Additional Information

How to organize the M.S. defense

Pre-requisites: Advisory committee established, Master’s candidacy established, and appropriate forms submitted (see: Resources and Forms at https://egr.vcu.edu/academics/student-services/resources-forms/). Students should also follow the graduation checkout process at the beginning of the graduation semester. Students need to be registered for at least one credit in their graduating semester.

  • Coordinate with your advisor and advisory committee to find suitable time/date.
  • No later than 4 weeks before the defense, coordinate with Jason Buck to find the room for the defense. If committee includes members who will join via skype/webex, coordinate with Anil Chatterji in advance. The defense will need to take place in a room with video-conferencing equipment.
  • Prepare the proposal defense announcement: email the following: title, abstract, photo, the name of the advisor, to Jason Buck.
  • No later than 14 days before the defense, fill out the online announcement form (see the form here: https://egr.vcu.edu/resources/communications/graduate-presentation-request/).
  • No later than 2 weeks before the proposal date (unless agreed otherwise with the committee), distribute copies of the thesis to your committee.

After the successful defense, obtain signatures on the ETD Approval Form. Check School’s Graduate Handbook and Graduate School website and follow instructions on other procedures (see here: https://egr.vcu.edu/academics/student-services/resources-forms/ and https://graduate.vcu.edu/student/thesis.html).

How to organize the Ph.D. proposal defense

Pre-requisites: Advisory committee established, Ph.D. Qualifying Exam passed, and appropriate forms submitted (see: Resources and Forms at https://egr.vcu.edu/academics/student-services/resources-forms/ ).

  • Proposal defenses should take place at the department seminar slot (Friday noon).
  • A month or more before the planned defense, check with the CS Seminar Coordinators Dr. Fung if there are any available seminar slots for the proposal defense.
  • Coordinate with your advisor and advisory committee to find suitable time/date (preferably at the Friday seminar slot). Inform Dr. Fung about the chosen date/time.
  • No later than 4 weeks before the defense, coordinate with Jason Buck to find the room for the defense, then inform Dr. Fung about the chosen room. If committee includes members who will join via skype/webex, coordinate with Anil Chatterji in advance. The defense will need to take place in a room with video-conferencing equipment.
  • Prepare the proposal defense announcement: email the following: title, abstract, photo, the name of the advisor, to Jason Buck.
  • No later than 14 days before the defense, fill out the online announcement form (see the form here: https://egr.vcu.edu/resources/communications/graduate-presentation-request/).
  • No later than 2 weeks before the proposal date (unless agreed otherwise with the committee), distribute copies of the proposal document to your committee.

After successful proposal promptly submit the admission to doctoral candidacy form (see here: https://egr.vcu.edu/academics/student-services/resources-forms/ ).

How to organize the Ph.D. Final Defense

Pre-requisites: Student was admitted to doctoral candidacy in the semester prior to the defense (or earlier, see the form here: https://egr.vcu.edu/academics/student-services/resources-forms/ ), has completed all the degree requirements, and has published at least one research paper and submitted another. Students should also follow the graduation checkout process at the beginning of the graduation semester. Students need to be registered for at least one credit in their graduating semester.

  • Final defenses should take place at the standard seminar slot (Friday noon).
  • 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. All committee members should sign a statement to the effect of: “After reviewing student’s progress, we certify that the student is ready to prepare the final doctoral dissertation”.
  • About 2 months before the planned defense, consult CS Seminar Coordinators Dr. Fung about available seminar slots for the final defense.
  • 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. Fung to reserve the slot. If no match is found, coordinate with the Advisor to find alternative date/time, and inform Dr. Fung.
  • No later than 4 weeks before the defense, coordinate with Jason Buck to find the room for the defense, then inform Dr. Fung about the chosen room. If committee includes members who will join via skype/webex, coordinate with Anil Chatterji in advance. The defense will need to take place in a room with video-conferencing equipment.
  • Prepare the proposal defense announcement: email the following: title, abstract, photo, the name of the advisor, to Jason Buck.
  • Fill out the CS Doctoral Student Final Report (.docx).
  • No later than 14 days before the defense, fill out the online announcement form (link: https://egr.vcu.edu/resources/communications/graduate-presentation-request/). Upload the DOCTORAL STUDENT FINAL REPORT as one of the “Optional Documents”.
  • No later than 3 weeks before the proposal date (unless agreed otherwise with the committee), distribute copies of the dissertation to your committee.

After the successful defense, obtain signatures on the ETD Approval Form. Check School’s Graduate Handbook and Graduate School website and follow instructions on other procedures (see here: https://egr.vcu.edu/academics/student-services/resources-forms/ and https://graduate.vcu.edu/student/thesis.html ).

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 Jason Buck: jbuck@vcu.edu.


For assistance accessing any of the documents on this page, please contact the Engineering Marketing and Communications team at EngrMktComm@vcu.edu.