PhD Dissertation and Defense Process

PhD Proposal Defense 

The PhD proposal is a pivotal step in a doctoral student’s academic progression at Rutgers University. It lays out a comprehensive framework, aligning the student’s research direction with the benchmarks of the ECE Graduate Program. The proposal typically comprises several chapters, some of which may naturally evolve into the final dissertation. It should encompass: 

• Background and motivation
• Key findings or activities to date
• Essential unresolved questions and their significance
• Strategy for the remaining research
• Expected primary contributions and findings of the dissertation 

The formal defense of the proposal requires a 50-minute oral presentation, followed by an open-ended question-and-answer segment, before the PhD Proposal Committee. 

Timeline and General Policies: Students enrolled in the PhD program are encouraged to plan their proposal defenses between their seventh and tenth semesters. While these defenses are not open to the general public, faculty members from the Rutgers School of Graduate Studies are invited to attend. 

Scheduling, Procedure, and Application Process: The proposal defense process initiates when the student’s advisor informs the ECE Graduate Program Office of the student’s readiness to present their proposal. The advisor also validates the committee list, which must consist of a minimum of four members. At least three of these should be from the ECE Graduate Program, including the advisor. The committee can also have up to two members from outside the ECE Graduate Program. Subsequently, the student works with the proposal committee to set a date, time, and location for the presentation. At least three weeks before the presentation, the student must provide the ECE Graduate Program Office with a copy of the proposal abstract. This ensures that the office can notify the ECE Graduate Faculty promptly. Moreover, the student must distribute the proposal to both the committee members and the ECE Graduate Program Office no less than two weeks before the defense. It’s crucial to understand that for a successful proposal defense, only one non-approval vote is permissible. Each student gets two chances to defend their proposal successfully. 

PhD Dissertation Submission and Defense 

The final tangible outcome of a student’s PhD study is their dissertation, also known as the thesis. To obtain the PhD degree, a well-crafted dissertation must be submitted for assessment by the PhD Dissertation Committee. Furthermore, students are required to defend the research encapsulated in their dissertation during the final defense presentation. Collaboratively deciding on the dissertation’s topic, content, and framework with their research advisor is essential. Upon approval by the PhD Dissertation Committee, the final dissertation becomes one of the pivotal documents required by the SGS to confer the PhD degree. 

The PhD Dissertation Committee 

Upon advancing to PhD Candidacy, students—in collaboration with their research advisors—should begin forming both the PhD Proposal and PhD Dissertation Committees. Notably, the PhD Dissertation Committee shares a significant overlap with the PhD Proposal Committee. This is because students are mandated to choose and notify the ECE Graduate Program of a minimum of three committee members who will serve on both committees within a year of passing the Ph.D. Qualifying Exam.  The PhD Dissertation Committee should comprise at least four members

Once the committee is formed, changes to its membership can only be made by the ECE Graduate Director and will be allowed solely if a member is unable to serve or if a shift in the student’s dissertation topic necessitates a committee modification.

The PhD Dissertation Defense 

The culminating step toward obtaining a PhD is the final dissertation defense. This event consists of a seminar in which the PhD Candidate orally presents the findings of their dissertation in front of their PhD Dissertation Committee and a general audience, including individuals both from inside and outside Rutgers University. To hold the dissertation defense, a comprehensive version of the dissertation, formatted as per SGS guidelines and inclusive of all chapters, figures, tables, and references, must be submitted to both the PhD Dissertation Committee and the ECE Graduate Program Office at least three weeks in advance of the defense date. 

The dissertation defense must:

• Be announced publicly a minimum of one week prior to the event.
• Remain open to general attendance.
• Ensure the presence of all members of the dissertation committee. Virtual participation, such as via Zoom, is allowed, provided the primary location of the defense is Rutgers University. A maximum of two committee members may attend virtually. 

The dissertation defense is structured in the following manner:

• Presentation: The student gives a 50-minute presentation, which is open to the public.
• Open Questions: After the presentation, the student addresses questions from the audience.
• Closed Questions: At this stage, everyone except the student and committee members must exit the room. The committee then poses further questions to the student.
• Deliberation: The student is requested to leave, allowing the committee members to discuss both the presentation and the dissertation.
• Evaluation: Once the discussion concludes, the student rejoins the room. The committee then communicates their assessment of the dissertation and the defense to the student. 

For a student to successfully defend the dissertation, approval is needed from the student’s research advisor and all but one of the committee members. If two or more members voice dissent, efforts should be made to address and reconcile these concerns. This could lead to committee members requesting specific changes to the dissertation, which they must detail in writing. If these differences remain unresolved, the dissertation will be deemed unsatisfactory. Students can forward any appeals to the Dean of the School of Graduate Studies. 

When the dissertation is approved, all committee members must sign the student’s final defense form and the dissertation’s title page. In the event the approval isn’t unanimous, the dissenting members are required to draft a letter outlining their reasons for disapproval. This letter should be sent to the Dean of the School of Graduate Studies, with copies provided to the ECE Graduate Director, the other committee members, and the student.