Defenses

Defenses

Preparing for your defense

Before you schedule your defense and submit your complete thesis, dissertation, or equivalent for format review, the following requirements must be met:

  1. Minimum 3.0 GPA (iPOS and graduate GPA).
  2. Have an approved iPOS including committee composition, on file in the Graduate College.
  3. Complete all required exams (Foreign Language Examination, oral/written, etc.) with results reported to the Graduate College and final processing received before scheduling.
  4. If you are a doctoral student, you must have achieved candidacy.
  5. You must be enrolled for at least one credit hour of appropriate graduate level credit during the semester in which you defend.
  6. Make certain all committee members will be in attendance (required). If you have members that cannot be physically present at the defense because of extenuating circumstances, please refer to the Absent Committee Member Procedures.
  7. You must have a completed, defense-ready document for format evaluation. Please refer to the "format" tab above for more information on this process.
  8. Apply for graduation through your MyASU.
  9. Please refer to the "deadlines" tab to ensure you meet all deadlines and requirements.

Scheduling your defense

You are required to hold a public defense of your thesis or dissertation on an ASU campus as part of your degree requirements. You and your committee chair (or one co-chair) must be physically present at the defense.

Your defense must be scheduled at least 10 working days before your anticipated defense. Please see 10-Working Day Calendar for permissible defense dates. When scheduling via your MyASU page, you will have an interactive calendar with available dates as well.

How do I schedule my defense?

  1. Sign into MyASU
  2. Locate the “My Programs" box
  3. Locate the “Programs" tab
  4. Click the "Defense" link
  5. Click the "Next Steps" link
  6. Click the "Schedule your Defense" link

What if I don’t have the defense schedule link? Please see requirements in the "Preparing for your defense" section above.

If you have any member(s) that cannot be physically present at the defense because of extenuating circumstances, please refer to the Absent Committee Member Procedures.

Once you have submitted the request to schedule a defense through your MyASU, the request must be approved by your academic unit; your defense is not officially scheduled until approved.

A document called the Report for Master's Thesis/Practicum Defense form or the Report for Doctoral Dissertation Defense form (commonly known as the Pass/Fail form) will be emailed to your entire committee and your graduate support staff once the defense has been officially scheduled. This form must be taken to your defense, and your committee will sign and indicate revisions as needed at the time of defense.

Once you schedule your defense, you must upload your complete, defense ready document for format review to the Graduate College Dropbox link 10 calendar days prior to your defense. Refer to the “format” tab above for more information on this process. 

Edit, rescheduling and canceling your defense

To change, reschedule or cancel your defense, please follow the steps below:

  1. Sign into MyASU
  2. Locate the “My Programs" box
  3. Locate the “Programs" tab
  4. Click the "Defense" link
  5. Click the "Update/Cancel my Defense" link
  6. Use the links on the page to make updates to your defense (update date/time, location, title, committee’s method of attendance and/or cancel the request)

Note: If your defense is still pending approval by the academic unit, NO changes can be made. You CANNOT change your committee after your defense has been scheduled.

If you have members that cannot be physically present at the defense because of extenuating circumstances, please refer to the Absent Committee Member Procedures.

After your defense

After your defense

Items and steps required in order to graduate
Now that you have passed your defense, you will want to complete the following steps. Please remember to refer to the "deadlines" tab to keep in mind the graduation deadlines as they become critical at this step in the graduation process.

Complete your format and committee revisions

Most students have some form of both format revisions required by the Graduate College and revisions required by the committee/chair. You will want to begin working on these soon after your defense. Keep in contact with the Format Advisors at gradformat@asu.edu and keep your email inbox clear for communication from them.

Submit the signed Pass/Fail form

Please follow the steps outlined below in regards to your Pass/Fail form:

  1. Ensure the Pass/Fail form has all the required signatures of your chair and all committee members (if you had any sort of revisions, there is a section at the bottom of the form for your chair to sign to confirm that you have completed all revisions)
  2. Make a copy for yourself and for your graduate support staff (Graduate College will not copy the form for you)
  3. Submission of the signed Report for Master's Thesis/Practicum Defense form or the Report for Doctoral Dissertation Defense form (commonly called the Pass/Fail form): Only the committee chair/co-chair or graduate support staff may email the Pass/Fail form to grad-gps@asu.edu, or students may hand-deliver the Pass/Fail form to the Graduate College, Tempe campus, Interdisciplinary B (INTDSB), room 288.

Submit final document to UMI/ProQuest

You must have completed the following before you can upload to ProQuest:

  1. Signed Pass/Fail form submitted to the Graduate College (all revisions required by committee/chair must be completed at this point)
  2. Receive approval from the Graduate College (Ready for ETD/ProQuest) to upload to ProQuest

Please remember to refer to the "deadlines" tab to keep in mind the graduation deadlines for submitting Pass/Fail forms and uploading to ProQuest.

Embargo

At the time of your defense, your committee should determine if public release of your document will be delayed for a maximum of two years to protect any of the following reasons:

  • information of commercial value
  • patentable rights
  • sensitive or classified information
  • academic or commercial press from acquiring publishing rights
  • other relevant scholarly issues related to the release of your work

The Delaying Publication of Your Theses/Dissertation (Embargo Status form) must be submitted along with your completed Pass/Fail form to the Graduate College in order for your Thesis or Dissertation to be embargoed.

Once the 2-year ASU embargo expires, full documents are available through the ASU Digital Repository. If you would like to extend your embargo through ASU for 2 additional years, please contact the Graduate College by email gradformat@asu.edu. *Please note: The maximum allowed time to embargo your document is 4 years. As a product of Arizona State University, all ASU Theses/Dissertations will be released through the ASU Digital Repository once the embargo time limit has expired.

IMPORTANT: Embargoing through ProQuest is separate from embargoing through ASU. If you would like to secure an indefinite embargo from ProQuest on your theses/dissertation then you must have successfully completed all requirements and graduated. You may then submit a request directly to ProQuest, either by email (disspub@proquest.com) or by telephone (800-521-0600, ext. 77020).

Submission Instructions: Please scan and electronically send the form (only chair/co-chair or academic unit support staff) to grad-gps@asu.edu OR the student may hand-deliver the signed form to the Graduate College, Interdisciplinary B-Room 288 (Tempe Campus). Please ensure the graduate support staff receives a copy for departmental records.