Dissertation Defense
The information outlined below is not all-inclusive. Please familiarize yourself with all of the requirements as outlined in the Student Handbook as well as the Doctoral Dissertation Prep Guide (GSBS12) or if applicable, the Master Thesis Preparation Guide (GSBS24).
Dissertation Defense Timeline
The entire process, from last TRAC meeting through program completion, typically takes 4 months for Basic Biomedical Science students.
Approval of Proposed Dissertation Timeline by the TRAC
A student who has concluded that their dissertation research is nearly complete must propose a timeline for completion and meet with the dissertation advisor and the TRAC for review and approval of the proposed timeline.
Dissertation Timeline Proposal Format
At the TRAC meeting, the student must present:
- A draft of the dissertation abstract
- An outline of the dissertation, including a detailed outline of the Introduction and Discussion
- A summary of published work that will be included in the dissertation
- Any data that are unpublished or previously unseen by the TRAC, that will be included in the dissertation. These data should be presented in publication-ready form.
- A proposed date range for the dissertation defense
- A proposed list of external examiners
Dissertation Timeline Proposal Outcomes
The TRAC will Approve or Defer to a later timeline.
Approval of the student’s proposed dissertation timeline indicates that:
- The student is not required to complete additional research or data analysis
- There are no outstanding obligations defined as required by the thesis advisor or the TRAC, that would prevent the student from focusing entirely on dissertation completion
- The student has presented a draft of the dissertation abstract and a detailed outline, and the TRAC has provided feedback
- The student has identified potential external examiners, and the TRAC has deemed these appropriate
If the TRAC Approves, the student must return the completed TRAC approval of proposed dissertation timeline form (GSBS70) to the Morningside Graduate School of Biomedical Sciences office as soon as approval has been granted. Providing the form to the office will NOT initiate any actionable deadlines.
If the TRAC Defers to a later date, the TRAC must communicate the expectations for completion to the student, including research or analyses that remain to be completed, and the expected status (submitted or accepted) of publications authored by the student before the defense timeline can be set. The TRAC may recommend an expected timeline. The TRAC must also communicate to the student whether a TRAC meeting will be required for approval of the revised timeline, whether approval can be achieved via email, or whether a meeting with the TRAC chair is sufficient.
The student should submit a regular TRAC Meeting report (GSBS07) with a brief post meeting report that outlines the TRAC’s expectations for completion. When the student has completed the assigned work and approval from the TRAC is obtained, the student must submit a TRAC approval of proposed dissertation timeline form (GSBS70).
Formation of Dissertation Examination Committee
The Dissertation Examination Committee (DEC) consists of five members. Four members must be Morningside Graduate School of Biomedical Sciences Faculty Members. One of these must be designated as the DEC Chair. The DEC Chair must be appointed with the rank of Professor or Associate Professor. Affiliate faculty members are not eligible to serve on the DEC unless they have been in continuous TRAC service for the defending student. The dissertation advisor is not a member of the committee.
DEC Membership Requirements
An External Examiner must be selected and approved by the TRAC and the Dean. The purpose of the External examiner is to represent the academic community at large in upholding the standards of the PhD degree. Therefore, the External Examiner must:
- Hold a doctoral degree
- Be currently engaged in research in the field
- Be primarily appointed as a faculty member at a PhD-granting institution or appointed at a government or other non-profit institution with a secondary appointment at a PhD-granting institution.
Co-authorships and Conflict of Interest exclusions
- The DEC may consist of no more than two members who are current or intended future co-authors with the student.
- Neither the DEC Chair nor the External Examiner can be a current or intended future co-author with the student regardless of whether the coauthored work is related to the dissertation.
- No DEC member can be the current or former spouse or a relative of the student or the dissertation advisor.
- Post-qualifying students who move to a different institution with their advisors may not choose a DEC member who is affiliated with the new institution.
Preparation for the Defense Examination
- The student will schedule the defense examination (DE).
- The student will submit the DE Committee Selection Form (GSBS14) at least 30 days prior to the DE.
- The student will submit the Request for Posting of Dissertation Defense (GSBS11) along with an ~250-word research summary at least 21 days prior to the defense.
- The student will distribute the final copy of the dissertation to the DEC at least 21 days prior to the DE.
- Within 7 days of receipt, the DEC Chair will review the thesis for general acceptability. Graduate School staff will query the DEC Chair about the suitability of the Dissertation document for oral examination.
If acceptable, the defense notice will be posted and electronically distributed by the Morningside Graduate School of Biomedical Sciences within 2 weeks of the defense. The defense notice will not be posted until confirmation that the defense can move forward has been received from the DEC chair.
In the event that the Dissertation document is unacceptable, the DEC Chair will inform the student and the dissertation advisor and will provide a written summary to all members of the DEC and the Associate Dean for Academic Affairs detailing the deficiencies. The Dissertation Examination will be cancelled.
In consultation with the DEC, the Associate Dean will set a new and final deadline for the student to submit an acceptable thesis document.
The Defense Exam
The defense exam consists of a public seminar followed by a closed defense examination. The public seminar is a 45–50-minute summary of the dissertation, followed by questions from the audience. The closed defense examination will take place immediately after the public seminar. The dissertation advisor cannot be present during the closed defense. All DEC members must be present for the exam. The absence of one or more members requires rescheduling of the exam. No others may attend the exam.
Dissertation Exam Outcomes
Pass: A student earns an outcome of Pass when the DEC unanimously decides that the defense examination is satisfactory, and the written dissertation is acceptable as presented.
In Progress - Minor Revisions: A student earns an outcome of Minor Revisions when a majority of the DEC decides that the defense examination is satisfactory, and the written dissertation requires only minor revisions that do not materially affect the content of the dissertation.
In Progress - Major Revisions: A student earns an outcome of Major Revisions when a majority of the DEC decides that the defense examination is satisfactory, and the written dissertation requires substantial revisions to the text. Major revisions include any revisions that materially affect the content of the dissertation, including the addition of significant content to the Introduction or the Discussion.
In Progress – Retest: A student earns an outcome of Retest when a majority of the DEC decides that the oral examination is unsatisfactory. The dissertation may be acceptable or may require minor or major revisions. Only one retest is permitted.
Fail: A student earns an outcome of Fail when the DEC unanimously decides that the defense examination and/or written dissertation is unacceptable and cannot be improved to the point where the DEC could find both acceptable.
Upon approval of the DEC, a student who has failed the dissertation examination will change programs to the MS exit pathway and may submit the written dissertation in partial fulfillment for the degree of MS.
COVID-19 Accommodations
The student and the DEC members decide individually whether they will be present by Zoom for the public seminar and the dissertation defense examination. The DEC Chair will ensure that the preference of the student and each member is established and honored.
If all or if a subset of the participants decide to be present in-person, the public seminar and the dissertation defense examination must be held in rooms that are enabled for HyFlex participation. This must be established ahead of time for planning purposes. The Graduate School will provide A/V support upon advance request; students are strongly recommended to request A/V support for any hybrid meeting.
The external examiner and any outside guests who are invited to campus must be preregistered in the SV3 visitor management system. The student’s home Department is responsible for registering all visitors, including the External Examiner, and ensuring they follow current campus policies.
Post-Defense Completion of Dissertation
The DEC Chair, in consultation with other DEC members, is responsible for approving a revised dissertation, though the DEC may require approval from all members.
The student has 120 days post-defense to retest, if necessary, to submit the revised and approved dissertation, and to complete all degree requirements. If all degree requirements are not completed within 120 days of the defense, the student will be withdrawn from the Morningside Graduate School of Biomedical Sciences and will receive no degree. Extensions will be considered only with documentation of extreme extenuating circumstances.
Completion of Degree Requirements
All requirements for degree completion must be completed by the student before a degree will be conferred.