Academic review checklist uop dissertation
Mar 8, 2018
It is not the strongest of the species that survive, nor the most intelligent, but the one most responsive to change. Charles Darwin
Follow this checklist as you progress through each step of your dissertation process!
- Complete a sample schedule to include with your prospectus
- Review the Graduate School's Degree Completion Deadlines for the term you intend to defend
- Review, bookmark, and print the dissertation section of your EDLD doctoral manual and the Graduate School's Dissertation Overview
Committee, Prospectus, Proposal, Human Subjects
Establish a Committee
- Within 30 days after advancement to candidacy, email the names and positions of your committee to the department Student Services Coordinator
NOTE: Students cannot defend their dissertations any earlier than six months from the time the committee is approved by the Graduate School.
- Check the Graduate School's Degree Completion Deadlines and count six months back in order to determine your final committee deadline. Build in ample flex time for unexpected delays.
There is no comprehensive list of all faculty members who are eligible to serve as outside members. However, students can log in to GradWeb and look up faculty members by name or department to see if they are eligible.
- It is possible for EMPL faculty to nominate a non-UO employee to serve on a committee. Please talk to your advisor or the Student Services Coordinator about this procedure. Note that this process can take several weeks.
After your dissertation committee has been received, your committee information will be entered into Grad Web for Graduate School review. If your committee members change, you will need to notify the Student Services Coordinator as soon as the member changes have been approved by your chair. Changes to the committee must be made in writing. If the chairperson is changed and approved by the Grad School, the six-month waiting period before defending starts over from the new date of approval.
Completing the prospectus is a multiple draft process. See the prospectus section in the DISSERTATION DETAIL for important instructions.
Your final prospectus needs to be reviewed by your chair. Your chair will need to approve your prospectus before other committee members receive a copy of it.
- Print and review the Significant Steps and Strategies for Organizing a Dissertation Proposal Meeting
- Complete the proposal approval form. Print out this form and bring it to your proposal meeting, then return the signed form to the Student Services Coordinator. Be sure to include ALL your committee members in the proposal approval process, even fifth members. Your chair will need to approve your proposal approval before other committee members receive a copy of it. You should send your proposal to your committee members at least one week prior to the proposal meeting.
Proposal examples: 1 | 2 | 3 | 4 | 5
- Schedule the proposal meeting
- Complete the required CITI human subjects training
- Complete the Human Subjects packet requirements
- Submit one copy of your IRB packet to your chair for review as follows:
- Human Subjects packet
- Original proposal approval form (signed by committee)
If you have any questions about the IRB forms or process, contact [email protected].
- Submit all signed packets directly to Human Subjects
Preparing to Defend
The beginning of the term before you intend to defend:
- Confirm with your Committee Chair that you will be ready to defend the following term.
- Check your GradWeb “Advancement Report” (link provided to you by the Grad School when they notified you of your official Advancement to Candidacy) to be sure that you have now (or will have, by the time you finish) MET both the residency and post-bac requirements. If your records do not agree with this report, please contact the Graduate School directly.
- Discuss and confirm a date and time with all of your committee members.
**In addition to the chair and the student, at least one core member must physically attend the defense. With the approval of the department and committee chair, others may waive physical attendance at the defense. See Waiver of Attendance instructions and Oral Defense Procedures.
- Reserve a room for your defense (See room options and reservation contact information under Proposal instructions, above).
- Update your Planned Program to exactly match your transcript, showing successful completion of all requirements. DO include the credits that you will be taking in your final term, with the grades field left blank. Meet with your Chair/Advisor to be sure that all requirements are met and that there are no “Incompletes” (other than EDLD 603 Dissertation credits*) remaining on your transcript.
*Dissertation credits will remain listed with grades of “Incomplete” until successful defense, at which time, they will automatically be changed to “Pass” by the Graduate School. Other “Incompletes” cannot be cleared after you have graduated.
--Be sure that the final Planned Program is signed by both you and your Advisor
--Email a copy of this document to the Student Services Coordinator, along with an announcement of your intention to defend the following term
- Submit a Course Preauthorization Form to your Academic Advisor / Chair to register for your final term for at least 3 credits of EDLD 603 Dissertation (A minimum total of 18 dissertation credits are required).
- Submit final copies of your dissertation to all committee members AT LEAST 5 weeks before your defense.
As soon as those dates, times, and locations are set, or at the latest by the deadlines set by the Graduate School:
- Apply for Advanced Degree with the Graduate School.
- Apply For Final Oral Defense.
- Track the status of your committee members’ having logged in and confirmed their attendance at your defense, to ensure that everyone does so in time to meet the Grad School’s deadline listed above.
- Need special equipment? Check with the Hedco Learning Commons or Media Center staff.
- Use this waiting time to prepare for the College of Education’s Commencement in mid-June, order regalia, etc.
- Your Chair will be sent a Certificate of Completion from the Grad School a week before your defense, via campus mail.
Day of your defense:
- Arrive 30-60 minutes before your defense, to allow yourself to set up the room and equipment to your requirements, and to settle in.
- Many people bring some kind of snacks and/or beverages for their guests.
After your defense:
- After a successful defense, the committee signs off on the Certificate of Completion, and Chair forwards this to the Student Services Coordinator for the Department Head’s signature, copies for the student file, and delivery to the Graduate School. You do not need to do anything with this form.
- You will likely be given some revisions to make by your committee. Please allow ample time for your Chair to carefully review the final draft and sign off on the Thesis/Dissertation Submission Form and Document Approval forms in time for you to upload your completed and approved dissertation BEFORE the Graduate School’s stated deadline.
- Take a wonderful, well-earned vacation as you wait for your degree certificate to be mailed to you (approximately eight weeks after the end of the term of completion).
NOTE: Students are responsible for staying informed about, and complying with, departmental regulations as well as Graduate School regulations.