Private and Public (Final) Defenses
The dissertation represents the summation of the student’s independent research. Therefore, adequate time must be set aside for preparation of the dissertation and for the Dissertation Committee members to evaluate the work.
The dissertation is to be prepared in consultation with the mentor. When the document is complete to the satisfaction of both the student and mentor it should be submitted to the first reader/chairperson of the student’s Dissertation Committee for evaluation before the dissertation can be submitted to the rest of the committee. The first reader must have at least two weeks to evaluate and comment on the dissertation. Any changes to the dissertation deemed necessary by the first reader must be incorporated into the document and approved by the first reader and the student’s mentor before it can be submitted to the rest of the committee. The dissertation must be submitted to the full committee a minimum of one week prior to the Private Defense date. All Dissertation Committee members must agree to the Private Defense date and must be present for the Private Defense. Any changes to the dissertation deemed necessary by the committee during the Private Defense must be made and approved prior to scheduling a date for the Public (Final) Defense. Once the Private Defense and revisions have been successfully completed and approved a Public Defense may be scheduled.
Public Defenses may not be scheduled any sooner than 7 days following successful completion of the Private Defense and approval of any necessary revisions to the dissertation. (Exceptions to the seven-day period between the Private and Public Defenses are rare but may be requested under extenuating circumstances. Requests should be submitted in writing to MIC’s Director of Graduate Studies following a successful Private Defense and must be approved by the MIC Departmental Chairman.)
After the Public (Final) Defense students must complete submission of paperwork and the Dissertation to the Graduate School of Arts and Sciences according to the process described below.
Final Details - After the Final Defense
Approved dissertations must be taken to the Graduate School Office for inspection before permanent binding. The following sites provide more detailed instructions. Be sure to read about CD submission and digital format because MII is now submitting dissertation copies on 2 CDs to the library.
http://gsas.virginia.edu/enrolled-students/thesis-submission
PLEASE NOTE: Your title page should conform to the format shown in the Sample Title Page. Also, page numbers should be within the margins.
CD Preparation: The signed title page must be embedded into the dissertation file on the CD; in other words, it must be scanned and then inserted in place of the unsigned title page. The document must be in PDF format and the file must be saved as: student last name, then first name. Please label CDs, CD cases and envelopes according to website instructions, using the short title (36 characters, including spaces). Each CD must be in a hard plastic case. You do not need to bring paper copies to the GSAS Office or Alderman Copy Center. I have blank CDs, labels, and large envelopes if you need them.
Dissertation submission to GSAS Office and Alderman Copy Center
The GSAS office is now requiring an appointment to submit all of your paperwork to them and the Alderman Copy Center. For an appointment, please call Amy Goldstein at 924-6739.
First stop: GSAS office (101 Randall Hall). It is recommended that you take these instructions with you because you will need the PTAO and address below. Required materials:
- 2 copies of your signed title page (Degrees are conferred in May, Aug. and Dec.)
- A paper copy of your abstract (350 words or less)
- 2 labeled CDs. CDs and cases must both be labeled.
- Large envelopes – one for the CDs and one for each bound copy, all labeled.
- Final Examination form, signed by your mentor and Dr. Ravichandran
- Microfilm Agreement Form
- Survey of Earned Doctorates
All forms can be found at: http://artsandsciences.virginia.edu/gradschool/forms/index.html
Second stop: UVA Copy Center - to order the bound copies. Two locations: UVA Bookstore or 2474 Old Ivy Rd. They will want to know exactly which page numbers are in color and how many total pages you have.
Payment:
- The cost for 2 bound copies and the microfilm will be paid by the MII account: 102799-500-SG00184-40240. One copy is for the Micro library and one copy is for the student.
- Please ask if mentor would prefer a bound copy or a digital copy on CD. A CD copy is free and if they want a bound copy, they should provide a PTAO.
- MII will not pay for copyrights.
- If you want more than one copy for yourself, you should pay for it yourself.
Please bring the receipt for the MII account to me and don’t forget that one copy is for the Micro library. Feel free to call or email if you have questions and when you have completed all of the above, you are finally finished!! Congratulations!
Sandy Weirich
BIMS Administrator
P.O. Box 800734
Phone: 243-2776
Updated: 7/11/12
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