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Overview
Successfully defending your dissertation - also called the Final Oral Examination - is a requirement for the Ph.D. (UT Graduate Catalog). Before your defense, you should talk with your supervisor to clarify expectations, including how the meeting will be structured. We also recommend reviewing the Graduate School's Final Oral guidelines early in the process.
During the defense, students typically give a brief (10-15 minute) overview of the dissertation - summarizing key hypotheses, methods, and findings. Visuals or handouts are optional. Keep your presentation concise; the majority of the meeting is dedicated to questions and discussion with your committee.
Helpful Links
Reserve a Room for your Defense
Request for Final Oral (RFO) Form
Report of Dissertation Committee (RODC) Form
Grad School Email address (RFO and RODC submission): GradStudentSVCS@austin.utexas.edu
Working with your Supervisor
Throughout the dissertation process, your dissertation supervisor will be your main point of contact. Together, you'll decide when you are ready to schedule your defense. Your supervisor's feedback helps ensure your work is in strong shape before it goes to the rest of your committee.
Review your Program of Work
Your Program of Work must be reviewed and approved as part of the defense requirements. At the start of the semester you're defending, be sure to review your official Program of Work (via the Graduate Degree Planner), and notify the EDP Graduate Coordinator if you see any issues.
Scheduling your Defense
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:
Final Orals must be held on campus and during regular business hours
They cannot be scheduled after noon on Fridays without prior Department Chair approval.
At least 4 committee members, including your supervisor, must be present
In-person attendance is not required, but if you are defending in person, you and your supervisor must be in the same room
If any member cannot attend (in person or remotely), list them on Page 2 of the Final Oral Request Form.
Request for Final Oral Form (RFO)
The RFO is the Graduate School's official notice of your defense and must be submitted at least 2 weeks before your planned defense date. Start early (at least 3 weeks before your defense) to allow time for gathering signatures and approvals. Make sure to send your dissertation to your committee before submitting the form. The completed form must be emailed Once completed, email the RFO to the Graduate School , at GradStudentSVCS@austin.utexas.edu
There are two ways to collect signatures for your RFO:
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Before beginning the submission process, inform your committee members that you will be sending the Request for Final Oral Examination Form to them via DocuSign.
Required Information for Request for Final Oral form
- The names and email addresses of your Supervisor, Co-Supervisor or Member 2, Member 3, Member 4, and EDP Graduate Adviser are required. Members 5-7 are optional.
- Planned 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 study number.
Submit the Request for Final Oral via Docusign
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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 to the Graduate School at gradstudentsvcs@austin.utexas.edu.
Electronically (recommended) via Docusign: instructions below
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After your RFO is processed, the Graduate School will send you a Report of Dissertation Committee (RODC) form. This form is used to report your defense results and will need to be signed by all committee members after your exam.
Digitally via Docusign -
Final Oral Results
What to Expect at the Defense
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 requested revisions edits and upload the final document before the semester graduation deadline to upload the dissertation to the Graduate School.
The committee may choose other options than Pass. These include the following: Reconsideration, Not Pass, and Fail. Reconsideration indicates that extensive revision is necessary, but the committee is willing to examine the rewritten dissertation without a second final oral defense meeting. Not Pass indicates that the committee is not satisfied with the dissertation but believes it could be made satisfactory with rewriting, and another final oral is scheduled. Fail indicates that at least one member of the committee has decided the dissertation is unsatisfactory and the candidate may not rewrite.
Report of Dissertation Committee Form
After your defense, 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
After the Defense: Submitting the RODC and Dissertation
After your Defense
All your dissertation committee members and the EDP GSC Chair must sign the Report of Dissertation Committee Form (RODC) must be signed by all committee members. The Graduate School no longer allows proxy signatures on this form. All signatures must be on the same form. Once all signatures are obtained, the supervisor or student must then have the GSC Chair sign it and return it to you.
SUBMITTING THE DISSERTATION AND RODC: Students will hold on to their signed Report of Dissertation Committee Form - as well their corrected dissertation and any other required materials - until the semester they plan to graduate. Once they have applied to graduate, the final edited dissertation document must be uploaded through the Graduate School portal. Once the dissertation is uploaded, you will then email the Graduate School your Report of Dissertation Committee Form as well as any other required forms to gradstudentsvcs@austin.utexas.edu.
For CP and SCCP students enrolling in only Internship in the semester(s) following successful dissertation defense, students should . You will initiate this form online via the Graduate School: Report of Dissertation Committee Form >
In the semester you're graduating
Email your completed RODC form and any other required documents to the Graduate School: gradstudentsvcs@austin.utexas.edu
Apply to graduate online
Upload your final, revised dissertation through the Graduate School's portal
CP and SCCP students: if you have completed your defense and will enroll in Internship hours in subsequent semesters, contact the EDP Graduate Coordinator to request a petition to the Graduate School to waive the dissertation enrollment requirement for the subsequent semesters.Students should be careful to ensure their dissertations are ready to upload and that all materials are in the Graduate School office before the deadline. Failure to have everything turned in by the deadline means a student will have to register for dissertation hours again the following semester, and may also be subject to fees for past semesters of waived dissertation hours. .
Important: 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.