Degree Milestones

Registration or Enrollment for Milestone Completion

The University requires students to be registered in each quarter during which any departmental (i.e., GSE) or University requirement is fulfilled. This applies to the completion of milestones during any quarter, including summer. Milestones include the First- and Second-Year reviews, dissertation proposal, and oral exam. Enrollment in a minimum of 8 units is required during the regular academic year, with few exceptions, and a minimum of 3 units is required during the summer quarter.
 
Students who wish to complete a First- or Second-Year review or a dissertation proposal in the Summer Quarter without registering must contact the Doctoral Programs Officer to discuss their circumstances. Exceptions are considered by the Assistant Dean for Student Affairs only in rare and extenuating circumstances. In case of First- and Second-year reviews, the Area Committee must be first made aware of the student’s situation in Executive Session prior to the end of the academic year. In case of the dissertation proposals, the Assistant Dean for Student Affairs will directly consider those petitions. In either case, the student must establish that the review or dissertation proposal materials were essentially completed during quarters in which the student was registered, but the review committee cannot evaluate these materials in the following Autumn Quarter and, therefore, must do so in the Summer Quarter due to scheduling and/or administrative impediments, such as faculty member sabbatical leaves. The purpose of this process is to ensure that the student completed the relevant work and thereby used University resources during registered quarters only. Faculty time spent reviewing student materials is considered a University resource. Because most faculty member service is voluntary in summer, members of the student’s review or proposal committee must be willing to serve on a voluntarily basis. Students seeking a registration exception in Summer Quarter must have been enrolled in the prior Spring Quarter.

The Graduate Study Program

The GSP is the student’s contract with the GSE and University to fulfill requirements for the doctoral degree. Basically, it is a plan of study that lists courses and units for a student’s specialization and individual academic objectives and how these will satisfy the First Year, Methodology, General Education, and Area Core requirements.

During their first quarter, students should obtain a blank GSP from the GSE website for course planning in consultation with their advisors. The student presents a preliminary GSP during the First-Year Review at the end of a student’s third quarter, and a final GSP will be solidified for the Second-Year Review at the end of their sixth quarter. With the approval of the advisor(s), Area Chair, and Associate Dean of Educational Affairs, students can make changes to the final GSP as their interests evolve and course offerings change. There is no need to formally change a preliminary GSP before the Second-Year Review, but any updates should at least be discussed with the advisor then reviewed by the Doctoral Programs Officer for other policy requirements. Early planning and development of the GSP are important. Courses offerings can change from year to year, so planning in advance enables the student to best address their specific research and academic interests.

Once signed by the student and advisor during the First- or Second-Year Review, the GSP should be submitted to the Doctoral Programs Officer who will review it and obtain the Area Chair’s signature. A fully signed GSP (i.e., the preliminary version and then the final one) must be in the student’s file at all times throughout the student’s program after they complete the third quarter.

The GSP is the student’s contract with the School of Education and University to fulfill requirements for the doctoral degree. Basically, it is a plan of study that lists courses and units for a student’s specialization and individual academic objectives and how these will satisfy the First Year, Methodology, General Education, and Area Core requirements.

During their first quarter, students should obtain a blank GSP from the School of Education website for course planning in consultation with their advisors. The student presents a preliminary GSP during the First-Year Review at the end of a student’s third quarter, and a final GSP will be solidified for the Second-Year Review at the end of their sixth quarter. With the approval of the advisor(s), Area Chair, and Associate Dean of Educational Affairs, students can make changes to the final GSP as their interests evolve and course offerings change. There is no need to formally change a preliminary GSP before the Second-Year Review, but any updates should at least be discussed with the advisor then reviewed by the Doctoral Programs Officer for other policy requirements. Early planning and development of the GSP are important. Courses offerings can change from year to year, so planning in advance enables the student to best address their specific research and academic interests.

Once signed by the student and advisor during the First- or Second-Year Review, the GSP should be submitted to the Doctoral Programs Officer who will review it and obtain the Area Chair’s signature. A fully signed GSP (i.e., the preliminary version and then the final one) must be in the student’s file at all times throughout the student’s program after they complete the third quarter.

Student Virtual and Teleconference Participation in Hearings

The GSE employs a hearing process for student milestones as a means of providing a venue for formative and summative assessment of students’ progress. As a result, these meetings are of vital importance to students’ progress. The fundamental structure of these hearings involves students’ presenting research and hearing from informed faculty about ways to improve the quality and impact of the research. Ultimately, these meetings require the full participation of faculty and students.

In recognition of the benefits and limitations of the digital age, we acknowledge the value and need of participating via digital means (e.g. Videoconference/Teleconference). We encourage full participation, which involves both students and faculty being physically present in the same room for a hearing. However, under extenuating circumstances we will honor the use of digital meeting forums such as videoconferences and teleconferences as an acceptable form for participation in hearings. This is a secondary option to the preferred in-person hearing format for students. The notes below, highlight the process of earning approval and scheduling a meeting using digital means:

STEP 1: Securing Approval

The primary decision to allow for the use of digital conferencing is that of the student’s academic advisor. As a result, the student must acquire written approval from their primary advisor to host the virtual meeting instead of the traditional in-person hearing. This written approval should include the student’s rationale for missing the in-person hearing and must be accompanied an e-mail from the advisor documenting their approval. Both documents must be submitted to the Doctoral Programs Officer, Jeremy Edwards (drjae003@stanford.edu).

STEP 2: Approval From The Area Chair

Prior to hosting the videoconference, the student must share the approval documents from their advisor with their area chair for final approval. Upon receiving and email of approval from the area chair, the student is cleared to attend their hearing in digital form. These hearings include QP Hearings and Dissertation Proposals. They do not include University Oral Exams (i.e. Dissertation Defenses), as University policy stipulates that the primary adviser, the student, and the out-of-department chairperson must be present and may not participate virtually (see https://gap.stanford.edu/handbooks/gap-handbook/chapter-4/subchapter-7/p...).

STEP 3: Hosting the Video Conference

The videoconferencing meeting is to be held according to area rules and all corresponding materials must be completed as outlined in the doctoral handbook.

First Year (3rd Quarter) Review

At the end of the third quarter, students complete a review of their first year’s work in order to assess their progress in conducting research, ensure that their Graduate Study Program (GSP) reflects adequate breadth and depth of knowledge in their field, and identify any additional training needs of the student.

A committee, comprised of the program advisor(s) and other faculty, evaluates the student’s portfolio and overall academic progress to date in a review hearing. The portfolio normally contains the preliminary GSP, transcripts, and Area-specific materials, and it is submitted at least two to four weeks prior to the review hearing date.

Each Area’s section of this Handbook details the Area-specific requirements for the review. Students must meet with their advisor several weeks in advance of the review to discuss expectations, scheduling, and portfolio due date. Committee membership requirements are discussed in the Committee Composition for First- and Second-Year Reviews section.

The First-Year Review Committee may advise a student against continuing in the program. If a student wishes to petition such a decision, then the matter will be brought before the Area Committee, which makes a recommendation to the Associate Dean of Educational Affairs for action. If a student wishes to appeal the Area Committee’s decision, a written request can be made to the Area Chairs in Education (ACE) committee via the Assistant Dean for Student Affairs. The Committee will independently review the student’s portfolio materials, academic progress information, and faculty evaluations. ACE will inform the student and respective faculty members of its decision.

Registration (i.e., enrollment) is required for any quarter during which a degree requirement is completed, including the First-Year Review. Refer to the Registration or Enrollment for Milestone Completion section for more details.

Students may petition for an extension of the First-Year Review deadline to the fourth quarter of enrollment. The student should discuss this option with their advisor and then email the Doctoral Programs Officer explaining why they will not be able to complete the Review by the published deadline, the length of the requested extension (normally one quarter), and the proposed Review completion date. The program advisor should also email a statement of support to the Doctoral Programs Officer. Additional supporting documentation may be requested depending upon the nature of the request (e.g., Student Disability Resource Center support for disability-related extensions). Both emails and any supporting documentation must be received a few business days prior to the last Area Committee meeting of the student’s third quarter of enrollment, which is usually Spring Quarter. The Area Committee and Chair will review the request for an extension and render a decision.

The Doctoral Programs Officer sends out informational emails in the Winter Quarter for Area-Specific requirements and deadlines for the First-Year Reviews to be completed in Spring Quarter. Procedures and deadlines to petition for extensions are included.

Second Year (6th Quarter) Review

The purpose of the second year review is to assess a student’s preparation for dissertation research and command of the research area, identify remaining training needs, and determine whether the student should be advanced to candidacy.  Doctoral students are expected to complete their second year review/qualifying paper and advance to candidacy prior to the first day of the seventh quarter (typically fall quarter of the student’s third year); see the Stanford Graduate Academic Policies and Procedures, section 4.6.  The purpose of this policy is to help assure timely progress toward completion of the Ph.D. With permission from the advisor and area chair, students may petition for an extension of the second-year review deadline to the seventh quarter of enrollment.  If students require an extension, they must fill out the GSE Second Year Review Extension Form, have their advisor and area chair review and sign it, and submit it to the Doctoral Programs Officer by the first week of classes of the seventh quarter. Failure to successfully complete the review by the end of the seventh quarter will lead immediately to a review of program status by the Associate Dean of Educational Affairs and may result in suspension of doctoral funding and/or dismissal from the program.

Each Area’s section of this Handbook details the Area-specific requirements for the review. Students must meet with their advisor several weeks in advance of the review to discuss expectations, scheduling, and portfolio due date. Committee membership requirements are discussed in the Committee Composition for First- and Second-Year Reviews section.

Registration (i.e., enrollment) is required for any quarter during which a degree requirement is completed, including the Second-Year review. Refer to the Registration or Enrollment for Milestone Completion section for more details.

Committee Composition for First- and Second-Year Reviews

All doctoral First- and Second-Year Review committees in the GSE must have at least two members who are active GSE faculty and members of the Stanford Academic Council (AC). A third member of the committee may be a GSE faculty retiree (i.e., emeritus) or an active Academic Council member from another Stanford department or school. This does not require special approval.

Situations other than the above are exceptions and require approval by the Area Chair and the Associate Dean of Educational Affairs. Exceptions include having fewer than two members who are active GSE AC members or adding a member who is a Stanford lecturer, a faculty member at another university, or a PhD holder who is from outside the academy (i.e., not an active member of the Stanford AC). The student’s advisor should email the Associate Dean of Educational Affairs and Area Chair requesting any exceptions to this policy and include a rationale statement (e.g., the non-AC member offers an area of expertise that is relevant to the review and that is not readily available from the current faculty).

Advancement to Candidacy

The advancement to doctoral candidacy is an acknowledgment of a student’s potential to successfully complete the specific degree requirements of the department. Students must advance to candidacy by the end of the sixth quarter, as stated in the Stanford Bulletin chapter entitled Graduate Degrees.

After passing the Second-Year review, the faculty advisor normally asks the student to apply for and advance to doctoral candidacy. The Application for Candidacy for Doctoral Degree is the University’s version of the final Graduate Study Program; therefore the student’s final GSP, the Application, and Stanford transcript (for courses already completed) should match identically with regard to courses and units listed. The GSP is a GSE form indicating a plan for coursework; the Application is a University contract replacing the GSP. When approved, the Application effectively becomes a binding agreement between the student and University regarding the coursework and requirements for completion of the doctoral degree.

Once granted, candidacy is valid for five calendar years, unless terminated by the department. Leaves of absence do not extend the candidacy period.

Extensions of candidacy are granted only with valid academic reasons that are supported by the dissertation advisor. Therefore, students are encouraged to plan their research agendas such that their degree is completed within the five year candidacy period. To petition for an extension of candidacy, students must submit an Application for Extension of Candidacy, which includes a detailed work plan, and is signed by the student’s advisor, the Area Chair, and the Associate Dean of Educational Affairs. The requests for candidacy extensions are reviewed by the Associate Dean of Educational Affairs.

Students who have advanced to candidacy earn a higher rate of pay for research assistantships in the GSE. Candidacy status does not affect CA, TA, or TF salaries.

Academic Program Revision

Once a student has submitted the final Graduate Study Program (GSP) and Application for Candidacy for Doctoral Degree, any changes must be discussed with the faculty advisor and recorded on the Academic Program Revision form. The advisor(s), Area Chair and Doctoral Programs Officer review and approve the Program Revision Form. Students should not use this form prior to advancing to candidacy; instead, changes or updates will be reflected in the final version of the GSP and Application for Candidacy.

This form and related instructions are on the GSE website, under current students>forms.

Dissertation Proposal

Proposal Overview and Format

Students are urged to begin thinking about a dissertation topic early in their degree program. Concentrated work on a dissertation proposal normally begins after successful completion of the Second-Year Review, which often includes a “mini” proposal, an extended literature review, or a theoretical essay, plus advancement to doctoral candidacy. In defining a dissertation topic, the student collaborates with their faculty advisor or dissertation advisor (if one is selected) in the choice of a topic for the dissertation.

The dissertation proposal is a comprehensive statement on the extent and nature of the student’s dissertation research interests. Students submit a draft of the proposal to their dissertation advisor between the end of the seventh and middle of the ninth quarters. The student must provide a written copy of the proposal to the faculty committee no later than two weeks prior to the date of the proposal hearing. Committee members could require an earlier deadline (e.g., four weeks before the hearing).

The major components of the proposal are as follows, with some variations across Areas and disciplines:

  1. A detailed statement of the problem that is to be studied and the context within which it is to be seen. This should include a justification of the importance of the problem on both theoretical and educational grounds.
  2. A thorough review of the literature pertinent to the research problem. This review should provide proof that the relevant literature in the field has been thoroughly researched. Good research is cumulative; it builds on the thoughts, findings, and mistakes of others.
  3. A statement on the overall design of the proposed study, which includes:
    1. its general explanatory interest
    2. the overall theoretical framework within which this interest is to be pursued
    3. the model or hypotheses to be tested or the research questions to be answered
    4. a discussion of the conceptual and operational properties of the variables
    5. an overview of strategies for collecting appropriate evidence (sampling, instrumentation, data collection, data reduction, data analysis)
    6. a discussion of how the evidence is to be interpreted (This aspect of the proposal will be somewhat different in fields such as history and philosophy of education.)
  4. If applicable, students should complete a request for approval of research with human subjects, using the Human Subjects Review Form (http://humansubjects.stanford.edu/). Except for pilot work, the University requires the approval of the Administrative Panel on Human Subjects in Behavioral Science Research before any data can be collected from human subjects.

Registration (i.e., enrollment) is required for any quarter during which a degree requirement is completed, including the dissertation proposal. Refer to the Registration or Enrollment for Milestone Completion section for more details.

Proposal Committee

As students progress through the program, their interests may change. There is no commitment on the part of the student’s advisor to automatically serve as the dissertation chair. Based on the student’s interests and the dissertation topic, many students approach other GSE professors to serve as the dissertation advisor, if appropriate.

A dissertation proposal committee is comprised of three academic council faculty members, one of whom will serve as the major dissertation advisor. Whether or not the student’s general program advisor serves on the dissertation proposal committee and later the reading committee will depend on the relevance of that faculty member’s expertise to the topic of the dissertation, and their availability. There is no requirement that a program advisor serve, although very often they do. Members of the dissertation proposal committee may be drawn from other area committees within the GSE, from other departments in the University, or from emeriti faculty. At least one person serving on the proposal committee must be from the student’s area committee (CTE, DAPS, SHIPS). All three members must be on the Academic Council; if the student desires the expertise of a non-Academic Council member, it may be possible to petition. After the hearing, a memorandum listing the changes to be made will be written and submitted with the signed proposal cover sheet and a copy of the proposal itself to the Doctoral Programs Officer.

Proposal Hearing or Meeting

Review and approval of the dissertation proposal occurs normally during the third year. The proposal hearing seeks to review the quality and feasibility of the proposal. The Second-Year Review and the Proposal Hearing are separate milestones and may not occur as part of the same hearing or meeting.

The student and the dissertation advisor are responsible for scheduling a formal meeting or hearing to review the proposal; the student and proposal committee convene for this evaluative period. Normally, all must be present at the meeting either in person or via conference phone call.

At the end of this meeting, the dissertation proposal committee members should sign the Cover Sheet for Dissertation Proposal and indicate their approval or rejection of the proposal. This signed form should be submitted to the Doctoral Programs Officer. If the student is required to make revisions, an addendum is required with the written approval of each member of the committee stating that the proposal has been revised to their satisfaction.

After submitting the Proposal Hearing material to the Doctoral Programs Officer, the student should make arrangements with three faculty members to serve on their Dissertation Reading Committee. The Doctoral Dissertation Reading Committee form should be completed and given to the Doctoral Programs Officer to enter in the University student records system. Note: The proposal hearing committee and the reading committee do not have to be the same three faculty members. Normally, the proposal hearing precedes the designation of a Dissertation Reading Committee, and faculty on either committee may differ (except for the primary dissertation advisor). However, some students may advance to Terminal Graduate Registration (TGR) status before completing their dissertation proposal hearing if they have established a dissertation reading committee. In these cases, it is acceptable for the student to form a reading committee prior to the dissertation proposal hearing. The reading committee then serves as the proposal committee.

The proposal and reading committee forms and related instructions are on the GSE website, under current students>forms.

Printing Credit for Use in GSE Labs

Upon completion of their doctoral dissertation proposal, GSE students are eligible for a $300 printing credit redeemable in any of the GSE computer labs where students are normally charged for print jobs. Only one $300 credit per student will be issued, but it is usable throughout the remainder of her or his doctoral program until the balance is exhausted. The print credit can be used only at the printers in Cubberley basement and CERAS, and cannot be used toward copying.

After submitting the signed dissertation proposal cover sheet to the Doctoral Programs Officer indicating approval (see above), students can submit a HELP SU ticket online at helpsu.stanford.edu to request the credit. When submitting the help ticket, the following should be selected from the drop-down menus for HELP SU:

Request Category:  Computer, Handhelds (PDAs), Printers, Servers
Request Type:  Printer
Operating System: (whatever system is used by the student, e.g., Windows XP.)

The help ticket will be routed to the GSE's IT Group for processing; they will in turn notify the student via email when the credit is available.

Dissertation Content

A doctoral dissertation makes an original contribution to knowledge, as defined in a discipline or an interdisciplinary domain and addresses a significant researchable problem. Not all problems are researchable and not all are significant. Problems that can be solved by a mere descriptive exercise are not appropriate for the PhD dissertation. Acceptable problems are those that:

  1. pose a puzzle to the field at a theoretical, methodological, or policy level;
  2. make analytical demands for solution, rather than mere cataloging or descriptive demands; and
  3. can yield to a reasonable research methodology.

The doctoral dissertation advisor, reading committee, and oral exam committee provide further guidance and details with regard to dissertation content and format. General formatting and submission guidelines are published by the University Registrar. The American Psychological Association (APA) publication guidelines normally apply to GSE doctoral dissertations, but is not required if the advisor and relevant committees determine that an alternative, and academically acceptable, protocol is more appropriate.

Published Papers and Multiple Authorship

The inclusion of published papers in a dissertation is the prerogative of the major department.  Where published papers or ready-for-publication papers are included, the following criteria must be met:

1. There must be an introductory chapter that integrates the general theme of the research and the relationship between the chapters.  The introduction may also include a review of the literature relevant to the dissertation topic that does not appear in the chapters.

2. Multiple authorship of a published paper should be addressed by clearly designating, in an introduction, the role that the dissertation author had in the research and production of the published paper.  The student must have a major contribution to the research and writing of papers included in the dissertation.

3. There must be adequate referencing of where individual papers have been published.

4. Written permission must be obtained for all copyrighted materials; letters of permission must be uploaded electronically in PDF form when submitting the dissertation.  Please see the following website for more information on the use of copyrighted materials: http://library.stanford.edu/using/copyright-reminder.

5. The submitted material must be in a form that is legible and reproducible as required by these specifications.  The Office of the University Registrar will approve a dissertation if there are no deviations from the normal specifications that would prevent proper dissemination and utilization of the dissertation.  If the published material does not correspond to these standards, it will be necessary for the student to reformat that portion of the dissertation.

6. Multiple authorship has implications with respect to copyright and public release of the material.  Be sure to discuss copyright clearance and embargo options with your co-authors and your advisor well in advance of preparing your thesis for submission.

Dissertation Reading Committee

The Doctoral Dissertation Reading Committee consists of three faculty members (the principal dissertation advisor and two other readers) who agree to read a student’s dissertation and serve on the orals committee. All members of an approved reading committee are expected to sign the signature page of the completed dissertation. The reading committee normally serves on the oral exam committee, but not always. At the very least, the primary dissertation advisor and one reader from the reading committee serve on the oral exam committee. The student is responsible for obtaining signatures from advisor and readers before submitting the form to the Doctoral Programs Officer for final processing.

The rules governing the composition of the reading committee are as follows: at least one member of the committee must be from the GSE; the principal dissertation advisor must be on the Stanford Academic Council (AC); and any member of the committee that is not a member of the academic council must be approved by the Area Chair and the Associate Dean of Educational Affairs. In the last case, the Petition for Non-Academic Council Member to Serve on Doctoral Committee form (available from the Doctoral Programs Officer) and a current CV of the proposed member are required. This person must be particularly well qualified to consult on the dissertation topic and hold a PhD or an equivalent foreign degree. Non-AC members may not serve as dissertation advisors, but may serve as a co-advisor along with a member of the AC. Students may only have one non-AC member on the reading committee. The only exception to this rule is if you have more than the three members required for a reading committee. At least two members of the reading committee must be members of the Stanford AC. Reading Committee members must sign the Doctoral Reading Committee form (all forms located on the GSE website under current students>forms). Email confirmations or digital signatures will be accepted.

The reading committee formation, and any subsequent changes to the committee composition, are reviewed and approved by the Associate Dean of Educational Affairs. This signature is obtained by the Doctoral Programs Officer, not the student.

The University requires approval of the Doctoral Dissertation Reading Committee form prior to advancement to Terminal Graduate Registration (TGR) status, or before scheduling a University Oral Examination–whichever comes first in the student’s program. Further instructions for form completion are on the GSE Website.

University Oral Examination

Overview

University and GSE policies require an oral examination (i.e., a defense of the dissertation) for the PhD, normally in the fifth year when the dissertation is essentially complete. This examination tests the candidate’s command of the field of study and confirms fitness for scholarly pursuits.
 
A student can schedule the oral exam only after at least three members of the reading committee agree that the dissertation draft is essentially complete and ready for defense. This means that all text sections must be drafted, all planned data analyses must be executed and represented in tables and figures, and all appendices must be in place. The draft need not be final because suggested revisions and final formatting will be completed after the exam. Students should leave adequate time (at least a couple of weeks is recommended) to complete any required revisions before submitting their dissertation. If a student schedules the oral exam too close to the dissertation submission deadline for a given quarter, they may not have time to complete revisions and may not be able to graduate that quarter.
 
Students should refer to the doctoral students section of the GSE website for the necessary forms and detailed procedures, as well as consult with the Doctoral Programs Officer, before scheduling their oral exam.
 
A copy of the dissertation must be submitted to each member of the oral exam committee at least four weeks prior to the examination date, at a time convenient for each committee member. The chair of the oral examination committee may want a copy of the dissertation, or only the abstract. At the very least, a copy of the dissertation abstract must be provided to the oral exam committee chair at least two weeks in advance of the exam. The student should communicate with the chair well in advance to determine the chair’s preference.

Before the oral exam, the Doctoral Programs Officer will send all necessary oral exam paperwork and instructions via email to the chair -- ballots will be delivered to one of the committee member's department mailboxes (for in-person exams). Students do not need to bring any administrative paperwork to the oral exam, though they may bring to the oral exam their dissertation signature page. Stanford requires that students obtain original ink signatures from all reading committee members on this document. High-quality, long-lived, acid-free (neutral pH) bond paper must be used; please check the packaging or contact the manufacturer if you are unsure about this. The student’s typed name should be included on the header of the signature page, in the upper right hand corner (right justified). A sample signature page with further instructions can be found in the electronic dissertation submission guidelines. The faculty on the dissertation reading committee may elect to sign the page after the exam has been passed. They may also wish to wait until revisions are completed, in which case an appointment to get the physical signature should be set. The advisor, in addition to signing the page, will also need to approve via Axess when the dissertation has been finalized and approved, so a signature on the physical page is not the only required action before the final version is submitted.
 
Each requirement and procedure is discussed in further detail in the sections below and on the GSE website.

Scheduling the Oral Exam

The required paperwork and logistics (e.g., room reservation) are normally completed at least four weeks prior to the exam date, including distribution of dissertation copies to each committee member. Faculty and Academic Affairs staff reserves the right to request a postponement of an oral examination if all of the necessary steps are not completed at least two weeks before the exam date.
 
Because of registration requirements and faculty availability, oral examinations are normally completed in Autumn, Winter, and Spring Quarters only. Scheduling of orals during the Summer Quarter is often impractical because most faculty members are off-duty or absent from campus in the summer, and students are required to register.


The University Oral Examination Schedule form must be completed and submitted to the Doctoral Programs Officer at least two weeks prior to the oral exam. The Doctoral Programs Officer will obtain the signature of the Associate Dean for Student Affairs as the “Department Chair”. Students with departmental PhD minors (e.g., Psychology, Sociology, etc.) must first obtain a signature from that department’s chair or authorized student services administrator before submitting the Schedule form to the GSE. The minor department may require representation on the oral exam committee. Often, this person may be a GSE faculty member who holds a courtesy or joint appointment in the minor department and can already be a member of the student’s reading committee, but not necessarily.

Registration Requirement

Students must be registered and their candidacy must be valid during the quarter in which the oral examination is completed. The period between the last day of final exams of one term and the first day of the following term is considered an extension of the prior term, only if the student was registered for that quarter. For example, a student who was registered in Spring Quarter can complete the oral exam up until the day before Summer Quarter begins without having to register for summer. For oral exams on or after the first day of Summer Quarter, students must register in their regular TGR section – or enroll in at least three units if they have not yet advanced to TGR status.

Room Reservations

Students are responsible for reserving an appropriate room for the date and time of the oral examination. For information on how to reserve a room, please go to: https://25live.collegenet.com/stanford.  The GSE IT group located in CERAS can assist with any technology needs (e.g., audio/visual).

The Oral Examining Committee

The oral examining committee is composed of a minimum of five faculty members, four examiners and the University chair selected by the advisor, in consultation with the student. The committee must include the dissertation advisor and at least one other member of the dissertation reading committee. The oral exam and reading committees are separate and distinct bodies; however, the reading committee normally sits on the oral exam committee. In other words, the three readers are normally also examiners for the defense. Students may only have one non-AC member on the orals committee. The only exception to this rule is if a student has more than the required five for an orals committee. A non-AC member must hold a PhD and contributes an area of expertise that is relevant to the orals and that is not readily available from the Stanford faculty. A petition must be submitted and approved well in advance of the oral exam for a non-AC member of the oral exam committee.

University Chair

The University chair of the oral exam committee must be an Academic Council (AC) member and from a department or school outside of the GSE. In some circumstances, the chair may hold a courtesy appointment in the GSE, or be a GSE faculty member from another Area Committee. If the chair is a GSE faculty member, they must be fully outside of the student’s area (i.e. a person with a full or joint appointment in the student’s area cannot serve as University chair of that student’s oral exam committee).  The Stanford Bulletin outlines the specifics regarding the chair. Professors Emeriti from any department outside of the GSE may serve as oral exam chairs. Advisors are responsible for contacting and making arrangements with the chair, in consultation with the student. If locating a chair is problematic, the Area Chair, and/or the Associate Dean of Educational Affairs may be approached for assistance.

The Abstract

No less than two weeks prior to the examination, students must submit one copy of the dissertation abstract to the oral exam chair. The abstract should be 1,000 to 1,500 words, or approximately six pages long, and should include the following:

  1. a summary of the problem;
  2. the primary research questions or hypotheses;
  3. the methods used to conduct the study; and
  4. the most important findings and conclusions.

Submitting the Dissertation

After successfully completing the revisions recommended during the oral exam and obtaining the signatures of all reading committee members, which are not necessarily the same people from the oral exam committee, the dissertation is ready for submission to the Office of the University Registrar.

The American Psychological Association (APA) publication guidelines normally apply to GSE doctoral dissertations, but is not required if the advisor and relevant committees determine that an alternative, and academically acceptable, protocol is more appropriate.

General formatting, submission directions and deadlines are published by the Stanford University Registrar. All doctoral students should read these instructions thoroughly and contact the appropriate Registrar’s Office staff or the GSE Doctoral Programs Officer with any questions. Students should read the supplemental materials required for submission closely as it can be confusing. Dissertation submission information is available at: https://registrar.stanford.edu/students/dissertation-and-thesis-submission.

The Registrar's Office offers students the option to submit their dissertation/thesis in electronic format. This electronic submission process is free of charge and allows students the ability to log into Axess and check their pre-submission requirements in the eDissertation/eThesis Center under the academics tab. Once these requirements have been met the "Proceed to Dissertation/Thesis Submission page" button will open up in the student eDissertation/eThesis center and this will allow the student to proceed and upload a soft copy of their dissertation/thesis.


Prior to online submission:

All dissertation submissions must be completed in their entirety before 12 noon on the deadline day for the applicable quarter. When a student misses the submission deadline, she or he must register and submit their dissertation the following quarter, or take an approved leave of absence and register upon her or his return. Students must be registered for the quarter in which they submit their dissertation and graduate.

Students in their final quarter who have completed all milestones aside from the oral exam and/or dissertation submission can apply for a one-time, $150, Graduation Quarter. This is a special registration status in the final quarter at Stanford with the same status as TGR but with a tuition charge of $150, instead of the full TGR rate. See the Graduation Quarter section for more details.