Forms

How to organize a Ph.D. proposal defense

Pre-requisites: Advisory committee established, Ph.D. Qualifying Exam passed, forms SoEGS00, SoEGS01, SoEGS04 submitted (see: Resources and Forms).

  1. Preferably, proposal defenses should take place at the department seminar slot (Friday noon)
  2. A month or more before the planned defense, check with the CS Seminar Coordinators Dr. Gharibian if there are any available seminar slots for the proposal defense
  3. Coordinate with your advisor and advisory committee to find suitable time/date (preferably at the Friday seminar slot). Inform Dr. Gharibian about the chosen date/time.
  4. Coordinate with Susan Kelley to find the room for the defense, then inform Dr. Gharibian about the chosen room
    • If committee includes members who will join via skype/webex, coordinate with Anil Chatterji (through Susan Kelley) in advance. The defense will need to take place in a room with video-conferencing equipment.
  5. Prepare the proposal defense announcement (Proposal Defense Template)
  6. No later than 2 weeks before the proposal date, email the announcement to:
    • Dr. Gharibian, who will email it to all students and post it on the seminar web page
    • Susan Kelley, who will post it around the Department
    • CC: Graduate Program Director (Dr. Arodz) on the email(s)
  7. No later than 2 weeks before the proposal date, distribute copies of the proposal document to your committee
  8. After successful proposal, obtain signatures on forms SoEGS06 (preferably electronic signatures) and pass it on to Dr. Arodz. Also, unless instructed otherwise by your advisor, fill out the admission to doctoral candidacy form, obtain signatures, and pass on to Dr. Arodz.

How to organize a Ph.D. Final Defense

Pre-requisites: Student was admitted to doctoral candidacy in the semester prior to the defense (or earlier), has completed all the degree requirements, and has published at least one research paper and submitted another.

Student should consult School of Engineering Graduate Handbook and Graduate School website, and read emails from School of Engineering/Graduate School, and follow School/VCU-wide graduation procedures (e.g. submit Application to Graduate)

  1. Final defenses should take place at the standard seminar slot (Friday noon)
  2. No later than 3 months before the planned defense, there should be a meeting of the Advisory Committee to certify that the student is ready to finalize the dissertation. The committee should sign the Readiness to Write Dissertation Form and the student should pass it to Graduate Program Director Dr. Arodz
  3. About 2 months before before the planned defense, consult CS Seminar Coordinators Dr. Gharibian about available seminar slots for the final defense
  4. Coordinate with your advisor and advisory committee to find which of the available seminar slots fit with their schedules
    • If a match is found, promptly inform Dr. Gharibian to reserve the slot
    • If no match is found, coordinate with the Advisor to find alternative date/time, and inform Dr. Gharibian. Also, remind the advisor to promptly inform the CS Chair Dr. Cios that the defense would not be held at the standard seminar slot.
  5. No later than 3 weeks before the planned defense date (preferably earlier, especially if it is the end of semester), coordinate with Susan Kelley and Dr. Gharibian to find the room for the defense
    • If committee includes members who will join via skype/webex, coordinate with Anil Chatterji (through Susan Kelley) in advance. The defense will need to take place in a room with video-conferencing equipment.
  6. No later than 3 weeks before the proposal date (unless agreed otherwise with the committee), distribute copies of the dissertation to your committee
  7. Fill out the CS DOCTORAL STUDENT FINAL REPORT.
  8. No later than 14 days before the defense date, submit your defense form to create an announcement of the defense. Upload the DOCTORAL STUDENT FINAL REPORT as one of the “Optional Documents”.
  9. After successful defense, obtain signatures on form SoEGS07 (electronic signatures are preferred), the ETD Approval Form (and any other forms that may be required by the Graduate Handbook and graduate bulletin) and pass them on to Dr. Arodz, together with Graduation Application with Advisor’s signature in Part C. (Resources and Forms).
  10. Check School’s Graduate Handbook and Graduate School website and follow instructions on post-defense procedures.

Latex Templates

The following template follows the VCU Thesis and Dissertation guidelines.

Latex template (.tex) for writing Thesis/Dissertation can be downloaded below.

Supporting files such as class file, style file, bib file are also included.

VCU Thesis / Dissertation Template - Latex, M.S.
VCU Thesis / Dissertation Template - Latex, Ph.D.

To report any issue/suggestion, contact Susan Kelley: sekelley@vcu.edu.