DEFENDING AND FILING
Overview
The MBIDP requires the completion of 1) a final oral exam (dissertation defense) and 2) an approved dissertation that demonstrates the student’s ability to perform original, independent research and constitutes a distinct contribution to knowledge in the principal field of study.
Defending and filing the dissertation are the final two program requirements. Students must pass their defense first, then file after. Students do not file before defending.
The PhD program is officially completed after:
- The student passes the final oral exam/dissertation defense and files their dissertation
- The doctoral committee submits their electronic approval of the final oral exam and dissertation
- The Division of Graduate Education (DGE) certifies the dissertation
The PhD is awarded in the term that the dissertation is certified.
Approval to Defend/Pre-Defense Committee Meeting
The doctoral committee must approve that the student is ready to defend. Students cannot schedule their defense without their committee’s approval.
If it’s been more than a year since the student’s last committee meeting, the student must schedule a final committee meeting (“pre-defense meeting”) to update the committee on their research progress and get approval to defend. All committee members must attend. In-person is the default mode of participation. The committee chair or co-chairs may approve the student and/or committee members to attend remotely. The pre-defense meeting can be skipped if the committee agrees it is not necessary; students can confirm this with the committee by email.
If a student has received approval to defend within the last 12 months, a pre-defense meeting is not required unless requested by the committee; students can confirm this with the committee by email.
Writing the dissertation
The UCLA Thesis and Dissertation Filing Requirements & Public Dissemination manuscript preparation guide describes the requirements for filing theses and dissertations and University policy regarding graduate thesis and dissertation public dissemination. This document was prepared by the UCLA Division of Graduate Education, under delegated authority from the Graduate Council of the UCLA Academic Senate. Students must write their dissertation in accordance with all guidelines and procedures outlined in the guide.
For additional writing support, the Graduate Writing Center hosts workshops that focus on dissertations and they offer one-on-one Writing Consultation Appointments.
DGE hosts quarterly Electronic Thesis & Dissertation workshops that review the dissertation filing process. Students must attend one of these workshops, ideally 1-2 quarters before they expect to defend. This will ensure the student is informed about the filing process.
Scheduling the defense
Students must reserve 2 hours for their defense and book their own room. All committee members must attend. In-person is the default mode of participation. Students are encouraged to invite family, friends, and other guests. Defenses are advertised to the MBIDP student and faculty mailing lists.
Room reservation resources:
- Boyer Hall 130 or 159
- Terasaki Life Sciences Building or Hershey Hall
- DGSOM-owned spaces, such as BSRB 154, Geffen Hall, NRB Auditorium, etc.
- Rooms may be available through the mentor’s department. Check with department staff for more information.
- Students should be mindful that some buildings and entrances may require key card access. This may be an issue if non-UCLA guests are attending the defense.
Remote Participation Policy
UCLA faculty and students must attend final oral examinations (defense of dissertation) in person. If the student requests it or agrees to a request from the committee chair or co-chairs, non-UCLA faculty or external subject matter experts serving on doctoral committees may participate remotely in oral qualifying examinations and final defenses with the approval of the committee chair or co-chairs. Requests for the remote participation of the student or UCLA faculty require special approval from the MBIDP Chair or any MBIDP Home Area Director. Approval may be granted for reasons that include: health, significant difficulty scheduling an in-person, examination, UCLA faculty or student located off campus, and financial hardship.
Before the defense
- Students should notify the Student Affairs Officer of their tentative graduation plans, at least 1-2 quarters in advance.
- Students schedule their defense directly with their committee, then book a room themselves. Students must provide their defense date to the Students Affairs Office as soon as it is confirmed.
- At least 1 month before the defense, students must email the following items to the Student Affairs Officer:
- Headshot/photo
- Defense title, date, start time, and location
- Zoom/Google Meet/other info, if the defense will be live streamed
- At least 1 week before the defense, students must email a complete copy of their dissertation to their committee and CC or BCC the Student Affairs Officer. If the committee does not receive a copy of the dissertation before the defense, the defense must be rescheduled.
During the defense
- The oral presentation is ~1 hour and the remaining time is reserved for Q&A/scientific discussion with the committee.
- The committee will give the student a verbal Pass/No Pass evaluation at the end. Each committee member must record a decision of “passed” or “not passed.” A student is not considered to have passed the final oral exam with more than one “not passed” vote, regardless of the size of the committee.
- The committee may instruct the student to make revisions to the written dissertation after the defense. If the dissertation is not acceptable, the student and doctoral committee will meet together to decide how to proceed. Students should leave enough time between the defense date and the date they plan to file their dissertation if revisions are required.
- After the student makes all requested revisions, they must email the revised final draft to all committee members again for approval before submitting the dissertation to ProQuest and DGE.
Filing the dissertation
- When the dissertation is complete, the student submits the dissertation to DGE.
- Students must file while they are either 1) enrolled in full-time units with tuition in “Paid” status, or 2) are on approved Filing Fee status (see Filing Fee section for more info).
- The filing process is electronic. After the student submits the dissertation using DGE’s online system, the doctoral committee will receive an automated email from DGE asking them to approve the final oral exam and dissertation. DGE will also separately review the dissertation for formatting and will contact the student via email if revisions are required.
- Students may file their dissertation the same day as their defense or later in the quarter. Quarterly filing deadlines are published on DGE’s website. All committee members must report their approval by the quarterly deadline. Students should file their dissertation as far in advance of the deadline as possible so the committee has sufficient time to approve it electronically. Students should avoid filing on the day of the deadline if it can be avoided. Students are encouraged to email their committee separately about the date they plan to file, so they know when to expect an email from DGE.
Filing Fee Status
Graduate students who meet certain criteria can apply for Filing Fee status. The fee is paid by the student’s mentor in lieu of standard tuition and registration fees. Filing Fee is intended for students who are in good academic standing and who have completed all degree requirements except for filing their dissertation or thesis. Graduate students who are approved to use a Filing Fee will have the entire academic term to complete their degree requirements. While on Filing Fee status, a student may no longer: take courses, be employed by UCLA (e.g. GSR, TA), receive financial support (e.g. stipends), or access certain campus services.
Students must contact the Student Affairs Officer in advance to discuss the Filing Fee process and pre-requisites.
MBIDP students must apply for Filing Fee in order to graduate during the summer. Since MBIDP students do not enroll in summer courses, they must go on approved filing fee status in order to graduate. During the summer, students should only apply for Filing Fee right before they are ready to file their dissertation and before the application deadline. This will allow students to maintain their funding and access to campus services for as long as possible. Students should not apply for Filing Fee far in advance.
Applying for Filing Fee is optional to graduate during the academic year. Students should only apply for Filing Fee during fall/winter/spring if they are completely finished working in the lab and will not be doing any further work that they need to be compensated for as a GSR. During the academic year, the Filing Fee application deadline is Tuesday of Week 1 of each quarter.
If a graduate student does not complete their final degree requirements within the term in which they paid the Filing Fee, they must apply for readmission for the following academic term and will need to register and enroll in order to complete their degree. The paid filing fee will not be refunded and students may not apply for filing fee status again. Therefore, standard tuition and registration fees will be billed to the student in all subsequent terms until they complete their degree.
If the student’s department has already submitted fee remissions/tuition payments, the funds will be returned to the department’s accounts and the Filing Fee will be billed instead.
ADDITIONAL INFO FOR GRADUATES
Degree Verification and Diplomas
- Students will receive a degree completion letter from the Registrar’s Office within a few business days after the dissertation is certified. This letter is usually sufficient for employment purposes.
- A final academic transcript that includes the graduation date is available about six weeks after the end of the final term. Options for expedited proof of degree are available.
- Diplomas are available approximately three months after the last day of the term (i.e., degree-award date). Information about diploma availability is sent to a student e-mail address approximately six weeks after the end of the final term. Additional information is available here.
Commencement Ceremonies
- MBIDP graduates may participate in the DGE Doctoral Hooding Ceremony in the spring quarter. DGE will contact eligible students who file by the appropriate deadline.
- The MBI does not organize a department commencement event.
UC SHIP Health Insurance
- Students who graduate while registered and enrolled in the fall, winter, or spring quarters will remain covered by UC SHIP until the end of the day before the next academic term begins. See the Ashe Center website for coverage calendar.
- Students on approved filing fee status are not covered by UC SHIP but may purchase Plan coverage for a maximum of one semester or quarter if they were enrolled in UC SHIP the prior term
- Beginning Fall 2025, post-graduation Voluntary UCSHIP coverage will no longer be offered.
