黑洞社区

Deptartment of Chemistry and Biochemistry
Graduate Student Handbook

Welcome to the department: If you are a new graduate student just joining the department we 
want you to feel welcome and get off to a great start of a successful graduate career at 黑洞社区. This 
handbook is intended to serve as a useful guide during your graduate studies in the department. Below 
is a timeline of the events and steps you will need to navigate on your way to a MS or PhD degree. In 
addition to this handbook you should seek regular advising appointments with your research mentor and the department鈥檚 graduate coordinator.

Your Arrival at 黑洞社区
If you are an international student arriving in Wichita the Office of International Education will be a 
valuable connection to make. They can provide you with connections to student groups in your area of 
study or from your home country. These groups may be able to help you find housing, roommates and 
other useful connections. The International Office鈥檚 web site is:
/admissions/international/index.php

IMPORTANT: International students with GTA/GRA appointments need to arrive at least one month 
earlier than the position start date to allow sufficient time for obtaining a social security number. If you 
are arriving at 黑洞社区 without a social security number you should immediately work with the department 
and Office of International Education to begin the steps toward acquiring a social security number 
(SSN). An SSN is issued and required by the federal government before you can begin working and 
being paid. The steps to obtaining an SSN can be found here:
/admissions/international/current_students/obtaining_social_security.php

Please remember that your SSN should only be shared with your employer鈥檚 human resources 
department, the U.S Internal Revenue Service and some financial institutions such as your bank or 
investment firm. Unless somebody is paying you wages for a job or is paying you interest on money you have in the bank, it is illegal for them to ask you for your SSN. Do not give your SSN to any others.

Getting Settled at 黑洞社区
Moving to a new city and starting a new program of study is a challenge for all new students. During 
this transition, as well as throughout your program, we want you to know that you are not alone. 
Important resources exist to help you deal with housing, staying food secure and mentally and physically fit. The Department of Chemistry and Biochemistry faculty and staff are always here to help you with resources and advising for teaching and research. When other challenges arise the following may be helpful:

Assistance in Finding Housing: New students must arrange their own housing. This may be done by 
connections that the student has through current 黑洞社区 students or by seeking housing either on campus or off.

Here is a resource for off campus housing that is maintained by the Office of International Education 
and provides updated contact to housing opportunities near the campus:
/admissions/international/documents/Updated_Off-Campus_Housing_list

For on-campus housing contact the 黑洞社区 Housing and Residence office:
/student_life/housing/

Another useful resource for international students can be the various international student groups. Their members can help you when arriving and settling in and put you in touch with a network of friends from your home country. At this site you can find a list of 黑洞社区 International Student Associations along with Faith-Based Organizations:
/admissions/international/internationalstudentassociations.php

Shocker Support Locker: This is a student initiative that provides food, clothing and toiletries and 
baby/family products free of charge to the 黑洞社区 community. This is a good resource should you find 
yourself financially overtaxed and in need of basic supplies:

Shocker Food Locker: /student_life/sga/Shocker_Food_Locker.php

Mental Health and Wellbeing: We all need helpful advice, counseling and guidance throughout our 
careers. Graduate school is a time when many of us find mentors who may be a part of our professional lives as advisors, colleagues and constructive critics. Try to form these relationships with the other 
scientists around you, but also be aware that there are other facets of our lives where problems crop up 
that require professional help, such as depression or substance abuse. If you find yourself feeling 
overwhelmed or alone or simply need to talk over personal issues with a professional, you can find help 
at the Counseling and Prevention Services.

Counseling and Prevention Services: 
/services/counseling/Counseling1/CounselingServices.php

Health Services: Student health services and access to the YMCA are included in your student fees. 
Low cost prescriptions and over the counter medication are available at student health.

Graduate Program Timeline for MS and PhD
This time line is intended to serve as a table of contents for the entire document. As you read through 
the time line note the page references to additional materials addressing many of the items 

Upon Entering the Program
The following steps should all take place shortly after your arrival at 黑洞社区 and before classes start 
during your first semester:

1. Assessment exams. Approximately two weeks before classes start all new graduate students take five standard exams in the areas of analytical, biochemistry, inorganic, organic and physical 
   chemistry. Students must pass four exams.
2. If you are offered a graduate teaching assistant (GTA) position, you are required to complete the
   GTA training offered at the Graduate School and by the department.
3. Contact the appropriate instructors and lab coordinators in preparation for graduate teaching 
   assignments.
4. Have three Spoken English Screening Forms completed and turned in to the main office.

Timeline for PhD Program:

YEAR 1

1. Complete Research Advisor Check Sheet before the end of the 1st semester.
2. Complete Professional & Scholarly Integrity Training before the end of year 1.
3. Course enrollment and removal of any assessment.

• The graduate coordinator will meet to discuss any undergraduate courses you may need to 
  make up for deficiencies from the assessment exams.
• 1st semester: CHEM 701, CHEM 734, one core course, and one focus course.
• 2nd semester: CHEM 701, one core course, and one focus course.
• You may enroll for CHEM 700. MS students must complete one enrollment of CHEM 700. 
  PhD students must complete two enrollments of CHEM 700.

YEAR 2

1. Complete Plan of Study before the end of your 3rd semester.
2. Start taking cumulative exams (PhD only). You must pass 5 cumulative exams.
3. Course enrollment

• 3rd semester: CHEM 701, one core course, and one focus course.
• 4th semester: CHEM 701 and one core course.

YEAR 3

1. If pursuing a PhD - submit and defend your Creative/Independent Research Proposal before 
   the end of your 5th semester.
2. After successful proposal defense, students in the PhD program may be awarded an MS degree 
   along the way to PhD.
3. If you haven鈥檛 passed cumulative exams (PhD only), continue taking cumulative exams.
4. After passing the cumulative exams and successfully defending the creative/independent
   research proposal, the student will have qualified as a candidate for the PhD in chemistry and must be enrolled in at least 2 credit hours of Research in Chemistry (CHEM 990) each semester for the duration of the program.
5. Course enrollment

• 5th semester: CHEM 701 and one core course.
• 6th semester: CHEM 701 and minimal 2 credit hours of CHEM 990.
• You may enroll for CHEM 700.

YEAR 4-5

1. Prepare for dissertation.
2. Complete dissertation defense.
3. Course enrollment

• Each semester: CHEM 701 and minimal 2 credit hours of CHEM 990.
• Enroll for CHEM 700, if you haven鈥檛 completed two enrollments of CHEM 700.

Timeline for MS program

YEAR 1

1. Complete Research Advisor Check Sheet before the end of the 1st semester.
2. Complete Professional & Scholarly Integrative Training before the end of year 1.
3. Course enrollment and removal of any assessment

• The graduate coordinator will meet to discuss any undergraduate courses you may need to 
  make up for deficiencies from the assessment exams. 
• 1st semester: CHEM 701, CHEM 734, one core course, and one focus course.
• 2nd semester: CHEM 701, one core course, and one focus course.
• You may enroll for CHEM 700. MS students must complete one enrollment of CHEM 700.

YEAR 2

Note for MS: The department usually offers two graduate courses each semester, one core course and 
one focus course. An MS student may complete their classroom course requirements in just two years. 
After completing your classroom courses you will continue to enroll in CHEM 701 and CHEM 890 each 
semester until you have defended your thesis.

1. Complete Plan of Study before the end of your 3rd semester.
2. Course enrollment

• 3rd semester: CHEM 701, 890 and courses above 700 in consultation with your advisor. You 
  should be at or approaching the 15 credit hours of 700 level course work at this point.
• 4th semester: CHEM 701 and 890.
• Enroll for CHEM 700, if you haven鈥檛 completed one enrollment of CHEM 700.

         3. You may defend in your second year but consult with your advisor to plan for your thesis                            defense by end of the third year.

YEAR 3

1. Prepare for thesis.
2. Complete thesis defense.
3. Course enrollment
   Each semester: CHEM 701 and CHEM 890.

Assessment Exams
Graduate student assessment exams are given in August and January, usually two weeks prior to the 
start of class. They consist of five exams administered over a four day period. All new graduate 
students must take these exams. The announcement for the exam schedule will be sent to each new 
student prior to their arrival in the department. The purpose of the exams is to evaluate each student鈥檚 knowledge in the five areas of chemistry: analytical, biochemistry, inorganic, organic and physical. A student must show proficiency in four of these areas before the end of their second semester, excluding summer. To demonstrate proficiency in an area requires either passing the assessment exam or taking and passing the corresponding undergraduate course with a grade of B or better. Each student will have two opportunities to pass four of the five exams.

After taking the exams and receiving their scores all students meet with the graduate coordinator for 
course enrollment advising. Failure to pass four placement exams or the corresponding course 
during the 1st year results in automatic recommendation for dismissal to the Graduate School.

Assessment Exams and Corresponding Undergraduate Courses

It is advisable for students to study for these exams to avoid taking undergraduate courses. Students 
who are required to take undergrad courses can substantially deter their academic progress and may add extra semesters and expense to their course work.

Graduate Assistant Training
There are multiple required training for graduate assistants, including GTA training, professional 
integrity training and safety training. The Graduate School offers orientation and required training for all 
new graduate students and teaching assistants. Training is required for all new GTA鈥檚. The schedule 
for training can be found on the Graduate School鈥檚 Professional Development web page: 
www.wichita.edu/pds

The link above will also provide you with information about many other activities sponsored by the 
Graduate School including social gatherings and award opportunities.

Department GTA training is offered on an as-needed basis and will be announced through the 
department office. This training includes required safety training and discusses best practices in the 
chemistry teaching lab.

Professional and Scholarly Integrity Training Requirement: All doctoral and masters students are 
required to complete this training by the end of their first year. The Chemistry and Biochemistry 
graduate programs only require the CITI modules. Please visit this page for details:
/academics/gradschool/GraduateFaculty/Scholarly_and_Professional_Integrity_Training_Requ.php

You will get regular e-mails from the staff in the Graduate School. Be sure to read these because they 
contain useful information.

Mentor Selection
Choosing a research mentor is an important step in every graduate student鈥檚 career. The best way to 
make an informed choice is to meet with different potential research mentors and their students. All 
newly admitted graduate students should schedule a meeting with each research group mentor and 
obtain their signature on the Chemistry and Biochemistry Research Group selection form. New graduate students should complete this process before the beginning of their second semester.

GTA Positions

Requirements for GTA Positions 鈥� All students who are admitted to the graduate program in good 
standing are eligible for a GTA position provided they have work authorization and the required English 
abilities as determined by standard tests. Work authorization requires the issuance of a social security 
number. English requirements are met by scoring a 23 or better on the speaking portion of the TOEFL 
or a score of 7.0 or higher on the speaking portion of the IELTS exam. GTAs (0.5 FTE, 20 hours) are 
normally assigned two laboratory sections, which are often in the same course, but not always. 
Teaching performance will be taken into consideration when renewing GTA awards. Termination prior 
to expiration of the appointment can be made for reasons such as failure to comply with the supervisor's 
teaching directive, failure to adhere to reasonable teaching and safety practices and unprofessional
interaction with students.

All GTAs must also have three Spoken English Screening Forms signed. Two of these are to be 
completed by two faculty or staff and one student.

GTA positions are awarded to students based on department need. Preference is given to students in 
good standing and on-track for their degree. A GTA position is not a guaranteed job and should not be 
taken for granted. Students who have had problems or completed their assignment poorly may not be 
selected to TA in subsequent semesters. Masters students who have received six or more GTA 
appointments and PhD students who have received ten or more will be given less priority when GTA 
assignments are made. Graduate students whose GPA drops below 3.0 are not eligible for a GTA 
position without an approved exception from the Graduate School.

The GTA selection process begins when the department e-mails a GTA preference form to all eligible 
graduate students (see page 16 for an example). The department chair, in consultation with the lab 
coordinators, makes the GTA assignments using the returned preference forms as a guide. It is 
important that upon notification of a student鈥檚 teaching assignment that they contact the lab coordinator 
for instruction regarding the curriculum and TA meetings.

The GTA position comes with a number of important responsibilities and expectations. These positions
are only possible because of the large number of undergraduate students who take our classes. 
Therefore, it is important to provide the lab students with a high quality learning experience. The GTA 
is critical in this experience. It is important to realize that this position is a professional job in which 
you must be reliable, punctual, prepared and respectful. It is the GTA鈥檚 duty to provide a safe and 
educational lab experience while providing rigorous and timely feedback in the form of graded quizzes, 
reports and exams. To achieve this the GTA should maintain a respectful relationship with the students 
in their sections, their fellow GTAs and with the lab coordinators. A full time GTA position is a 20 hour 
per week appointment that requires a number of important duties including 1) attending all recitations
for assigned sections, regardless of who is presenting that week, 2) arriving early and prepared for all lab 
sessions, 3) grading promptly, rigorously and fairly, 4) attending weekly TA meetings, 5) holding a 
weekly office hour and one hour of open office hours in MC 223, and 6) responding to student concerns 
and e-mails.

GRA Positons 
Graduate research assistantships are usually arranged with a professor who is willing to support a 
student with external grant funding. Some GRAs can also be arranged through the department when 
available, these include assistantships for running MS or x-ray samples for the department. GRA 
positions may be full time (20 hours) or half time. A student may hold a half time GRA and a half time 
GTA.

Research Responsibilities
Thesis or dissertation research forms the core of the graduate experience and provides students with the 
opportunity to establish depth of knowledge in their chosen area. With this opportunity come a number 
of important responsibilities.

          Graduate students are expected to:

1. Be hard working, diligent, responsible and dependable.
2. Plan experiments in advance.
3. Participate in general lab maintenance and perform routine clean up jobs.
4. Interact in a neighborly fashion with other group members and be aware of their needs.
5. Follow the instructions of their faculty mentor.
6. Non-native English speakers should make every effort to improve their mastery of the English 
   language, particularly their verbal skills.
7. Become familiar with the literature in their area of research.
8. Diligently follow proper safety and laboratory notebook procedures. Students doing research 
   in the evening and/or weekends, must exercise strict safety practices, and should preferably 
   work with a fellow graduate student in the same lab or an adjacent lab.
9. Keep laboratory notebooks in a safe place in the research laboratory. The notebook should be 
   organized and kept in accordance with your research mentor鈥檚 directions.
10. Comply with the directive that the results of research, including but not limited to, spectra, 
    notebooks, etc. belong to the research mentor as an agent of 黑洞社区.

The faculty research advisor (mentor) will judge compliance with these guidelines and may take 
appropriate action to correct a problem up to terminating a GRA and dismissal from his/her research 
group.

Scientific Misconduct/Unethical Practices
Students should perform their research and pursue their graduate studies with honesty, integrity and 
diligence. Student's behavior in the classroom is governed by the Student Code of Conduct (黑洞社区 Policy 
and Procedures 8.05). Violations of classroom standards are:

1. Cheating in any form, whether in formal examinations or elsewhere.
2. Plagiarism, using the work of others as one's own without assigning proper credit 
   to the source.
3. Misrepresentation of any work done in the classroom or in preparation for class.
4. Falsification, forgery, or alteration of any documents pertaining to
   academic records.
5. Disruptive behavior in a course of study or abusiveness toward faculty or fellow 
   students.

University Guidelines for Responsible Research Conduct are outlined here:
/research/ResponsibleConductofResearch/Responsible_Conduct_of_Research.p
hp

University guidelines for student academic integrity are here:
/about/policy/ch_02/ch2_17.php

"Misconduct in research" means fabrication of data, falsification, plagiarism, or other practices that 
deviate from those that are commonly accepted within the scientific community for proposing, 
conducting, or reporting research. Students that engage in unethical practices such as, for example 
cheating and plagiarism, while conducting their research and/or their coursework are subject to loss of 
financial support, suspension and/or dismissal from the university. Allegations regarding scientific 
misconduct and/or unethical practices should first be reported to the student's advisor in writing, and a 
copy given to the department chair and the graduate affairs committee chair for further action.
Diversity and inclusion are important initiatives at 黑洞社区. Grad students are required to take Title IX 
training. This training ensures that our students, faculty and staff provide a equitable and inclusive 
environment for our diverse university community. The Title IX policy statement and other useful 
information are found here:
/administration/oiec/titleixstatement.php

Graduate Fellowships
The department disperses certain funds annually that are received from the Graduate School and the 
黑洞社区 Foundation. A significant amount of these funds are awarded to graduate students as summer 
support. A few are awardees are named Fellowships, including the Talaty and Zaid fellowships. The 
latter two are typically competitive and require an application packet submitted to the department. The 
competitions are announced via the Chemistry Office.

Plan of Study
The graduate plan of study form should be completed at the beginning of your second year. This form 
outlines the courses you have completed or are in the process of completing to satisfy the degree 
requirements. This is also the point at which you will identify the members of your thesis or dissertation 
committee. The form can be found at Graduate School web site and should be filled out in consultation 
with your advisor and then submitted to the department and Graduate School. Please follow all 
instruction on the form and be sure not to exceed the number or allowed credit hours for your degree (30 
for the MS and 72 for the PhD).

The Plan of Study forms can be obtained here:
/academics/gradschool/DegreeCompletion/PlanofStudy.php

Cumulative Exams (PhD only)
Students in the PhD program must begin taking cumulative exams at the start of their second year and 
after satisfying the assessment exams. Students must pass five cumulative examinations out of 12 
attempts to remain in the PhD. program. Three cumulative examinations (cumes) are offered each 
semester and are intended to help students keep abreast of scientific literature and develop up-to-date 
methods of solving problems encountered in their chosen field of research. Successful completion of 
five cumulative examinations out of the maximum of 12 is deemed sufficient evidence of a student's 
development in this area. At least three of the passed cumes must be in the student鈥檚 main subject area. 
The cumes are typically given in the months September, October, and November in the fall semester and 
February, March, April in the spring semester. Once a student begins taking cumes, they must take each 
offered cume until passing five.

At least one month before each cumulative exam date, the office will post a sign-up sheet at the main 
desk and announce it by e-mail. Students will sign up for the cumulative exam of their choice and 
professors will post one or more literature citation that will be covered on the cume. The cumes will be 
administered by a proctor on a Saturday morning and graded by the faculty member who wrote the 
cume. The results will be distributed by the office.

Independent proposal (PhD only)
After successfully completing the cumulative exams, students must develop and orally defend an 
original research proposal during their fifth semester. Original is defined as a proposed project that was 
conceived and developed by the student and is different from their dissertation research. A student鈥檚 
proposal can utilize the physical methods of their dissertation research, if desired. The scientific question 
or hypothesis addressed by the proposal must not be related directly to any research projects that their 
mentor has done in the past, is doing currently or is planning to do in the future.

The guidelines below are from the NIH Quick Guide for Grant Applications which can be found on the 
NIH web site. The page limits are maxima that should not be exceeded:

1. Project Summary (1 page): The purpose of the Project Summary/Abstract is to describe 
   succinctly every major aspect of the proposed project. It should contain a statement of objectives 
   and methods to be employed. Consider the significance and innovation of the research proposed 
   when preparing the Project Summary.
2. Research Plan/Strategy (do not exceed 12 pages total): This is the main portion of the proposal 
   and should include the following sections:
   a. Specific Aims (1 page): The specific aims should cover: broad, long-term goals; the 
        specific objectives and hypotheses to be tested; summarize expected outcomes; and 
        describe impact on the research field.
   b. Significance (1-2 pages): The Significance section should explain the importance of the 
        problem or describe the critical barrier to progress in the field that is being addressed. 
        Explain how the proposed research project will improve scientific knowledge, technical 
        capability, and/or clinical practice in one or more broad fields. Describe how the 
        concepts, methods, technologies, treatments, services, or preventative interventions that 
        drive this field will be changed if the proposed aims are achieved.
   c. Innovation (1/2-1 page): Explain how the application challenges and seeks to shift current 
        research or clinical practice paradigms. Describe any novel theoretical concepts, 
        approaches or methodologies, instrumentation or interventions to be developed or used, 
        and any advantage over existing methodologies, instrumentation, or interventions. 
        Explain any refinements, improvements, or new applications of theoretical concepts, 
        approaches or methodologies, instrumentation, or interventions.
   d. Approach (9-10 pages): : The purpose of the approach section is to describe how the 
        research will be carried out. This section will contain an overview of the experimental 
        design, description of methods and analyses, expected results and alternative approaches. 
        Be sure to have a detailed discussion of the way in which the results will be collected, 
        analyzed and interpreted.
3. Literature Cited (no page limits): Should include all literature references used throughout your 
   proposal. This does not require a specific format, but should be consistent.

This exercise is meant to help a student develop their ability to think and plan advanced research
projects. During this process the student prepares a proposal written in the style of an NIH or NSF 
proposal embodying a new and independent research problem and methods of achieving a solution to 
that problem. The graduate student is expected to independently identify the proposal鈥檚 aims, conduct 
the literature survey necessary to support their aims. The proposal should be written without their
mentor鈥檚 input. The student then defends this proposal before his or her dissertation committee. 

Before preparing the proposal the student must provide the Graduate Affairs Committee with a title and 
one page abstract for their independent proposal. This abstract is given to the committee along with the 
student鈥檚 description of their dissertation research project(s). The committee examines the proposal 
abstract to ensure that it does not overlap substantially with their own dissertation research according to 
the guidelines given above. The research proposal must not duplicate the student鈥檚 dissertation research 
as determined by the Graduate Affairs Committee. This is to ensure that the proposed project is the 
student鈥檚 original ideas.

After the proposal topic has been approved by the Graduate Affairs Committee the student should 
contact all of the committee members to notify them of their topic and arrange a time for the proposal 
defense. The written proposal must be distributed to their dissertation committee at least one week 
before the defense date.

The PhD student may be asked to redo the defense and/or written paper once. Failure of this second 
chance results in removal from the PhD graduate track.

Research Seminar
PhD students are required to enroll twice in Chem 700. During the second enrollment the PhD 
candidate will give a 20-25 minute department seminar during the department colloquium. The student 
should work with the department and colloquium organizer to announce their talk. The seminar should 
cover their current research accomplishments and the planned research for their dissertation. An 
important goal of this seminar is to inform the student鈥檚 committee about their progress and plans and is 
one of the few times the student will meet with their entire committee.

After passing the cumulative exams, successfully defending the original research proposal, and 
presenting their department seminar, the student will have qualified as a candidate for the PhD in 
chemistry and must be enrolled in at least 2 credit hours of Research in Chemistry (CHEM 990) each 
semester for the duration of the program. The student is also now eligible to obtain a non-thesis MS
degree, also called the 鈥渕asters along the way鈥� degree.

Masters Along the Way (PhD only)
Students in the PhD program in good standing, who have completed all required courses, have 
satisfactorily presented their departmental research seminar, have defended their creative research 
proposal, and have satisfied all other requirements for admittance to candidacy for the PhD degree, will 
upon request and approval by the student鈥檚 committee be awarded the MS degree. The necessary form is available in the department office.

Graduate Courses
The graduate course requirements, including transfer courses can be found here:
/academics/gradschool/DegreeCompletion/DegreeRegulations.php

Graduate students must earn a grade point average of at least 3.00 in all courses on the student鈥檚 黑洞社区 
plan of study (excluding transfer work) AND for all graduate work taken at 黑洞社区. Grades lower than C, 
including C-, cannot be used to satisfy degree requirements, but such grades earned may be repeated.

Upper division (600 and above): Upper division courses from other department and colleges can be 
approved for a student鈥檚 plan of study provided these course are 600 and above and are relevant to the 
student鈥檚 area of study.

For graduate students, 9 graduate credit hours is considered a full load. Full time (20 hour appointment)
GTAs and GRAs are considered enrolled full-time if they are enrolled in 6 credit hours while holding 
the appointment.

Courses for MS
CHEM 890 (Research in Chemistry), at least 15 credit hours in chemistry courses numbered above 701, 
including: CHEM 734 (Instrumental Methods for Research), at least three of the graduate chemistry core 
courses (CHEM 715 鈥� CHEM 722), CHEM 700 (Chemistry Seminar), Enroll in CHEM 701 (Chemistry 
Colloquium) every semester of the degree program, additional courses in consultation with major 
advisor and the department.

Courses for PhD
Chem 990 (Research in Chemistry) Core Courses: CHEM 715 (Advanced Spectroscopy), CHEM 719 
(Modern Synthetic Methods), CHEM 721 (Advanced Biochemistry), CHEM 722 (Advanced Physical 
Chemistry), CHEM 734 (Instrumental Methods for Research). Focus Courses: two to three focuses 
courses numbered above 701 and/or the following: CHEM 717 (Advanced Spectroscopy II), complete 
two enrollment in the following: CHEM 700 (Chemistry Seminar), enroll the following every semester: 
CHEM 701 (Chemistry Colloquium)

Dissertation and Thesis Defense
The final requirement for both the MS and PhD degrees is the defense of a thesis based on original 
research. Well-prepared entering students should be able to complete the requirements within two to 
three years for an MS and four to six years for a PhD. Guidelines and examples for thesis preparation 
are available from your advisor or the department. The Graduate School publishes a guide to preparing 
your thesis/dissertation that is available online.

Your advisor will be the primary reviewer of the original draft. Once your advisor has approved the 
draft then you schedule a defense through the graduate school. It is advisable to contact your committee 
members well ahead of your planned defense date and work with them to find a date and time where all 
are available. Once that time is selected you will work with the department to schedule a room for the 
defense and to advertise your public talk. At this point you should contact the Graduate School and they 
will send an announcement to your committee members and provide your advisor with the required 
paperwork.

The written dissertation must be provided to all committee members at least two weeks before the oral 
defense. The department office should be notified of the defense date, time and room number and the 
dissertation title so that they can advertise the public defense through proper channels.

All defenses start with a public talk after which the public is excused and you continue with an 
examination consisting of questions posed by your committee. There are multiple possible outcomes 
from a defense: 1) the student may pass outright and the committee signs off on the approval for both 
the written document and the oral defense, 2) the committee requests some changes or additions to the 
written document based on omissions, corrections or failure to demonstrate specific knowledge, 3) the 
committee deems the work insufficient and requires the candidate to complete more experiments or 
analysis before passing, 4) the committee deems the work insufficient in quality or quantity for the 
degree and the candidate fails, 5) concerns arise regarding ethical or compliance issues that are serious 
enough that the committee fails the candidate. The first two outcomes are by far the most common but it 
is ultimately the decision of the committee whether the candidate passes this required step in earning 
their advanced degree.

Contact Information