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Ph.D. Milestone Guidelines and Forms

Always consult with the Doctor of Philosophy in Informatics Handbook that you are following which can be found at the bottom of the page under  HandbooksFor more detailed information, we also recommend consulting the Ph.D. requirements from the  University Graduate School Bulletin 2017-2018 . If you are pursuing a double major, consult the University Graduate School requirements, benchmarks, and explanations for a double major. Please follow all steps in the Student's Guide to the Ph.D. in Informatics for a Double Major. Consult with the Graduate Studies Office for further details.

It is the student’s sole responsibility to fulfill all requirements of the Doctor of Philosophy in Informatics degree as described in the Ph.D. Handbook and the UGS Bulletin. Review these documents each semester and consult with the Informatics Graduate Studies Office for help.

Please follow all steps in The Student’s Guide to the Ph.D. in Informatics. The University Graduate School manages the final milestones. Most forms are online as edocs through One.IU in the Graduate School Task Center. You may also find the Ph.D. Student Guide Sample Timeline to be helpful.

Milestone and Form

Notes

All UGS forms are in the UGS task center in One.IU

Graduate Evaluation Day (GED) Each year of enrollment in the program.
• Submit an Annual Report for the previous academic year to the Informatics GSO.
Each year, the Informatics program faculty review and evaluate the student's academic progress. The student will be provided feedback on their progress.
Transfer of Credit (For students with graduate course work) Within the first year of enrollment in program.
• Submit completed form, Transfer Credit Form, to the Informatics GSO.
Up to 30 credits of graduate work may be transferred to the student's Ph.D. degree. In order for a course to transfer, a grade of 3.0 or higher must have been earned.

Advisory Committee Within the first year of enrollment in the program.
• Submit completed form, Assignment of Advisory Committee, to the Graduate Studies Office (GSO).

Committee must consist of (1) at least two members from the student's major track area; and (2) and at least one from another track. At least two of the committee members must be members of the graduate faculty. The advisory committee members must be approved by the Informatics Director of Graduate Studies.

Minor Within the first year of enrollment in the program, a student must select a minor.
• Complete and submit the top portion of the Doctoral Minor form, including the courses that will be taken to fulfill the minor requirements, to the Informatics GSO.
•Once minor requirements are completed, submit bottom portion of Doctoral Minor form to the Informatics GOS.
Each doctoral student is required to complete either a minor within the School or an approved minor outside the School. Internal and external minors should be appropriate to the student's research as determined by the student's advisory committee.

Note: Individualized minors must be approved prior to taking courses in the minor.

Qualifying Exam After all course work has been completed and within the first three years after admission, the Informatics GSO will give approval to take the Qualifying Exam (Quals).
• Schedule an appointment with the Informatics GSO to obtain approval to take the Quals.
• After passing the Quals, submit completed form, Qualifying Examination Approval, to the GSO.

The qualifying examinations – written and oral – are prescribed by track faculty. Quals can be taken only twice. The Quals can be taken only during the academic year (August to May) and not during the summer months of June and July.

Important: Candidacy expires seven (7) years from the date that the student passed the Quals. The Quals must be passed at least eight (8) months before the date the degree is awarded.

Continuous Enrollment - Beginning the first semester after passing the Quals.
• Remain continuously enrolled each semester until the degree is conferred.
Beginning with the first semester (with the exception of summer) after passing the Quals, the student must remain continuously enrolled until the degree is awarded.

Nomination to Candidacy - Upon completion of all course work and passing the Quals.
• Submit the Nomination to Candidacy via one.iu.edu.

Note: Once the Nomination of Candidacy has been approved, the student is not a Ph.D. candidate. To achieve that title, the Nomination of Research must be approved and the student must have passed their dissertation proposal defense.

To submit the Nomination to Candidacy, the student must have passed the Quals and completed all coursework with final grades (except for I-890). Courses that are older than seven (7) years from the passing date of the Qualifying Exam must be revalidated. The student's advisory committee disbands when the student is nominated to candidacy.

Important: Candidacy expires seven (7) years from the date that the student passed the Quals.

Research Compliance - Before dissertation research begins.
• Submit a copy of the approved research compliance form to the Informatics GSO.

If the proposed research involves human subjects, animals, biohazards, or radiation, the student must obtain approval from the appropriate university committee. See Research Guidelines and Procedures.

Nomination of Research - After Nomination to Candidacy has been approved and must be approved at least six (6) months prior to defending.
• Submit the Nomination of Research for the Ph.D. along with an abstract via one.iu.edu

The Research Committee supervises the dissertation research, conducts the thesis proposal examination, and conducts the Ph.D. thesis defense final examination. The Research Committee will include: (1) a director who will serve as the chairperson; (2) two or more faculty members from the major department; and (3) one faculty member from each minor. These research Committee members must be from Indiana University and members of the graduate faculty. The chair and at least half of the Research Committee must be endorsed to direct doctoral dissertations. If a student wishes to have a Research Committee member who is not on the UGS Graduate Faculty List, this individual would be an outside committee member and would not be one of the four required Research Committee members.

Important: After Nomination to Candidacy has been approved and must be approved at least six (6) months prior to defending.

Dissertation Research Proposal and Oral Defense - After Nomination to Candidacy is approved and at least thirty (30) days prior to your defense.
• Submit a detailed research written proposal, of a length suggested by the student's Research Committee (usually around 20 pages or more) to the Research Committee at least two weeks prior to the dissertation proposal oral defense.
•Schedule the Dissertation Research Proposal Oral Defense.
• Submit the signed, Dissertation Research Proposal and Oral Defense, form to the Informatics GSO.

The Dissertation Research Proposal and Oral Defense demonstrates a research direction likely to lead to a successful dissertation. At this time, the Research Committee and academic community will identify issues and provide guidance. A detailed research written research proposal, of a length suggested by the student's Research Committee (usually around 20 pages or more), must be submitted to the student's Research Committee at least two weeks prior to the dissertation proposal oral defense. This defense will be open to the public.

Important: The Dissertation Research Proposal and Oral Defense must take place at least thirty (30) days after the approval of the Nomination to Candidacy.

Dissertation Defense Preparation

The dissertation must be an original contribution to knowledge and of high scholarly merit. There must be a logical connection between all components of the dissertation, and those components must be integrated in a rational and coherent fashion. The Research Committee will determine the kind and amount of published materials to be included in the dissertation. The dissertation should be edited for correct grammar and usage of the English language.

Dissertation Defense Announcement - At least 40-45 days prior to the scheduled Defense of the Dissertation
• Schedule a date, time, and location of dissertation defense. 
• Submit the Defense Announcement along with a summary (max. of 300 words) via one.iu.edu.

Important: The University Graduate School (UGS) must receive the Defense Announcement at least 30 days before the date of the Defense. The Defense Announcement should be submitted at least 40-45 days before the defense date to allow time for approvals.

 

Defense of the Dissertation - At least 30 days after the Defense Announcement is received UGS.
•Defend the dissertation in a public meeting and answer questions from the Research Committee
• Submit the Acceptance Page and Abstract with the original signatures to the Informatics GSO.

An oral defense meeting, open to the public is required. The Research Committee must vote on the outcome of the examination: pass, conditional pass, deferred decision, or failure. All members of the Ph.D. student's Research Committee are expected to participate in the student's defense in-person and on-campus.

Important: Defense of the Dissertation must take place at least 30 days after the Defense Announcement is received by UGS.

Submission of the Dissertation Within six (6) months from the date of the defense
• Complete all outstanding requirements of the Research Committee.
•Submit the final dissertation and notify the GSO upon the deposit of dissertation.

The student's Research Committee Chairperson oversees any final revisions. Once the student has the final approval of the Research Committee to submit the dissertation, it should be submitted electronically. For complete dissertation submission information, see the University Graduate School's website.

Important: The dissertation must be submitted within six (6) months from the date of the defense.

Degree Conferral - A student's submission of the completed dissertation and abstract as described under the Submission of the Dissertation section constitutes an application for conferral of the Ph.D. degree.
• After submission of the dissertation to UGS, complete any formatting changes required by the UGS.

The Ph.D. degree is conferred by UGS. With the exception of May and December, the student's degree conferral date is the last day of the month in which the dissertation is accepted as finalized by UGS. The initial submission of the dissertation to UGS must occur by the 15th of the month for degree conferral to be considered for that same month (May and December excepted). Contact the Informatics GSO for details pertaining to May and December degrees.

 

University Commencement Ceremony
•Submit a Application for Graduation, to the UGS.

University Commencement Ceremony: The University holds two university-wide commencement events - Winter and Spring. The majority of the students attend the Spring Commencement. A student who finished their degree during the fall can attend the Winter or Spring Commencement. Upon completion of all outstanding requirements of the Research Committee, a student can apply to graduate. For commencement related activities, visit https://commencement.indiana.edu.index.html.

Note: The application must be received by UGS by February 25th for Spring Commencement and by September 25th for Winter Commencement; allow ten (10) days prior to deadline for internal approvals.

School of Informatics, Computing, and Engineering Celebration Event
• Register for the SICE Celebration Event which is held in May during graduation week.

 SICE Celebration Event: In early spring, information will be distributed with instructions on how to register for the School of Informatics, Computing, and Engineering Celebration Event. Be sure to watch for these emails as many of the deadlines are time sensitive.

Ph.D. Double Major Milestone Forms

Handbooks

Informatics Ph.D. Handbooks: 2018, 2017, 2016 , 20152014, 2013, 2012, 2011, 2010, 2009, 2008, 2007, 2006, 2005