Dissertation

The dissertation is required of all doctoral candidates. You must register for dissertation courses for a period of more than one semester or summer session. The dissertation process includes, but is not limited to the following: Please BOOKMARK The Graduate School's website (https://gradschool.utexas.edu/academics/theses-and-dissertations) to obtain information about procedures, timelines, and forms. IT IS THE STUDENT’S RESPONSIBILITY TO BE FAMILIAR WITH THIS INFORMATION AND ALL TIMELINES.

Steps for the Dissertation Include:

• Holding a proposal meeting with the Dissertation Committee and obtaining approval of the dissertation proposal (It will take time to find a meeting time when all of your committee members are available)
• Using the graduate school’s template for writing a dissertation
• Planning ahead in terms of when you want to conduct your study and submit your research to the IRB for approval, which also takes time.
• Completing Human Subjects training  https://research.utexas.edu/ors/human-subjects/ ) and submitting and obtaining departmental and university approval to conduct the research
• Completing the UT Copyright Tutorial
• Conducting the research and writing the dissertation
• Defending the dissertation in an oral dissertation defense (See the 2^nd bullet above about time)
• Submitting the dissertation to the Graduate School (Plan ahead to allow yourself enough time to make changes to your dissertation, receive approval, and then upload; You must meet the GS’s deadlines noted online.)

Composition of the Dissertation Committee 

The Dissertation Committee advises you on the research and writing of the dissertation, conducts the final oral examination, and approves your dissertation. The committee is generally composed of four or five faculty members including the Dissertation Supervisor who also chairs the committee. A six-member committee may be requested, and such a request is approved in most cases.

The student selects the Dissertation Supervisor with the consent of that faculty member. Typically, the Research Mentoring Supervisor agrees to continue as the chair of the dissertation committee. The Dissertation Supervisor must be a member of the GSC and in the Department of Special Education. In consultation with the Dissertation Supervisor, the student should select the remaining members of the committee based upon areas of expertise, research methodology, and compatibility. Once approved, contact the members to discuss your study. They should agree in advance to serve on your dissertation committee.

At least three committee members, including the Dissertation Supervisor, must be members of the Department of Special Education's Graduate Studies Committee (GSC). Each committee must also have at least one member whose teaching and research are principally outside the Department of Special Education. If any member of your committee is not a member of the GSC, you must provide his/her vita and letter with the application packet.

In general, members of the dissertation committee must be members of a GSC within The University. Exceptions are (1) scholars who hold non-faculty appointments as UT Research Scientists, Research Engineers, or adjunct faculty whose expertise would prove valuable for the student’s topic; and (2) scholars from off campus. A recommendation to appoint an off-campus scholar should be accompanied by a curriculum vitae and a letter stating that the person is willing to serve on the student’s committee and understands that the university will not reimburse for any expenses incurred. Requests for appointment of non-GSC faculty scholars should include a vita. Regarding content of the letter and how to deliver this information, see: https://utdirect.utexas.edu/ogs/forms/candidacy/app.WBX?intro_type=D.

Dissertation Proposal Development and Meeting

The proposal meeting is an opportunity for you to present your best written work and thought processes regarding your dissertation. The development of the proposal is a collaborative effort that involves the dissertation supervisor and committee input along the way. In consideration of committee members who did not participate in the research mentoring sequence, you are strongly advised to familiarize all members with your plans for the final dissertation proposal, to avoid last minute conflicts and/or surprises during your proposal meeting.

When your proposal is completed, schedule a proposal meeting with your Dissertation Committee, usually within the first semester of dissertation registration. After you have obtained an agreed upon time from the Dissertation Committee, schedule the use of a room in the Sánchez Building by contacting the Graduate Coordinator. Formally notify your committee members via e-mail or other written format of the scheduled date, time, and location and remind them several days before the meeting.

Prior to the proposal meeting, make sure that your Dissertation Supervisor has a copy of the Dissertation Proposal Approval form, available from the Graduate Coordinator.

Provide the committee members with a copy of the proposal AT LEAST TWO WEEKS PRIOR TO the meeting. Any committee member who believes that the proposal is not ready for the proposal meeting may inform the Dissertation Supervisor and alter the meeting date, but not later than one week prior to the scheduled meeting.

During the proposal meeting, you will present and defend your research proposal, respond to questions, and discuss the research proposal and the expectations for the written document. The committee approves, approves with modifications, or does not approve the proposal.

Once approved, the Dissertation Proposal Approval form should be completed and signed by all committee members and submitted to the Graduate Coordinator.

Change in Dissertation Topic

A change in the dissertation topic requires approval from the Graduate School. Although no "form" is required, an updated description of the dissertation topic and the new title should be submitted to the Graduate Adviser for submission to the OGS.

Change of Committee Members

The members of the Dissertation Committee are submitted as part of the Application to Candidacy and therefore are approved by the Graduate Adviser and the Graduate Dean.

Changes to the Committee Membership require special approval (Petition to Change in a Doctoral Committee form), so you should be certain the membership is complete and correct before initiating the application. It may be necessary during the course of the dissertation to change a committee member, this will require the student to initiate the Petition to Change in a Doctoral Committee form (see https://gradschool.utexas.edu/academics/forms). Information about policies for departing faculty from committees can be found at https://gradschool.utexas.edu/academics/theses-and-dissertations. The Graduate Adviser and GSC Chair will work with the student to address committee changes along with the Dissertation Supervisor if this person is remaining on the committee.

All committee changes must be submitted on the Petition for Change in Doctoral Committee form, which must be signed by both the Graduate Adviser and the Dissertation Supervisor. The petition attests to the fact that all members of both committees (the previous committee and the proposed committee) agree to the change(s). It also attests to the fact that new members (a) will have ample time to become familiar with the student’s dissertation, (b) will accept the committee responsibility, and (c) are aware that there will be no reimbursement for any expenses incurred. Committee changes must be submitted no later than thirty days before the final oral defense.

Compliance with the Educational Mandate for Research with Human Participants

By now you should be very familiar with the IRB guidelines for conduct of research with human participants, and should have completed the training required to be in compliance with federal and University mandates. For a brief overview, please refer back to page 3 of this handbook. All the information you will need can be found at: https://research.utexas.edu/ors/human-subjects/ .

Intellectual Property (Copyright) Tutorial

Doctoral students must provide documentation of completion of the UT Intellectual Property (Copyright) Tutorial at http://www.lib.utsystem.edu/copyright/. The Tutorial can be taken anytime before turning in the dissertation. It is advised to take it well before that time (early in candidacy). The Tutorial site provides a test that, after having been taken and passed, provides a Certification of Completion. This Certification (or a copy of it) must be turned in by the time of dissertation submission or the dissertation may not be accepted and your graduation may be delayed or denied.

Conducting the Research and Writing the Dissertation

Under the direction of your Dissertation Supervisor, conduct the research. It will be important during this process to work closely with your supervisor and keep your committee informed of your progress.

Under the direction of your Dissertation Supervisor, reshape the proposal to become your dissertation. Information regarding the formatting of the dissertation required by the Graduate School can be obtained from the Dissertation Format Booklet on the website: https://utexas.app.box.com/s/9ry2es4xfi0gibanh8i5xtzxx7k2qcdi .

Dissertation in Electronic Format

Graduating doctoral students are required to submit a copy of the dissertation in electronic format to the Office of Graduate Studies. You have the choice of submitting one copy in printed form and one copy in electronic form, or submitting both in electronic form. Submitting the dissertation in electronic format requires you to be familiar with conversion of your file to pdf, which is a relatively simple procedure, provided that you have set up your dissertation files appropriately for the conversion. You are advised to become familiar with the setup requirements prior to beginning the written portion of dissertation to avoid delays later. Check the Graduate Studies Electronic Dissertation website for information about this requirement (https://gradschool.utexas.edu/academics/theses-and-dissertations/digital-submission-requirement).

Final Oral Examination (Dissertation Defense)

The final oral examination is an oral defense of your dissertation. You must be enrolled during the semester in which you complete the final oral examination. At least three members of the Dissertation Committee must be present, including the Dissertation Supervisor. Again, the Graduate School does not distinguish between physical attendance and electronic/ virtual attendance. Begin preparation for your defense at the beginning of the semester, including the application for your graduate degree. You should submit the final dissertation draft, already reviewed by your Dissertation Supervisor, to your committee members and supervisor at least four weeks before the final defense. The OGS website (https://gradschool.utexas.edu/academics/theses-and-dissertations/doctoral-candidacy/oral-examinations) provides more information about the number of committee members who MUST be present at the defense and the forms required.

You must schedule the dissertation defense with the Graduate School at least two weeks prior to the defense date by completing the Request for Final Oral Examination form. All members of your committee must sign your request form indicating their intent to be present at your final oral. Your graduate adviser must also sign this form to indicate you have been approved to defend.

It is expected that all members of the committee attend the defense, either in person or via teleconference. The Graduate School does not distinguish between physical attendance or electronic/virtual attendance. If one non-supervisory committee member is unable to attend the defense, there must be an explanation of the member’s absence, together with an assurance that your dissertation will be read, and if approved, signed.  Committee members who are unable to attend after the agreed upon date has been established should inform the Dissertation Supervisor and student of his or her issues, concerns, and/or questions prior to the proposal meeting. These should be presented in a written format (with a copy provided to all present) and discussed at the proposal meeting.

Scheduling the Final Oral Exam and Forms

• Gain agreement of dissertation committee members on a time and date for your final oral defense. Allow time to establish the oral exam time and date to determine the committee’s availability. See https://gradschool.utexas.edu/academics/theses-and-dissertations/doctoral-candidacy/oral-examinations regarding how many of your committee members must be present [in the room]
• Have all members sign the Request for Final Oral Examination (Traditional Option or Virtual Option form) (pink form). Allow time to obtain your committee’s signatures.
• Submit the pink form to the Graduate Coordinator to obtain the Graduate Adviser’s signature. Allow time to obtain the signature. DO NOT WAIT UNTIL THE LAST MINUTE BECAUSE FACULTY ARE NOT ALWAYS ON CAMPUS.
• Submit the Request to Take Final Oral Examination form to the Office of Graduate Studies (Main Bldg. 101) with other required materials at least two weeks prior to the final oral examination. 
• Reserve a room for the exam with the Graduate Coordinator.
• Bring two copies of your signature page to your defense. You will only turn one original signature page into the Graduate School when you turn in your final paperwork. ALL the signatures must be original and in ink.

The OGS Degree Evaluator will send a memo to your dissertation committee members formally notifying them of the date, time, and place of the oral defense.

Evaluation of the Oral Examination and Form

The Dissertation Committee is responsible for evaluating the final dissertation and the final oral examination and completing the Report of the Dissertation Defense (the gold sheet, which is sent to your Dissertation Supervisor to bring to the defense). Based on their assessment they make one of the following decisions:

Pass. The student has completed a dissertation with no more than minor revisions; passed the final oral examination; and submitted an abstract approved by the committee.

Reconsideration. Extensive revision is necessary, but the committee is willing to examine the rewriting without requiring another oral examination. If a committee member still has doubts after the rewriting, he or she may request another oral examination. The candidate has three months to complete requirements laid down by the committee after a report for reconsideration has been filed.

Not Pass. The committee is not satisfied with the dissertation, but anticipates that it could be made satisfactory with rewriting. When such a decision is made, another oral is scheduled.

Fail. The committee has decided that the dissertation is unsatisfactory and the candidate may not rewrite.

Dissertation Submission

When you pass the oral examination, obtain committee members’ signatures on the signature sheet of the dissertation at the dissertation defense (two copies). Obtain the signature of your Dissertation Supervisor when all revisions have been completed. Ensure that the electronic submission requirement is also met.

Submit the completed dissertation and the necessary forms to the Graduate School by the appropriate deadlines. Allow time to do this to meet deadlines.

Note: Please remember to provide copies of your dissertation to your dissertation committee!