. The most important first step for you is to clarify with your department what the structure of your thesis defense will look like. In general, your thesis defense will include:

your presentation of around 20-30 minutes
questions from the committee
questions from the audience (if the defense is public and the department allows it)

You might have to give a presentation, often with Powerpoint, Google slides, or Keynote slides. Make sure to prepare an appropriate amount of slides. A general rule is to use about 10 slides for a 20-minute presentation.

But that also depends on your specific topic and the way you present. The good news is that there will be plenty of time ahead of your thesis defense to prepare your slides and practice your presentation alone and in front of friends or family.

Tip: Practice delivering your thesis presentation in front of family, friends, or colleagues.

You can prepare your slides by using information from your thesis' first chapter (the overview of your thesis) as a framework or outline. Substantive information in your thesis should correspond with your slides.

Make sure your slides are of good quality— both in terms of the integrity of the information and the appearance. If you need more help with how to prepare your presentation slides, both the ASQ Higher Education Brief and James Hayton have good guidelines on the topic.

The committee will ask questions about your work after you finish your presentation. The questions will most likely be about the core content of your thesis, such as what you learned from the study you conducted. They may also ask you to summarize certain findings and to discuss how your work will contribute to the existing body of knowledge.

Tip: Read your entire thesis in preparation of the questions, so you have a refreshed perspective on your work.

While you are preparing, you can create a list of possible questions and try to answer them. You can foresee many of the questions you will get by simply spending some time rereading your thesis.

Here are a few tips on how to prepare for your thesis defense:

You can absolutely prepare for most of the questions you will be asked. Read through your thesis and while you're reading it, create a list of possible questions. In addition, since you will know who will be on the committee, look at the academic expertise of the committee members. In what areas would they most likely be focused?

If possible, sit at other thesis defenses with these committee members to get a feel for how they ask and what they ask. As a graduate student, you should generally be adept at anticipating test questions, so use this advantage to gather as much information as possible before your thesis defense meeting.

Your thesis defense is a formal event, often the entire department or university is invited to participate. It signals a critical rite of passage for graduate students and faculty who have supported them throughout a long and challenging process.

While most universities don't have specific rules on how to dress for that event, do regard it with dignity and respect. This one might be a no-brainer, but know that you should dress as if you were on a job interview or delivering a paper at a conference.

It might help you deal with your stress before your thesis defense to entrust someone with the smaller but important responsibilities of your defense well ahead of schedule. This trusted person could be responsible for:

preparing the room of the day of defense
setting up equipment for the presentation
preparing and distributing handouts

Technology is unpredictable. Life is too. There are no guarantees that your Powerpoint presentation will work at all or look the way it is supposed to on the big screen. We've all been there. Make sure to have a plan B for these situations. Handouts can help when technology fails, and an additional clean shirt can save the day if you have a spill.

One of the scariest aspects of the defense is the possibility of being asked a question you can't answer. While you can prepare for some questions, you can never know exactly what the committee will ask.

There will always be gaps in your knowledge. But your thesis defense is not about being perfect and knowing everything, it's about how you deal with challenging situations. You are not expected to know everything.

James Hayton writes on his blog that examiners will sometimes even ask questions they don't know the answer to, out of curiosity, or because they want to see how you think. While it is ok sometimes to just say "I don't know", he advises to try something like "I don't know, but I would think [...] because of x and y, but you would need to do [...] in order to find out.” This shows that you have the ability to think as an academic.

You will be nervous. But your examiners will expect you to be nervous. Being well prepared can help minimize your stress, but do know that your examiners have seen this many times before and are willing to help, by repeating questions, for example. Dora Farkas at finishyourthesis.com notes that it’s a myth that thesis committees are out to get you.

Two common symptoms of being nervous are talking really fast and nervous laughs. Try to slow yourself down and take a deep breath. Remember what feels like hours to you are just a few seconds in real life.

Try meditational breathing right before your defense.
Get plenty of exercise and sleep in the weeks prior to your defense.
Have your clothes or other items you need ready to go the night before.
During your defense, allow yourself to process each question before answering.
Go to dinner with friends and family, or to a fun activity like mini-golf, after your defense.

Allow yourself to process each question, respond to it, and stop talking once you have responded. While a smile can often help dissolve a difficult situation, remember that nervous laughs can be irritating for your audience.

We all make mistakes and your thesis defense will not be perfect. However, careful preparation, mindfulness, and confidence can help you feel less stressful both before, and during, your defense.

Finally, consider planning something fun that you can look forward to after your defense.

It is completely normal to be nervous. Being well prepared can help minimize your stress, but do know that your examiners have seen this many times before and are willing to help, by repeating questions for example if needed. Slow yourself down, and take a deep breath.

Your thesis defense is not about being perfect and knowing everything, it's about how you deal with challenging situations. James Hayton writes on his blog that it is ok sometimes to just say "I don't know", but he advises to try something like "I don't know, but I would think [...] because of x and y, you would need to do [...] in order to find out".

Your Powerpoint presentation can get stuck or not look the way it is supposed to do on the big screen. It can happen and your supervisors know it. In general, handouts can always save the day when technology fails.

Dress for success.
Ask for help setting up.
Have a backup plan (in case technology fails you).
Deal with your nerves.

What is a Thesis Defense?

Reviewed by David Krug David Krug is a seasoned expert with 20 years in educational technology (EdTech). His career spans the pivotal years of technology integration in education, where he has played a key role in advancing student-centric learning solutions. David's expertise lies in marrying technological innovation with pedagogical effectiveness, making him a valuable asset in transforming educational experiences. As an advisor for enrollment startups, David provides strategic guidance, helping these companies navigate the complexities of the education sector. His insights are crucial in developing impactful and sustainable enrollment strategies.

Updated: March 17, 2024 , Reading time: 21 minutes

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Going into college, students may need to make a lot of decisions. First-year students may have to deal with choosing their degree programs and moving into their dormitories. With the evolving educational system in the U.S., many schools are retrofitting their curriculums and offering more academic options.

Most universities are leaning toward holistic development and incorporating diversity into their programs. With this, according to the U.S. Census Bureau , there’s an upward trend in the number of college graduates in the country every year.

In terms of academic programs, there are different fields to choose from, including architecture, communications, and business. In addition to the various fields, there are also several majors to choose from, such as computer engineering, public health, and graphic design. Most programs are designed for classroom learning and experiential learning.

College students may also take up minors that complement their major, or it may be from a different field, such as one that fits their interests or may help them with their future careers. Some minors may include urban planning, creative writing , or different cultural studies. Aside from this, students may also have to choose between a two-year or four-year undergraduate program.

Undergraduate Programs

After high school, students may either earn a bachelor’s degree or opt for an associate degree. The two degrees vary primarily by the duration of the academic program. Bachelor’s programs typically take four years to finish.

In fact, according to a report , 41% of students earning a bachelor’s degree finish it within four years. This requires the student to finish 120 credit hours, providing a broad education based on various subjects and an academic major.

Basic subjects, such as history, social sciences, and mathematics are usually covered within the program’s first half. Students are exposed to subjects dealing with their chosen major, like business or engineering majors, towards the second half.

Bachelor’s degree programs may be divided into Bachelor of Science (B.S.) and Bachelor of Arts (B.A.). B.S. degrees usually deal with mathematical sciences, while B.A. degrees may include social sciences and fine arts.

On the other hand, associate degrees are earned by taking up 60 credit hours, which usually takes two years to finish. Most community colleges and state universities offer this degree program. If you’re planning to finish an associate degree, you must complete a program consisting of different subjects under general education, a concentration in a particular field, and different electives based on your interests.

What is a Thesis?

Most bachelor’s degree programs include a thesis during the student’s last year in college or senior year. In most programs, a thesis is primarily designed to ensure students understand their field or major. It serves as a culmination of what they have covered in their curriculum. Students are generally required to think critically about the work they do and answer open-ended questions.

A good thesis may aim to provide solutions to problems from different fields backed by reliable data. It may come in different forms, such as exploratory thesis, development project, and production.

A development project may aim to create or enhance existing standard practices or working methods. This may involve suggesting improvements to maximize certain parameters. For example, students may study the effects of automating businesses to improve their productivity.

On the other hand, the production thesis involves creating new products or formulating new tools. This may be practiced in advertising or business marketing, where students may be asked to produce marketing tools or new products.

Lastly, an exploratory thesis may deal with either a development thesis or production. It may involve evaluating certain procedures qualitatively or quantitatively. Additionally, the method may involve the exploration and testing of theoretical ideas. In this type of thesis, students often gather the data to be used in the thesis independently.

Who Needs a Thesis?

Thesis writing isn’t always necessary for completing academic programs. It usually depends on the course track and whether or not making a thesis fits the subject taken. Nowadays, many schools offer both a thesis route and a non-thesis one to fit their students’ preferences.

For the non-thesis track, students are given the option to take more classes instead of completing a thesis. It also applies to students seeking additional subjects within their field. Alternatively, you can either conduct research or complete supervised fieldwork rather than writing a thesis.

Students earning an undergraduate degree in a certain field and major may present a topic related to their major. There are many majors to choose from. Some majors requiring a thesis include Philosophy, Business Administration, and Literature. A variety of subtopics may be selected for research and investigation.

For example, a civil engineering student taking up a major in structural design may present a thesis about the effects of an earthquake on the building’s structural safety. In the same way, English majors may tackle topics related to different authors and literary works across different genres.

Business majors may present different proposals to improve production procedures or test out strategies to increase sales turnout.

Thesis Process

Writing a thesis paper is usually the final requirement before graduation. If you’re in your senior year, this is vital in ensuring a diploma. Thesis writing takes a long process and involves a lot of patience since it may involve tedious work such as data collection and research. Here are the different phases involved in creating a thesis:

Establishing the Thesis Problem

This also involves knowing your topic and creating the thesis title. By reading current research or theories on your topic, you may check if there is a research problem to be solved. It’s best to formulate a clear research question that identifies all the relevant issues. It’s also best to find a faculty advisor with ample knowledge of the subject you’ll be tackling.

Build a strong working relationship with your chosen advisor from whom you’ll be getting insights. Ask for their teaching schedule so you’ll know when to approach them for consultation.

Creating a Plan

Some thesis advisers require a project plan at the start. This is to ensure that there’s a proper procedure and thought process followed from research to defense. If you’re struggling with creating a plan, you may start with an outline of your proposal. Then you may slowly build up your research per section. It’s important to know where to find your sources and what topics to research.

Doing your Research

Students are required to read related literature and previous projects related to your topic. This may help in being more familiar with the subject matter and in establishing your methodology. Setting up the project often takes up a substantial portion of research time for most students.

Writing the Thesis Paper

This doesn’t just involve writing the final output. Thesis writing is done from the start of the project to establishing the research of the topic and gathering needed data. Another important aspect of a thesis paper is the analysis of the result of the experiment and how it can solve the problem stated at the start of the thesis.

Lastly, conclusions and recommendations are crucial in completing a thesis paper. It’s important to relate the conclusion to the statement problem. Then, you may draw recommendations from the conclusion.

Editing and Submission

After creating your final output, the advisor usually goes over the paperwork and recommends edits to improve the flow and data tabulation. Seek guidance and be open to criticism ! This is important in polishing certain sections of the thesis paper. Certain guidelines may also be set to keep all the reports uniform.

It’s important to follow the prescribed guidelines such as the font size, font style, and cover page. After all the editing is done, most departments require several formal printed copies of the manuscript for submission to the panel.

Defending the Thesis

Students defending their undergraduate thesis usually present their study, along with the results and how they came up with it. If you’re presenting data, prepare illustrations and graphs to organize them and show correlations efficiently. It is advisable to keep your presentation concise based on the limited discussion time given to you.

To draft an effective presentation, you may start by discussing the background of the study and its problem statement. Then, you may show how you could gather the data needed to solve or support your study’s objectives.

After presenting the methodology, you may present the results effectively by creating graphs and charts. The final part of the presentation would be your study’s conclusion.

The thesis defense is usually presented to a panel consisting of different faculty members knowledgeable about the subject. Following the presentation, the panel will be asking a series of questions that are relevant to the write-up.

Some questions may tackle the research methodology and the significance of the study. That is why it pays to be ready and possess exceptional knowledge of the thesis paper.

Common Parts of a Thesis

Introduction

With the introduction, it’s important to give a clear overview of what the paper will be about. Aside from stating the subject, this section is also a good start to introducing the purpose of the study and its intended audience.

It’s also the part where you can establish the boundaries for the study, which may help you focus more on getting focal results. Background information is also best discussed in this section.

Problem Statement

When dealing with the problem statement, it’s important to be specific with the subject and its terms. This is so you can focus on a particular problem and avoid investigating a broad range of problems associated with a topic. This may lead to unmanageable methodologies, and chances are, you’re proposal may be rejected.

The key is to have a topic that you’re interested in and find a specific problem or subtopic that you want to delve more into. Aside from specifically stating the problem, this section may include a short description of how to solve it. It may also include a summary of the proposal’s purpose and scope.

Literature Review

The literature review may come in a separate section or as part of the introduction. Either way, it’s best to find various sources related to the topic and problem. It’s best to include different sides of the subject and organize them in a structured layout.

Methodology

This section includes how data is gathered and how it will be analyzed. You may also describe how you chose the research design and formulated the methods. Don’t forget to include the description of each procedure so readers may understand them more.

You may also include certain limitations to the method applied. This may show the readers that you are aware of your constraints and have taken the necessary steps to manage them.

Results and Discussion

This section outlines the results after following the methods in the previous section. Most of the data in the research may be found in this section, and its analysis may be found in the discussion. You may use different graphs and tables to show the data in a more organized manner.

The discussion section shows the interpretation of the illustrations and the correlation of the results to the questions at the start of the thesis. It’s best to cite references while discussing the results, adding more credibility and scientific backing to the claims.

It’s best to summarize the important information obtained in the conclusion since some readers may go to this section right away. To effectively write your conclusion, it’s important to relate the results of your experiment or research to the objective and problem of the study.

You may enumerate and summarize the results when relating them to the study’s objectives. Be sure to include recommendations on improving data-gathering methods and suggest other areas that other researchers may focus on.

Recommendations

You may also add a section containing recommendations that are related to your topic. This may include suggesting further studies or diving into a similar subtopic to support different claims. It’s important to write this section with the target audience in mind. You may separate each recommendation according to its appropriate audience.

Citing your sources is an important element in an effective thesis paper. You may organize all your references in one section, alphabetically, to keep them in order. This may help the readers read on research topics and may make your statements more credible.

Footnotes are also beneficial but having a section listing all your sources will make the paper more organized.

Tips for Writing Your Thesis

Writing a thesis paper comes in different parts. In every section, you may face different challenges and hardships. With this, here are some tips to consider when writing your thesis:

Simplify and explain the ideas. – You may need to write in a way that a person with little to no idea of the subject can understand the paper. That’s why it’s important to define the terms used in the study in a clear manner. It’s recommended that you provide a section where abbreviations and their meanings may be shown and discussed.
Think creatively . – You may need to think out of the box, especially when devising your research methodology. It’s also best to look for different ways to present your data effectively. Brainstorm for different sources and ideas that may be used to improve the overall thesis paper.
Go for relevant information. – Don’t just add sources to bulk up the report. It’s important to filter your literature and only use the ones that add value to your study. Avoid repetitive studies or sources that support the same ideas.
Choose a good topic. – If you have trouble choosing a topic, consider how passionate you are about the subject. If you’re genuinely interested in a topic, chances are you may be more motivated to do research and find solutions to solve problems related to that field.
Close loose ends. – One of the things to consider when writing your conclusion is answering the problem statement. Any loose ends may bring in more questions, especially during the thesis defense. Address unanswered questions by recommending them in future research or a different thesis approach to the same field.
Rewrite until you’re satisfied with the outcome. – You may be given ample time to finish your thesis, so it’s best not to rush things. Take your time in drafting every section of the paper. If necessary, write drafts and have them checked by your advisor from time to time. In most cases, you may be given a set schedule to consult with your advisors.
Be organized. – Starting with an outline may help you stay on track. It may also help you know which areas need to be done next. Aside from this, it’s best to organize your files, such as the gathered data and literature review articles, in a document folder so it may be easy for you to find them. Having disorganized files may cost you more time and leave out important files.

How to Improve Your Thesis Defense Presentation

Going into a thesis defense can be both challenging and stressful. It’s important to consider it as an opportunity to share your knowledge and understanding of the research. Be sure to discuss your topic and results with your panel in great detail and reconsider simply throwing in arguments for the sake of it. Your presentation will also play a pivotal role during a thesis defense.

It’s best to look for simple presentation templates since the panel may be distracted by full graphics. Make sure that the colors used in your slides are easy on the eyes and keep the animation minimal. You may prepare a clear presentation structure that starts with a title and a brief introduction to the study. Your introduction may include the field of the topic and its relevance.

Keep it short, as you might need more time to discuss the latter sections of the report. You may include highlights from literature related to the study, followed by the research methodology.

Aside from showing relevant information, such as its sample population and type of study, make sure to enumerate the steps taken clearly. You may use bullets to create an organized methodology presentation. Also, be sure to include why you chose the specific methodology and how your data was analyzed.

The next part of your presentation will include the results of your experiment or survey. It’s important to highlight the important data and results . Improve your presentation by showing the collected information in graphs or illustrations such as bar graphs or pie charts.

When presenting data through graphs, make sure to use contradicting colors that may emphasize differences and label them accordingly to avoid any confusion.

In the discussion section, present only the significant findings and how it is relevant to your topic. Make sure that the conclusions are concise and answer the problem statements of the study. You may include the limitations of the study, along with your suggestions, through the recommendations section. You may end your presentation by sharing your conclusion and recommendation.

Ace your Oral Defense

Defending your thesis is the last step of your thesis and probably the most nerve-wracking too. Your oral defense may make or break your entire thesis journey, so it’s best to exert effort on acing it. With this, here are some tips to take control of your thesis defense:

Start with an introduction.

It’s best not to jump into the report right away. Take your time in introducing yourself or your groupmates if you’re working in pairs or threes. You may also acknowledge the members of the panel. This also gives you some time to ease into your place and prepare for the presentation. However, it’s best to make your introductions quick since you may be given a limited time to present.

Calm your nerves.

Getting nervous before a presentation is normal. However, you shouldn’t let it get the best of you and everything you have worked hard for. Being nervous while presenting may lead to you talking fast, which may confuse the panel. It may even cause you to forget and miss the report’s important highlights.

It’s best to take a deep breath and take your time going over the presentation. It’s also alright to pause before answering any question from the panel. This allows you to think and articulate your answer more clearly.

Prepare beforehand.

It’s important to go over the report several times and review the results to understand them fully. Aside from understanding the thesis paper, find time to prepare for the presentation used for the oral defense. Knowing its flow and highlights may help you maintain your confidence during the presentation.

Be sure to practice and prepare what you’ll be saying. Despite sounding scripted, preparing a script may help you finish the presentation within the given time constraint.

Formulate possible questions.

One way to effectively prepare for an oral defense is to anticipate the panel’s questions. Take time to think about possible questions and scenarios that may be raised. Take time to list them down and research each one. This may also give you additional insight into your subject that you have missed previously. Understand the questions and formulate your answers in advance.

Keep it short but concise.

Most students are given a short time to present their thesis. If you’re presenting your thesis, it’s integral only to include the main points and important information. You may include relevant results and organize them through graphs or tables.

Avoid adding unnecessary animations that may take time and go straight to the point in terms of presentations. You may save time by following PowerPoint templates designed for presenting studies.

Be confident.

Be confident , or at least try to pretend until you finish the whole defense. It’s important to maintain eye contact, especially with the panel. Appearing timid may show that you’re not prepared or knowledgeable of your topic.

Additionally, it’s important to talk clearly and emphasize certain words, which may help you avoid sounding monotonous. You may create an outline and prepare handy notes that you can check from time to time.

Questions Frequently Asked During Thesis Defense

Answering questions is part of every thesis defense. After sharing your thesis presentation, the panel will be asking various questions to clarify certain areas of the study. To evaluate your understanding of the topic, you may be asked to expound on the different methods applied to the research.

It’s important to be aware of the usual questions so you can prepare in advance. Here are some of the possible questions to be asked in a thesis defense:

What’s the significance of the study? Although this may be included in the thesis already, the panel frequently asks to check if you know the importance of your thesis by heart. It’s best to answer why you did the study and how it will contribute to your chosen field or society.
What are the limitations of the study? – This is rather tricky since panel members might be testing you if there are things that you failed to address or acknowledge. It’s best to go over your thesis and raise your recommendations when answering this.
Briefly share with us your study. – You may face this request even after summarizing your thesis report into a twenty-minute presentation. The panelists may be testing you to see if you can explain the thesis more concisely. This will measure how you understand the entire study. An outline of the study will come in handy to answer this.
Why did you choose this topic? – With this question, you may share your reasons for choosing a certain topic. In addition, you may also highlight the study’s impact as one of the deciding factors.
What are the problems that you have encountered? – You may share the problems that you have encountered. However, it’s best to pair them with the solutions that you came up with to solve them.
Can you share any significant data? – This may either mean that you’ve shown too much data for them to notice the significant ones or simply to test if you know what data is important to support your results and discussion. It’s important to prepare for this question since this may lead to more follow-up queries.
If you had a chance to change anything in your research, what would you do differently? – This question is usually asked towards the end of the defense. You may use your recommendations to answer this. Most of the panelists may ask this to challenge you to think critically of the topic and look at the study’s bigger picture.

What Happens After the Thesis Defense?

After presenting your thesis through an oral defense, the panel will deliberate on the results and produce amendments to the study. Some may be given a passing mark wherein there are no changes to be made. This takes you a step closer to graduation. However, there are times when panelists may suggest certain revisions to the thesis paper.

These revisions vary from major to minor amendments. Sometimes, the student will need to redo an oral defense to present the changes to their study. Some revisions may be as small as changing some literature reviews or as big as restructuring the methodology and gathering the data again.

Failure marks are also possible but very rare since there is usually no limit to the revisions to be made. It may take longer than usual to finish the entire thesis process.

The Takeaway

Different undergraduate degrees come with various requirements. One of which is creating a thesis paper. Bachelor’s degree programs typically involve a thesis in the student’s final year of college. It’s a culmination of what the student has covered throughout their course or major.

A thesis paper comprises different sections, such as its introduction, methodology, and conclusion. Each section supports the established main topic and the study’s problem statement.

If you’re finished with editing and submitting your thesis paper, the last part of the process is presenting your study in front of a panel through a thesis defense. This is vital for teachers to understand how you worked with the thesis. It may also help them assess if you’re knowledgeable enough about the topic covered.

During the thesis defense, it’s best to show a short presentation to allow time for some questions from the panel. In terms of presenting data, be sure to organize them through charts and graphs and label them accordingly. Use slides that are simple and visually pleasing.

When presenting, it’s recommended to come prepared and be confident when addressing the panel. The panel may not expect you to know everything, but they will most definitely watch how you conduct yourself during the thesis defense.

We’re certain of one thing—your search for more information on picking the best graduate degree or school landed you here. Let our experts help guide your through the decision making process with thoughtful content written by experts.

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Graduate Education

Thesis defense.

This is a comprehensive guide, written specifically for SMD graduate students. The guide covers everything from before the defense, to the defense itself, to after the defense, providing information about the process, outlining requirements and offering useful tips. Please refer to the Timeline for PhD Defense

Before Defense

Get permission to start writing.

After completing all course, seminar, TA, publication and research requirements for your program of study, there are many things that must be done before a thesis defense can occur. Most importantly, you must meet with your advisory committee at least 6 months before you intend to defend your thesis. Your advisor and committee need to agree to your intentions to conclude experiments and data collection and begin writing. Once you get the go-ahead to start writing your thesis, you will need to decide on a date by which the defense should occur. You will also need to inform your program director and graduate program coordinator that you have started the process to defend.

Chair for Your Defense

A Chair is appointed for each PhD oral defense exam to monitor and promote fairness and rigor in the conduct of the defense.

At least 4 months prior to your defense, you, with support from your advisor and/or program director, must identify a faculty member to serve as Chair for your defense. The Chair must be a current full-time tenure-track University of Rochester faculty member at assistant professor rank or higher who is external to the program, and without a significant scholarly relationship with the candidate or other committee members. You must include the Chair in planning for specific dates and times for your defense.

Selecting a Defense Date

If all goes as planned and you have made sufficient progress in your writing, schedule the actual defense date at least three months in advance to ensure that your advisor, all committee members and your appointed Chair are able to be present at your defense and that rooms are available on the date and time selected.

The academic calendar includes important dates for defense for each semester of the academic year. When you begin thinking about defending, check the academic calendar for deadlines and blackout dates (periods of time when defenses are not permitted). This will make identifying possible dates for defense a lot easier for you, your committee members and your Chair.

When all members of your committee and your Chair agree to a specific date and time for defense, inform your graduate program coordinator of the scheduled defense date as soon as you possibly can but no later than 8 weeks prior to your defense date. They will advise you of any program-specific requirements for the defense as well as prepare your Program Statement on Completion of PhD Requirements . This form requires your program director’s signature. Check with your graduate program coordinator to determine if you or they will obtain the signature for your form. Once approved and signed, this form along with others will be scanned and submitted via an online thesis registration system along with a pdf of your thesis and an Exit Interview Form and your CV/Resume.

International Students and Work Visas

It is strongly recommend that international students meet with an International Services Office rep 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 US.

Registration Categories for Defense

In your final semester (the semester in which you defend), you will register for a placeholder registration category rather than PhD Research. The categories are:

“Dissertation” non-credit bearing registration category that 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.

You must be in residence full-time and planning for a defense in the upcoming semester. If a defense does not occur, the Registrar will change your registration for the semester to reflect credit hours.
You are eligible for student health insurance, loan deferments, and University housing, but not eligible for financial aid in the form of student loans.

"Continuation of Enrollment” non-credit bearing registration category that 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. When registered for Continuation of Enrollment, your time status is less than half time.

Appropriate for the student who has left the University prior to completion for a job or personal reasons but has a defense planned during the upcoming semester.
Requires permission of the advisor, the program director, and the Dean.
You are not eligible for student health insurance, loan deferments, University housing, or financial aid in the form of student loans.

Thesis Writing and Guidelines

The preparation of doctoral theses–a manual for graduate students.

The University of Rochester offers this manual to graduate students and it is meant to help you to bring your thesis up to the required standard of organization, appearance, and format for the University of Rochester. Before preparing the defense copy of your thesis, check the contents of the manual systematically. In so doing, you may avoid mistakes that can be time-consuming and costly to correct. The manual does not deal with the art of scholarship. There are numerous guidebooks and style manuals available for dissertation writers. However, before beginning the writing of your dissertation, you should consult with your department regarding preferred styles.

Thesis Writing Timeline | Make an appointment with our Life Sciences Writing Specialist for help writing your thesis.

Including material produced by other authors in your dissertation or thesis can serve a legitimate research purpose, but you want to avoid copyright infringement in the process. Republishing someone else's work, even in abbreviated form, requires permission from the author or copyright owner. You must receive permission from the author(s) and include it with your submission before it can be published in your dissertation.

For detailed guidance on avoiding copyright infringement, please see ProQuest’s Copyright Guide.

SMD Guidelines for the Content of a PhD Thesis

The School of Medicine and Dentistry offers this manual to graduate students in the basic sciences , Epidemiology , Health Services Research and Policy , and Statistics programs. These guides focus on how a thesis should be structured for writing and for the content that comprises a well-written thesis. They are meant to be a supplement to the general guidelines of the University of Rochester for preparation of a thesis (The Preparation of Doctoral Theses: A Manual for Graduate Students).

Statistics students should consult their program director for thesis requirements specific to the discipline. In the event you need assistance in writing your thesis, a Life Sciences Writing Specialist is available to work with you.

Rooms for Your Defense

Two rooms must be reserved: the first for your oral presentation and the second for your closed exam. Most often, the oral presentation is held in an auditorium and the closed exam is held in a departmental conference room. Check with your graduate program coordinator to determine if you or they will schedule rooms for your thesis defense.

Registering Your Thesis for the Final Oral Exam

You, your graduate program coordinator, or both of you together, will create your record in the University of Rochester Graduate Studies PhD Completion website . This record will include your degree information, past degrees, important contact information, and attachments including the defense version of your thesis in pdf format, and other relevant documents. The version of your thesis submitted to your online record is considered the registration copy. “Registering” simply means that you have presented a thesis, which you intend to defend, to the Dean of your School and to the University Dean that governs all doctoral candidates.

When the PhD Completion record is finalized (submitted) by your graduate program coordinator, your advisor and committee members will receive emails with links to access your record and to approve your thesis to progress to defense. Well before the online record is submitted, you must provide copies of the thesis identical to the registration copy to all members of your committee, as well as to your appointed Chair. Please consult with them for their preferred format. Some will accept a pdf and others will request a hard copy. Each of these individuals must have possession of your thesis for a minimum of two weeks before they are asked to sign off on the readiness of the work for defense. There may be deadlines for registering your thesis specific to your graduate program. Consult with your graduate program coordinator to ascertain those deadlines and follow them carefully. Please plan the completion of your degree by following your program’s deadlines in tandem with the academic calendar.

After all committee members have given approval, your program director, and the Registrar, will approve the thesis for registration using the same online system. Then, requests for review and approval will go to the Senior Associate Dean for Graduate Education and Postdoctoral Affairs and then to the office of the University Dean of Graduate Studies. When all of these officials have approved your committee and thesis for defense, it 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.

Comments indicating required corrections to your thesis may be made by your advisor, committee members and the Deans along the way of the approval process. This annotated copy of the thesis, along with the original version, will be stored in the PhD Completion website for you to reference at the conclusion of your defense. You are not permitted to distribute updated versions prior to the defense, but be sure to incorporate any corrections in the final copy after the defense before uploading it to ProQuest®.

After the defense, if the committee required major revisions to be approved by one or more of its members, it is your responsibility to provide the corrected final version for their approval. They will be asked to submit written confirmation of that approval to University Graduate Studies. 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.

The Defense

It is important to walk into the defense knowing that your Committee really WANTS you to pass. Even if criticism is harsh, it is meant to be constructive. After all, 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.

Below you will find suggestions to help you get ready for the defense and information to give you a sense of what to expect:

Know the Rituals

What happens at a thesis defense? The best way to know what happens and the best way for you to prepare for your defense is to regularly attend the defenses of your colleagues—those internal and external to your field of expertise. You should be doing this throughout your graduate program, not just several weeks prior to your own defense.

Talk to people from your lab and in your department who already defended to find out what their defense was like. They know well what occurs in the closed exam and will likely want to share their experiences with you. You should also speak with your advisor to get a sense of his/her specific expectations of a defense. Don’t be afraid to ask!

Guidelines for Presentations

Use powerpoint.

PowerPoint is a professional approach to presenting the research that comprises the thesis. Your slides should encapsulate the study and focus on its most salient findings. 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?” Keep in mind the rules of chartsmanship and create a goal-oriented presentation that navigates attendees through a logical, point-by-point sequence of information that builds to the conclusion in a clear and focused direction.

Use text large enough to be readable (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 also proof-read
Practice presentation with your lab and peers
Work on pronunciation, if required
Time presentation to ensure it is long enough but will also allow time for questions

Public Lecture

It is recommended that you do a trial run of your presentation a day or two before your defense in the auditorium or room that has been booked for your public 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 a 50 minute talk with 10 minutes 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.

The date/time/location of your defense and thesis topic are published on the school’s website to invite the larger community to attend. Departmental/program announcements are sent by your Graduate program coordinator to invite faculty and students. Friends and family are welcome to attend the public lecture. Faculty and students in the audience are given the opportunity to ask questions when committee members conclude their questions.

Friendly Advice: Just before your talk, chat with friends and mingle with the crowd. This may reduce your anxiety and nervousness.

Prior to the defense, plan to provide friends and family with a map and directions to visitor parking lots at the Medical Center or Saunders Building as well as the name, room number and directions to the auditorium or room booked for your defense. You may also want to ask another student or postdoc to assist your friends and family on the day of your defense to get to your public lecture and to gather somewhere while you are engaged in the closed exam.

Dress Professionally

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. Suits, ties, dresses, and skirts are the norm. 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’ll wear for your defense.

Items to Bring to the Defense

Your presentation, a laser pointer, a copy of your thesis, a pen or pencil, a note pad and a bottle of water are essentials that you should bring to the public lecture. Other things you feel you need (e.g. Kleenex tissues, a lucky charm, etc.) are acceptable to bring with you as well.

The Closed Examination

You will be asked to leave the room while your Committee reviews your program of study, grades and decides whether the thesis is acceptable/not acceptable. The Committee decides 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. 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.

Address Questions with Confidence

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 succinctly.
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 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 really do know the science involved. Be positive!
Passed – successfully performed in the final oral examination and thesis was acceptable
Passed pending revisions to the thesis - successfully performed in the final oral examination and thesis will be acceptable with revisions which are approved by the advisor and sometimes by all members of the committee
Did not pass – often based upon performance in the final oral examination

After the Defense

You will receive annotated copies of your thesis from the members of your examination committee. The Chair will give you a packet of paperwork that includes:

Survey of the Earned Doctorate
Instructions for submission of the final thesis to ProQuest Dissertation Publishing
University of Rochester publishing agreement

The survey and UR publishing agreement are expected to be submitted to the University Dean by the date the final copy of the thesis is submitted to ProQuest. Students have 60 calendar days after the defense to complete all final requirements (revisions and upload to ProQuest) except when defenses are scheduled late in the semester and are subject to a deadline date that is shorter than 60 calendar days. Review the School’s academic calendar to be aware of deadline dates.

Exit Interview with the Dean

After your defense, and most likely after the final thesis is submitted to ProQuest, you will meet with the Dean for an exit interview. The meeting is intended as an opportunity for you to share your graduate school experiences with the Dean. This is a confidential meeting at which you may express your comments and discuss your concerns openly and honestly.

Department/Program Requirements prior to Termination of Student Status

Each program has its own process for students who are ending their student status. Be sure to check with your Graduate program coordinator to determine if there is additional paperwork that you’ll need to complete before your student status is terminated.

Publishing Your Final Thesis

The University of Rochester requires all doctoral candidates to deposit their theses for publication with ProQuest Dissertation Publishing and with the University libraries. Hard copies of the thesis are not required by the Dean’s Office or the Miner Library. Miner Library receives an electronic copy of the thesis from ProQuest but students must give the University their permission in writing to obtain it.

SMD graduate students are given 60 calendar days following the defense to submit the final copy of the thesis to ProQuest (except when a semester deadline does not allow 60 days for revisions).

For questions regarding publishing through ProQuest, contact Author Relations at [email protected] or +1 (800) 521-0600 ext. 77020.
For questions regarding University publishing, contact Jennifer McCarthy at 585-275-4603 , or jennifer_mccarthy@urmc.rochester.edu in the Miner Library.

Binding Your Final Thesis

Your department may want a bound copy of your thesis. Please check with your Graduate program coordinator to determine this and how the cost of binding is covered. You may also want a bound copy for yourself and others. Printed and bound color copies are available for purchase through ProQuest.

Date of Degree Completion

Degree requirements are met on the day your final thesis is submitted online to ProQuest.

Date of Degree Conferral

Conferral is the act of officially awarding a degree. The University of Rochester Board of Trustees confers degrees 5 times each year (August, October, December, February/March and May). Your conferral date will be determined by the date in which all degree requirements are completed and your final thesis is submitted to ProQuest.

PhD students can reference their specific conferral dates here .

Commencement

The graduation ceremony for all University of Rochester doctoral candidates is held in May of each year. Only the students that have completed degree requirements including the submission of the final thesis to ProQuest are eligible to participate in the ceremony. Diplomas are distributed at Commencement or mailed to those that do not attend.

Information on the Commencement Ceremony and graduation regalia can be viewed on the University Website or SMD GEPA website .

Proof of Completion

Many employers want “proof” of the degree earned. The Registrar can provide you with a letter indicating the date degree requirements were satisfied and the date the Board of Trustees will confer/conferred the degree. This is your best option for proof of degree immediately following graduate school.

You may also supply employers with your official transcript, which will be notated to include the date of degree conferral after conferral occurs. Your diploma can also be used as proof of the degree if you wish to copy it for an employer.

Some employers work with agencies that search for, screen and hire employees. They often submit forms to the academic institution that request enrollment information as well as degree verification. The Registrar will provide this information to an agency if your signature is provided with the forms indicating approval of the release of information.

Student Loans

If your student loans have been in deferment, you’ll need to notify your loan servicer of a completion date. Some loan servicers accept the completion date via your phone call while other servicers require that you submit a final loan deferment request form or letter from your Registrar before the repayment process can begin. Once a completion date is reported, your loan servicer will provide you with the information needed to start repayment or to continue deferred status, when applicable.

URMC Email Address

Student URMC email addresses will remain active for a short time after completion of the degree if the email address is hosted by the Miner Library. You can determine this by contacting the Miner Library email support or University IT . If you remain at the URMC after your defense, your email address will be transferred to a non-student server by the hiring department.

Non-URMC Email Address

You will be asked for a non-URMC email address when you submit your Exit Interview form. Correspondence from the Graduate Education and Postdoctoral Affairs Office will be directed to your non-URMC email address after your student status terminates. You will provide us with this email address on the Exit Interview Form.

Mailing Address

We ask that you provide a forwarding address so that we may mail Commencement and other correspondence to you. If you move again, please remember to update us. We want to keep in touch with you as you move ahead in your career. You will provide us with this address on the Exit Interview Form.

To ensure you receive end-of-year tax-related documentation, please update your mailing address in HRMS . Questions about updating your address in HRMS may be addressed to [email protected] .

Stay in Touch

Please provide us with your whereabouts so we can keep in touch, cheer you on your way up the career ladder, and provide you with useful, up-to-date information about professional development and about the School. Back to Top

University Wide Resources

Graduate Studies Bulletin

Dissertation Manual

Graduate Student Regulations and Policies

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Dissertation Defense: Steps To Follow To Succeed

A dissertation defense is arguably one of the most important milestones in every student’s career. While it signals that your tenure as a student is soon about to close, it validates all your efforts towards your thesis.

Being cautious about including all the necessary details is very important to successfully complete your dissertation proposal defense. This article tells you everything that you need to know about writing a defense that can add great credibility to you as a student.

What is A Dissertation Defense?

The first thing that you need to learn is what is a dissertation defense and what is its purpose. In simple terms, it is a presentation made by a student to defend all the ideas and views that are presented in a dissertation.

The presenter must include details like what is the reason for choosing specific research methods, the theory that has been selected for the paper, and other such points. This presentation is made before an audience that comprises of the university committee, professors and even fellow-students. It is met with questions and answers that gives the student an opportunity to provide more clarity on the dissertation in order to convince the committee to approve it.

Stages of a Dissertation Defense

One of the most important dissertation defense tips provided by several professors is to breakdown the process into three steps:

Preparation : This stage involves collection of all the necessary information that must be included in the defense dissertation and making all the arrangements for the actual meeting.
The defense meeting : This is where you decide how you will present the defense. The actual meeting is hugely reliant on the performance, body language and the confidence in your oral defense.
After the defense meeting : This stage, also known as the follow up, requires you to make the necessary revisions suggested by the university committee. You can even provide bound copies of the whole dissertation to distribute among different members of your departments. In the follow up stage, one must also think about expense that are related to publishing the Ph.D. dissertation defense as well as printing additional copies of the manuscript, if required.

How Long is a Dissertation Defense?

The first thing that a student should know is how long does a dissertation defense last? The length has to be carefully calculated to make the impact that you want. One of the most important steps in the dissertation preparation is to understand how much time each department allocates to the closing oral defense. When you plan in the early stages of your dissertation itself, you can write it in a manner that allows you to defend it in the allocated time.

Usually these meetings including the presentation, the oral defense and the question and answer session last for about two hours. In most cases, these two hours also encompass the time needed by members of the committee to deliberate.

How to Prepare for the Dissertation Defense

Now that you know how long is a dissertation defense, the next step is to prepare well enough to make your presentation impressive.

Here are some tips on how to prepare for a dissertation defense:

Watch other students in action to learn about different presentation styles. You can attend defenses of different colleagues in your department as well as other departments in your university.
Get all the details about the deadlines and the rules of your college or university about scheduling your defense.
Scheduling is also a very important part of your preparation. It is important to note that members of the committee and University chairs need to make time for these defences in a very packed schedule. Coordinate the date, venue and time of your defense as early as possible.
Prepare a manuscript adhering to the necessary formatting rules. Review your manuscript thoroughly before you hand it in. During your PH.D, your faculty will also assist you with the defense. For this, they must have a crisp and polished copy of your manuscript.
Most colleges have the facility for a pre-defense meeting. This is the best opportunity to sort out any concerns that you may have about the actual meeting. It is a good idea to ask the chairs what types of questions may be put forward and if there are any problems with the defense that need to be resolved. When you prepare for a pre-defense meeting, think of it as the final one and give it your all.
Put together all the material that you need for the defense. A detailed, yet to-the-point presentation must be prepared.
The final stage of preparation is practicing your presentation over and over again. It is not just the presentation but also the approach towards the questions that you must practice.

Tips To Nail Your Actual Meeting

With these tips you will be one step closer towards a successful defense that will help your dissertation pass and be approved:

All meetings should begin by addressing the chair. Make sure you thank all the committee members and the advisors for the efforts that they have put it. This gives you a professional start to the presentation.
The presentation should cover the following subjects in brief:
The research topic
Literature review
The methods used for analysis
The primary findings of the research
Recommendations of additional research on the subject in the focus.
Do not get rattled by any discussions among the chairs. They will deliberate on any disagreements or topics of interest. This is a part of the process and is not a reflection of the presentation itself.
There are two questions that are commonly asked that you should be prepared for. This includes the weaknesses of the dissertation and the research plans that you have made post-dissertation.
Use subtle gestures when you are talking. Do not overuse your hands when doing so. The whole meeting including the question and answer session should have a very formal appeal.
The tone of your voice must be assertive without making it seem like you are trying to hard. Be clear and enunciate when you speak.

Once the questions have been answered, the committee will leave the room. Then, after the deliberation, you will be informed if your dissertation has passed or not.

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