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Electronic Dissertation Defense Process

Step 1:  In order to be eligible for the degree, you must complete the Application for Degree (myUK / Student Services / myRecords / Application for Degree). This must be submitted by the deadline for the semester in which you intend to graduate. For the exact due date, see the university calendar (http://www.uky.edu/Registrar/AcademicCalendar.htm) or the Graduate School Bulletin.

Step 2:  After consulting with your advisor, submit the Notification of Intent to Schedule a Final Doctoral Examination form a minimum of 8 weeks prior to the anticipated date of your final examination date. Upon receipt, the Graduate School will check your file to make sure that all requirements to this point have been met, and will begin the process of identifying an outside examiner for your defense. Do not finalize a defense date with your committee before the outside examiner has been identified and has been consulted for their availability. You will be notified by email when your Outside Examiner has been assigned.

The final examination must take place no later than eight days prior to the last day of classes of the semester in which the student expects to graduate. Final examinations may not be scheduled during the period between semesters or between the end of the eight-week summer session and the beginning of the fall semester. Consult the Schedule of Classes for deadlines on the scheduling of final examinations.

Step 3:  A Request for Final Doctoral Examination form should be submitted a minimum of two weeks prior to the specific date of the defense. At this time you should deliver a copy of the dissertation to your outside examiner (note that your committee and the outside examiner will probably want a paper copy of the dissertation for purposes of the final examination, but it can be in pdf format if all involved are in agreement). Dissertations must be received by your committee two weeks prior to your exam.

Step 4:  After your Final Examination, you have 60 days to submit the final copy of your dissertation to the Graduate School in pdf format. This must be accompanied by a copy of the Electronic Thesis and Dissertation Approval [PDF] form, signed by your advisor and Director of Graduate Studies. There is a required formatting check that must be done prior to the final turn in of your dissertation. At this time, your dissertation will be checked to ensure that it meets format requirements of the Graduate School. The First Format Check is returned to you with Corrections, and after the corrections have been made, you must set up an appointment with the Graduate School to submit your Final Copy. It is your responsibility to ensure that the ETD will display clearly and properly on a monitor when accessed, including working links so the ETD can be readily navigated (whether it is composed of a single or multiple files), that the printed pdf version will be clear and legible (including any figures or images); and that fonts have been properly embedded. The Graduate School requires one copy of the approved ETD on CD-ROM. We also require paper copies of the dissertation Title Page and Abstract, as well as any reprint permission letters and any required third party software licenses.

Checklist of common errors [PDF]

FAQ's

If you have any questions about this process, contact the Degree Certification Officer for your program.

Dissertation Fees

The base dissertation fee is $74. Applicable fees will be determined by the Degree Certification Officer at the time the final dissertation is submitted to The Graduate School. The charge must be paid at Student Billing Services, 18 Funkhouser Building. No diplomas will be released without payment of the applicable dissertation fees.

In order to register the dissertation copyright, the candidate must (1) sign the Copyright Authorization statement on the Microfilm Agreement Form and submit this form with the final two copies of the dissertation; (2) pay the copyright fee of $65(this copyright charge is in addition to the $74 dissertation fee); and (3) include a copyright notice in the dissertation.

Publishing the Dissertation

The Graduate School publishes dissertations through Bell & Howell (formerly UMI), Ann Arbor , MI. Doctoral candidates may obtain a copy of the Bell & Howell Publishing Agreement Form in 106 Gillis Building. Complete the agreement form and return it when submitting the final two copies of the dissertation. Students wishing to register the copyright of their dissertation may do so using this form. For more information on Bell & Howell/UMI, see <www.umi.com/>. You will receive this form after your document has been format checked.

Survey of Earned Doctorates

The University of Kentucky Graduate School participates in the Survey of Earned Doctorates (SED), which is conducted each year by the National Opinion Research Center. It is required that doctoral candidates complete this survey when the final copies of the dissertation are submitted. Copies of the SED form are available in 106 Gillis Building. You will receive this form after your document has been format checked.

Direct questions to the Degree Certification Officer for your program.

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