Graduate Studies Representative on Doctoral Exam Committees

Doctoral student oral examinations include the doctoral comprehensive oral exam and the doctoral final oral exam (i.e., dissertation defense). The committee for the comprehensive oral examination and final oral examination must consist of at least five Graduate Faculty members appointed by the committee chair, department, and/or Graduate Division of the professional school or College.

The Graduate Studies Representative must be a member of the Graduate Faculty authorized to serve on doctoral exams by a department other than the aspirant’s major department.

A faculty member from a different department with a courtesy appointment in the student’s department may serve as the Graduate Studies Representative or in fulfillment of the committee majority pursuant to the Doctoral Student Oral Exam Committee Composition policy but cannot serve in both roles at the same time.

The role of the Graduate Studies Representative is designed to assure the appropriate standard of fairness, professionalism, judgment, and skill are applied throughout the examination process for the benefit of the institution and in the best interest of the student. As an independent participant observer, this member should have no personal or professional duality or conflict of interest with other members of the committee or with the student that would prevent the representative from the unbiased fulfillment of these responsibilities.

The Graduate Studies Representative must be phsyically present for the duration of the examination. If the Graduate Studies Representative has not arrived, the exam may not begin and if the Graduate Studies Representative leaves, the exam may not continue. No proceedings held without the Graduate Studies Representative may influence the student's milestone outcome.

The Graduate Studies Representative is a voting member of the committee and has full rights to participate in the examination. In the case of any unsatisfactory or irregular aspects of the exam or violation of Graduate Studies policy, the Graduate Studies Representative shall provide a written report to the Dean of Graduate Studies for consideration of further action.

Before the examination, the Graduate Division should provide a list of responsibilities to the Graduate Studies Representative. A list of these responsibilities is provided below:

1. The examination was conducted in compliance with the policies and by-laws of Graduate Studies and the program’s Graduate Division.
2. The examination was held in a manner that was free and open to the public.
3. The representative was accorded full participatory rights in the examination.
4. The representative was accorded full voting rights as a member of the committee.
5. The examination was free from irregularities or unfairness to the student.
6. The examination was free from irregularities or unfairness among faculty members.
7. The examination, if repeated, occurred at least the appropriate minimum interval after last unsuccessful attempt, as determined by the department.