FINAL ORAL EXAMINATION (DEFENSE) AND DISSERTATION
FILING CHECKLIST (updated May 2013)
**Note that all filing processes and committee member approvals are done through the
ETD (Electronic Thesis and Dissertation) system. See
http://www.grad.ucla.edu/gasaa/etd/thesisguide.pdf for the formatting and filing guide.
The University Archives Office (21560 Young Research Library; 310-825-4068) holds
periodic instructional meetings on dissertation and filing. See
http://www.gdnet.ucla.edu/gasaa/library/thesismtg.htm for meeting information. They
also provide the necessary forms and an instruction booklet on the regulations governing
manuscript preparation and completion of degree, and answer any questions you might have
regarding the process. See items under Degree Information at
http://www.gdnet.ucla.edu/current.html.
1. You must be registered and enrolled in at least 12 units during the quarter that you
are defending and filing. Therefore, you must check the following website
(http://www.gdnet.ucla.edu/gasaa/library/thesismtg.htm) for filing deadlines
BEFORE scheduling your final oral exam.
2. If you cannot schedule your final oral exam and file your dissertation before the
given filing deadline, you have two options which must be discussed with your
mentor before a decision is made.
 You can register for another quarter and enroll in at least 12 units with the
understanding that all fees apply.
 You can complete and submit the Doctoral Filing Fee Application
(http://www.gdnet.ucla.edu/gasaa/etd/filingfee.pdf) to the Graduate
Admissions/Student and Academic Affairs Office, 1255 Murphy Hall, with
the understanding that you are responsible for the fee. The Doctoral Filing
Fee may be used in lieu of registration if all formal requirements for the
degree, except for taking the final oral examination and filing the dissertation
are met.
3. Schedule your final oral examination. Please note that all members of your Doctoral
Committee must be present. It is your responsibility to schedule the exam, find a
location, and reserve AV equipment. However, you can always contact the CMP
Graduate Program Office (CMP GPO) for assistance (Doug Smoot X61770,
dsmoot@mednet.ucla.edu; Christina Kim X58119, ckkim@mednet.ucla.edu).
4. Inform the SAO at least two weeks prior to the final oral examination of the exam
date, time, room number, and dissertation title.
5. The final oral examination is an open seminar, and the SAO will create and email
your final oral examination announcement to students and faculty and post it on the
CMP Graduate Program display board.
6. Make prior arrangements with the SAO to pick up your student folder from our
office the day before or the morning of your exam.
7. Electronically file your dissertation according to the ETD policies, which can be
found at http://www.grad.ucla.edu/gasaa/library/thesisintro.htm.
8. It is extremely important that you indicate through URSA your "notification
of non-attendance" for the quarter that follows your filing date. This informs
the Registrar's Office and the Student Support Office that you will no longer be
registered or enrolled. Failure to do this will result in your being assessed fees for
the following quarter, and could escalate into multiple late fees and ultimately
collection agency involvement.
IMPORTANT: If you are graduating at the end of the quarter, please note that your health
insurance will end at quarter's end. There is a SHIP "GAP" plan available - call United
Healthcare Student Resources 1-800-980-4698. Student and Dependent enrollment in the
SHIP Gap Plan must be initiated, directly with United Healthcare Student Resources, within
two weeks prior to the expiration of student SHIP and dependent PPO SHIP coverage.