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Once you and your supervisor have set a date, you will:

  • Submit your Dissertation to your Committee for review
  • Schedule a room through EDP

Submitting your Dissertation: Your committee needs time to review your work before your defense. You must provide your committee a copy of your dissertation at least one month before your defense. Some faculty will not sign off without adequate review time. Be sure to:

  • Ask whether each member prefers a hard copy or electronic version
  • Encourage members to share any major concerns early

Booking a Room: You will book a room for your defense through the EDP Department. Note these scheduling requirements:

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  • Electronically (recommended): instructions below

    Expand
    titleInstructions

    Request for Final Oral Exam Form Submission via DocuSign

    Before beginning the submission process, inform

    Electronic RFO Instructions (DocuSign)

    Before starting, notify your committee members that

    you

    they will

    be sending the Request for Final Oral Examination Form to them

    receive the RFO form via DocuSign for signature.

    Required Information for Request for Final Oral form

    The names and email addresses of your

     

    What You'll Need (gather this before starting the form!):

    • Name and emails for your: Supervisor, Co-Supervisor or Member 2, Member Members 3 , Member & 4, and EDP Graduate Adviser are required. (Members 5-7 are optional).
    • Planned

      Final Oral exam details: date, time,

      and location (

      building and room number

      ) of your Final Oral exam.

    • You will also need to indicate on the form if IRB approval is required and, if so, enter the

      IRB approval details (if applicable): mark "yes" and include your IRB study number

      .

      Submit the Request for Final Oral via Docusign

      NOTE: Do not begin the process until you have all the required information listed above. If you start the form without finishing it, it will create abandoned documents in the DocuSign system. Abandoned forms cannot be accessed again and you will have to start over.

    Step 1: Start the DocuSign Form

    Use this link to begin: DocuSign Request for Final Oral

    Examination Link: http://links.utexas.edu/bkbpwfs

    Tracking Form Progress

    Once submitted, DocuSign will automatically send the form to all committee members for their eSignature. The Graduate Adviser will be the last one to sign.

    DocuSign will send you an email with a Document Review link. Save this email and use the link to monitor the progress of your form signatures.

    Submit the Form to the Graduate School

    You will receive a final email from DocuSign when all signers have completed the signing process. Click “View Completed Document” link in that email. When the document opens on the DocuSign website, click the “Download” button at the top of the document. Select the “Combined PDF” option and save the document to your computer. A combined document includes the form and the certificate of completion. The certificate provides a full audit trail of your DocuSign transaction. Send the Request For Final Oral Exam pdf

    Form

    Step 2: Track the Form

    After submitting, DocuSign automatically sends the form to your committee for signatures. You can track and monitor the signature progress via DocuSign.

    Step 3: Submit to the Graduate School

    Once all signatures are complete:

    • Open the final email from DocuSign and click "View Completed Document"
    • On the DocuSign site, click "Download" and choose "Combined PDF" (this includes the certificate of completion)
    • Save the file, and email the PDF to the Graduate School at gradstudentsvcs@austin.utexas.edu.

      Electronically (recommended) via Docusign: instructions below


  • Hard copy: Download the form, collect physical signatures, and email the completed form to the Graduate School. If needed, your supervisor may sign on behalf of an absent member (with written approval from the member).

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Dissertation defense meetings generally go well! Some revisions of the document are almost always requested. Be sure to leave enough time after the defense to complete any edits and upload the final document before the semester graduation deadline. 

Possible outcomes include:

  • Pass - Congratulations!
  • Reconsideration - Significant revisions needed; the committee agrees to review again without a second defense
  • Not Pass - Revisions required; a second defense must be scheduled
  • Fail - At least one committee member determines the dissertation is not acceptable, and rewriting is not permitted

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IMPORTANTImportant: Missing the final submission deadline means you'll need to re-enroll in dissertation hours the following semester - and you may be billed for previous semesters if you received a waiver.

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