Ph.D. degree

Requirement

Timing

Procedure/Documentation

Prepare Graduate Student Portfolio (Module 1 only)

Shortly after the end of the 1st semester of graduate study 

Email to the Graduate Program Director.

Select Mentor

Typically after completing three laboratory rotations

Student and mentor should notify the Graduate Program Director .

Appointment of Supervisory Committee

Within 6 months of selecting mentor

Form (Recommendation for Appointment of a Supervisory Committee for the PhD Degree) should be completed by the student and signed by all members of the Graduate Committee; form is submitted to the Graduate Studies Office and approved by Executive Associate Dean prior to first committee meeting.

Initial meeting of Supervisory Committee (primarily to approve the Program of Studies)

Within 4 weeks of appointing the Supervisory Committee

Discussion of selected coursework and student’s general research direction/project. Form (Report of the Supervisory Committee on Program of Studies for the PhD Degree), completed by the student, is approved by the Supervisory Committee (at this meeting), then it is signed by the mentor, and submitted to the Graduate Studies Office.

Routine meetings of the Supervisory Committee

Approximately every 6 months, but at minimum once a year

Student provides short summary of progress since most recent meeting, and Supervisory Committee provides feedback. (The summary of progress should include research data and updates on coursework, publications, presentations, and awards.) Student or mentor submits minutes of the meetings to the Graduate Program Director and Graduate Studies Office.

Update Portfolio

Spring of each year (after first year)

Email to Supervisory Committee and Graduate Program Director for review.

Prepare Comprehensive Examination

Notify Graduate Studies at least 2 weeks prior to comprehensive exam. Comprehensive exam should be taken at least 7 months, but no more than 3 years, prior to defense.

Use form Request for Scheduling Qualifying or Comprehensive Examination to notify Graduate Studies 2 weeks prior. Upon successful completion, the Examination Report Form is signed by Supervisory Committee members, and the student submits the form to the Graduate Studies Office within 7 days after completing the exam.

Responsible Conduct in Research Course

Offered each semester by Graduate Studies.

Complete prior to Admission to Candidacy (recommended to complete prior to Comprehensive Exam)

Admission to Candidacy

After passing the comprehensive exam and completing the required coursework including Responsible Conduct in Research Course.

Form (Application for Admission to Candidacy) must be signed by all members of the Supervisory Committee and submitted to the Graduate Studies Office, typically along with comprehensive Exam Report Form, or shortly thereafter.

Apply for Graduation

By February 1st (May graduation), June 1st (Aug graduation), or October 1st (December graduation).

Access and submit form (Degree Application) via CARE website (click on Campus Records and then on Online Forms to get to the Degree Application; $25 Application Fee). Download PhD Dissertation/Graduation Paperwork packet from Graduate Studies forms website.

Distribute Dissertation to the Supervisory Committee

At least 4 weeks prior to the Defense of Dissertation

Members of the Supervisory Committee should provide feedback to the student within 2 weeks of receiving the document if there are major deficiencies.

Application for Final Oral Examination (Defense of Dissertation)

At least 2 weeks prior to defense of dissertation  

Form (Application for Final Oral Examination for the Ph.D. Degree) (part of downloaded packet) must be signed by student and mentor and submitted to the Graduate Studies Office. The form should not be submitted if major deficiencies in the dissertation are noted by the Supervisory Committee.

Approval of Dissertation

Upon successful defense of the dissertation

Student should collect examining committee signatures on Title Sheet and form Report on Doctoral Degree immediately following successful defense.  Prepare remaining forms in PhD Dissertation/Graduation Paperwork packet, including Survey of Earned Doctorates and Proquest | UMI Dissertations (microfilming agreement) forms and others.

Satisfying Requirements of the Ph.D. Degree

Typically 7 to 10 days following successful defense but no later than 1 week prior to commencement for the semester in which student expects to graduate.

Submit copies of the dissertation and other forms according to instructions from PhD Dissertation/Graduation Paperwork  to the Graduate Studies Office and McGoogan Library of Medicine . Pay Publication Fee. Return completed and signed Report on Doctoral Degree to Graduate Studies.

Awarding of the Ph.D. Degree

Commencement at the end of the semester in which student satisfies Ph.D. Degree requirements.

August graduates are invited to commencement ceremony in December (no ceremony in August).