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Policy 1.9: Final Scholarly Project and/or Dissertation Requirements

Applies to: CIPCT (MS), DNP, PhD

I. Policy Statement

The University of Washington School of Nursing (SoN) requires all graduate students to complete a culminating scholarly inquiry project or dissertation as a condition for degree conferral. These culminating experiences—whether a scholarly project, thesis, DNP project, or dissertation—demonstrate the student’s mastery of advanced knowledge, application of research or evidence-based practice, and scholarly communication skills.

Each final project or dissertation is conducted under the guidance of a formally appointed supervisory committee in accordance with UW Graduate School Policy 4.2. The committee is responsible for guiding the student’s work, ensuring alignment with program and Graduate School standards, evaluating progress, and recommending the student for the degree upon successful completion and final examination.

Final examinations (defenses) are conducted with the full supervisory committee meeting as a group, with all members participating as required by Graduate School policy.

Concerns about bias or unfair treatment in the evaluation process are addressed under UW Graduate School Policy 3.8: Academic Grievance Procedure. For PhD students, the Graduate School Representative (GSR) plays a key role in monitoring fairness and may assist in resolving such concerns.

II. Process

A. CIPCT (Master of Science in Clinical Informatics and Patient-Centered Technologies)

All CIPCT students complete a final independent scholarly inquiry, culminating in either a Scholarly Project or a Thesis. Both options demand equivalent scholarly rigor and effort, differing primarily in format and focus:

  • Scholarly Project: May address program needs, quality assurance, clinical problem analysis, policy evaluation, research utilization, program development or evaluation, or development of scholarly tools or proposals.
  • Thesis: An independent piece of research on a topic of particular interest to the student that involves the application of a research methodology.

Coursework and Credit Requirements

  • NMETH 520: Scholarly Inquiry for Clinical Informatics Practice
  • NMETH 530: Scholarly Proposal Development
  • NMETH 598: Special Projects (minimum 3 credits) for scholarly project pathway (may span multiple quarters)
  • NMETH 700: Master’s Thesis (minimum 9 credits) for thesis pathway (completed across multiple quarters)
  • The Supervisory Committee must approve the written plan before students may begin NMETH 598 or NMETH 700.

Below are the unified process steps, with clear indications where projects and theses diverge.

1. Identify Topic of Interest

  • Read and reflect on areas of interest in preparation for NMETH 520.
  • Discuss potential scholarly directions in NMETH 520 and begin topic refinement.

2. Refine and Propose Your Plan

  • During NMETH 530, narrow the focus and develop an initial plan for a scholarly project or thesis.
    • For scholarly projects: complete a preliminary plan using the Master’s Project Initial Plan & Final Product Report guidelines.
    • For theses: begin drafting a proposal using the Steps to Develop a Thesis guidance.

3. Select and Form Your Supervisory Committee

  • Begin by reviewing UW Graduate School Policy 4.2 and identifying a Graduate Faculty member to serve as your Supervisory Committee Chair based on alignment of interests.
    • The Chair must be a graduate faculty member with expertise in the topic of interest.
    • The Chair is selected first, following mutual agreement between the student and faculty member.
  • Meet with this faculty member to confirm willingness to serve as Chair and establish expectations.
  • In collaboration with your Chair, identify and invite 1–3 additional members (2–4 total members per UW Graduate School Policy 4.2; at least half must be Graduate Faculty).
  • Your full committee should be appointed after completion of NMETH 530.

4. Develop Your Plan or Proposal

In partnership with your Chair:

  • Establish a timeline and meeting schedule to support timely progression.
  • Determine when to share drafts with other committee members (usually coordinated by the Chair).
  • Notify members ~2 weeks before sending drafts; expect ~1 week turnaround for feedback.
  • The Chair arranges a follow-up meeting to review comments. Disagreements are resolved by the committee, with the Chair having final decision authority.
  • The Supervisory Committee must formally approve the student’s project or thesis proposal, typically a short paragraph outlining the planned inquiry.
  • For scholarly projects: finalize the Master’s Project Initial Plan & Final Report.
  • For thesis: finalize the Master’s Project Initial Plan & Final Report and the Thesis Proposal following the Structured Outline of Research Proposal and prepare the Thesis Proposal Title Page using ETD guidelines: https://grad.uw.edu/current-students/enrollment-through-graduation/thesis-dissertation/

5. Submit Required Documents

Submit the following documents to uwcipct@uw.edu – program staff will collect signatures and file with the Office of Student and Academic Affairs (OSAA).

  • Chair name and email address
  • Committee member(s) name(s) and email address(es)
  • Your approved initial plan
  • Course and number of credits you plan to take in the following quarter.

Students may not begin scholarly work until all required documents are signed and on file with OSAA. All documents must be submitted at least one quarter before graduation.

After signed, the CIPCT program manager will send the student their chair’s faculty code to allow registration for NMETH 598 (Scholarly Project) or NMETH 700 (Thesis).

6. Register and Conduct Scholarly Work

Once the Supervisory Committee approves the initial plan and paperwork is filed, the CIPCT Program Manager will provide the chair’s faculty code you will need to register.

  • Scholarly Project: NMETH 598 Special Projects (3 credits minimum)
  • Thesis: NMETH 700 Master’s Thesis (9 credits minimum across multiple quarters)

Conduct your scholarly work under the guidance of your Chair and Supervisory Committee.

7. Final Quarter Requirements

Review final quarter requirements page https://students.nursing.uw.edu/progression/final-quarter/

  • Apply for graduation
  • Coordinate with your committee to schedule your Final Examination (Defense) during the quarter you expect to complete your work (examination may occur outside your graduation quarter).
  • Schedule your Final Examination during the expected completion quarter via MyGrad

8. Final Examination (Defense)

  • All committee members must attend as a group.
  • Conducted via Zoom.
  • Duration: approximately 60–90 minutes, including presentation, Q&A, and committee deliberation.
  • Format Differences:
    • Scholarly Projects: Final Examination is both written and oral.
    • Theses: May involve a written committee-developed exam or an oral defense (presentation and Q&A). Format is negotiated with the committee.

9. Post-Defense Actions

Upon passing the Final Examination:

  • CIPCT Program Staff gather required electronic signatures:
    • Application for Degree (Committee Signature Form)
    • Verification of Degree Form
    • Projects: Master’s Project Initial Plan & Final Product Report
    • Theses: Master’s Supervisory Committee Approval Form
  • All students email their abstract to uwcipct@uw.edu (students may elect to have final write-up shared as an example)
  • For thesis students only: Upload materials to UW ETD Administrator before the quarterly deadline:
    • Abstract
    • Final Thesis (PDF)
    • Signed Master’s Supervisory Committee Approval Form
    • Application for Degree

B. DNP (Doctor of Nursing Practice)

All DNP students complete a final DNP project that demonstrates advanced clinical and systems expertise through the translation of evidence into practice. Projects address real-world healthcare challenges in collaboration with an external agency or system partner.

DNP projects are systematic investigations that evaluate and/or translate evidence into practice. While scope and structure vary, students often focus on a single phase of evidence translation. Examples include:

  • Appraising evidence and recommending adaptations of clinical guidelines to a specific population/clinic/community
  • Disseminating evidence by training staff/community members
  • Needs assessment
  • Implementing changes in practice, workflow, or policies
  • Evaluating the impact of a practice change or new protocol
  • Program development or evaluation
  • Policy development or evaluation

Coursework and Credit Requirements

  • NMETH 801: Practice Doctorate Project (Project Planning) – Autumn 3 credits
  • NMETH 801: Practice Doctorate Project (Project Implementation) – Winter 3 credits

Below are the unified process steps, with clear indications where projects and theses diverge.

1. Identify and Match to a Project

  • As students progress through didactic and clinical coursework, they begin identifying potential project ideas and discussing them with track faculty.
  • Faculty explore feasibility and consult with agencies about project alignment. If needed, faculty initiate or confirm an Affiliation Agreement (AA) or Memorandum of Understanding (MOU). Establishing a new agreement may take several months.
  • In late July (between Year 2 and 3), students receive a menu of approved projects and submit their top five ranked choices with rationale using the DNP Final Project Match Request Form.
  • Students are matched to projects by program leadership and notified by August 15, along with their assigned NMETH 801 section. Students may register once they receive their assigned NMETH 801 section.

2. Form Your Supervisory Committee

  • All committees must meet UW Graduate School Policy 4.2 requirements.
  • DNP Supervisory Committees are assigned by program officials, with students receiving notification of the composition of their Supervisory Committee in Autumn of year 3.
  • Two NMETH 801 faculty serve as the chair and second member of a student’s Supervisory Committee (sometimes co-chairs). A third member is assigned for track or subject matter expertise.
  • An optional fourth member from the practice site or community may be added to the committee if requested by the site. For any member outside the UW, the name and contact information must be provided for entry into the Graduate School database, and a UW NetID will be assigned.
  • In Autumn of Year 3, the list of assigned supervisory committees is shared with the DNP Program Adviser (dnpadv@uw.edu), who will convey the committees to the Graduate School, making them part of the students’ formal records.
  • The Dean of the Graduate School formally appoints the committee via approval in MyGrad.
  • Students primarily work with their NMETH 801 faculty on project matters, consulting the broader Supervisory Committee as directed by the Chair or co-Chairs.

3. NMETH 801: Project Planning (Autumn)

To receive credit and progress to Winter quarter:

  • Develop a written project proposal in collaboration with agency stakeholders.
  • Deliver a verbal project presentation to articulate overarching goals, individual objectives, and the student’s specific role.
  • Finalize and execute a Statement of Mutual Agreement (SMA) with the site/organization.
  • Obtain Human Subjects approval (IRB) if needed.
  • Complete all required onboarding activities for the project site.
  • Participate in peer consultation and class-based discussions throughout the quarter.
  • Complete required discussion board postings.
  • Participate fully in small group sessions; engage in scholarly discussion of your own and the work of others, demonstrating the ability to give and receive feedback professionally.

Grading:

  • The NMETH 801 Autumn faculty evaluates the oral presentation using the DNP Project Proposal Rubric.
  • The supervisory committee evaluates the written proposal using the DNP Project Proposal Rubric.
  • Students must have approval of the oral and written proposal to proceed to implementation. An “N” grade will be issued, which indicates satisfactory progress is being made.

4. NMETH 801: Project Implementation and Evaluation (Winter)

Following proposal approval by the supervisory committee and execution of the SMA, students:

  • Implement the DNP project in collaboration with the agency.
  • Participate in on-campus class sessions and other course-related learning activities.
  • Participate in the final poster presentation of the DNP project on the scheduled DNP Project Day.
  • Develop and submit a written executive summary to the supervisory committee and the agency.

5. Final Examination (Defense)

  • Conducted on DNP Poster Day and includes a poster presentation and oral defense.
  • The supervisory committee meets as a group and all members participate.
  • Evaluation is based on program rubrics and agency-aligned deliverables.
  • Students are expected to attend the entire DNP Poster day.

Grading:

  • The supervisory committee evaluates deliverables and the oral defense using the DNP Final Project Examination Rubric.
  • Upon satisfactory completion of the course and project deliverables, a “CR” will be issued, which will convert the Autumn “N” grade to “CR”.

C. PhD (Doctor of Philosophy in Nursing Science)

All PhD students complete a dissertation that demonstrates original research contributing to nursing science. This process includes formal milestones: formation of a Supervisory Committee, approval of a Program of Study, successful completion of a General Examination, approval of a dissertation proposal, ongoing dissertation work under committee supervision, and a Final Examination (defense). The following outlines each step in sequence.

Coursework and Credit Requirements

  • NMETH 800: Doctoral Dissertation – minimum of 27 credits
    • May take up to 6 credits of NMETH 800 prior to General Examination with committee approval

1. Supervisory Committee Formation

Students are encouraged to begin exploring potential faculty mentors in their second quarter and finalize the Supervisory Committee early in the second year.

Committee Requirements

  • All committees must meet the requirements of UW Graduate School Policy 4.2.
  • Each committee must include a minimum of four members:
    • Chair: A member of the SoN Graduate Faculty endorsed to chair doctoral committees.
    • Graduate School Representative (GSR): must be a Graduate Faculty member from outside the School of Nursing and endorsed to chair. The GSR:
      • Ensures fairness and adherence to Graduate School policy.
      • Must be present for General Exam and Final Exam.
      • May be consulted in cases of student concerns or disputes.
    • Additional members: selected for relevant expertise and collaborative potential.
      • At least two members of every PhD supervisory committee must be School of Nursing faculty. This ensures adequate School representation and support for the student’s progression.

Forming the Committee

Students should have a clearly identified research direction at the time of committee formation.

  • Begin identifying potential committee members in the second quarter of the program. Students typically finalize their committee by early in the second year.
    • Discuss areas of interest with faculty advisor to begin identifying potential faculty to serve as Chair.
    • The initial faculty adviser may or may not be part of the Supervisory Committee.
  • Student meets with faculty to discuss areas of interest and assess willingness to serve as Chair.
  • Once a faculty agrees to serve as Chair, student works with Chair to identify additional committee members, including a GSR.
  • Once all committee members agree to serve, student submits a written letter of request for committee appointment to the Associate Dean for Academic Affairs (sonadaa@uw.edu) and copy the PhD Program Adviser (phdadv@uw.edu) and Chair.
    • For non-UW members, include a justification and contact information.
    • Include the Use of Human and Animal Subjects Form (required regardless of whether IRB is ultimately needed).
  • Once the appointment request is approved by the ADAA, the PhD Program Adviser will submit the committee membership in MyGrad
  • The committee is officially appointed by the Dean of the Graduate School via approval of the committee in MyGrad.
  • Once formed, the supervisory Chair advises and mentors the student through the remainder of the program, replacing the faculty advisor.
    • Establish regular appointments with your Chair to support progression.
    • The Chair submits quarterly progress notes to the student’s file.

2. Program of Study Approval

  • The Program of Study outlines your planned coursework and scholarly direction.
  • The program of study is drafted after the supervisory committee is formed, generally in Year 2 of study.
  • The program of study should align with your dissertation goals and UW Graduate School requirements.
  • Draft the Program of Study using the template, indicating planned and completed courses.
  • The Supervisory Committee reviews and discusses the Program of Study (may be done via email or during a meeting).
  • Following Supervisory Committee review, the Supervisory Committee chair notifies phdadv@uw.edu when the program of study is approved, at which point staff will route the Program of Study for Supervisory Committee signatures.

3. General Examination

PhD students generally complete the General Examination near the end of Year 2 or the beginning of Year 3 (for full-time students). Passing this examination marks advancement to candidacy.

        1. Purpose of the General Examination
          The General Examination is intended to:

          • Assess the student’s ability to independently analyze and synthesize scholarly content.
          • Evaluate breadth and depth of knowledge in the area of emphasis and intended dissertation topic.
          • Determine awareness of recent developments in relevant scholarly and scientific issues.
          • Ascertain readiness to begin dissertation research.
        2. Eligibility and Prerequisites
          A student may schedule the General Examination if:

          • At least 60 credits have been completed (credits from the quarter of the exam may count toward this total).
          • All required School of Nursing examinations (that do not require Graduate School approval) are completed.
          • All members of the Supervisory Committee confirm that the student is sufficiently prepared and approve the request to schedule the exam.
          • The student is registered as a graduate student in the quarter the exam occurs.
          • At least four committee members must be present for the oral examination, including:
            • The Chair
            • The Graduate School Representative (GSR)
            • At least one additional Graduate Faculty member
          • The General Examination may not be scheduled in the same quarter as the Final Examination, consistent with UW Graduate School policy.
        3. Examination Format
          The General Examination consists of written and oral components, developed and evaluated by the Supervisory Committee.Written Component:

          • The Committee designs 2–4 questions.
          • Questions may:
            • Support finalization of the dissertation proposal (e.g., probing analytical methods or theoretical frameworks), or
            • Probe deeper understanding of components within an already developed proposal (e.g., background or significance).
          • The Committee provides the student with:
            • A written document outlining the questions,
            • A writing timeline, and
            • Whether editorial support is permitted.
          • The writing period may span several weeks or up to one quarter (as determined by the committee).
          • Students may register for up to 4 credits of NMETH 600 in the quarter of the exam but are not required to do so.
          • If the exam writing spans more than one quarter, credits may only be taken in one quarter.

          Oral Component:

          • Occurs after successful completion of the written component.
          • The oral exam is scheduled by the student in MyGrad at least three weeks in advance.
          • All required members of the committee (including GSR) must be present as a group.
        4. Outcomes and Post-Examination Steps
          • Supervisory Committee chair emails phdadv@uw.edu the outcome.
          • If Passed:
            • Advising staff will route the Final Exam warrant form from MyGrad to obtain signatures from Supervisory Committee in DocuSign.
            • Supervisory Committee members sign the warrant via DocuSign, no later than the last day of finals week.
            • Upon Graduate School approval, the student achieves doctoral candidacy status.
            • Students may refer to themselves as a “Candidate for the PhD in Nursing Science at the University of Washington.”
            • The use of “PhDc” as a professional credential is not permitted.
            • See: http://www.apa.org/monitor/2016/09/misuse-phd.aspx
          • If Not Passed:
            • The Committee may recommend to the Graduate School that the student be allowed up to two additional reexaminations following additional preparation.
            • If there is disagreement among committee members, a minority report may be submitted to the Dean of the Graduate School.
          • After Advancement to Candidacy, students devote their time to:
            • Dissertation research,
            • Writing the dissertation, and
            • Preparing for the Final Examination.

          Note, the doctoral degree may not be awarded in the same quarter that the General Examination is passed.

4. Eligibility for Dissertation Status

  • Permission from the Supervisory Committee Chair is required to register for NMETH 800 credits.
  • Students typically begin NMETH 800 after successfully completing the General Examination.
  • A minimum of 27 credits of NMETH 800 is required to fulfill degree requirements.

5. Approval of the Dissertation Proposal

Proposal Development

  • Students begin proposal development in close collaboration with their Supervisory Committee Chair following successful completion of the General Examination.
  • The Chair provides primary guidance on the scope, structure, methods, and literature grounding of the proposed work.
  • Students are encouraged to establish a timeline and regular meeting schedule with their Chair to support timely development.

Committee Review & Feedback

  • The Chair advises the student when the proposal is ready to be shared with the full Supervisory Committee, including the GSR, for review and feedback.
  • The Chair coordinates feedback and determines when the proposal is ready for formal approval.
  • Revisions may be requested by any committee member; final decisions rest with the Chair in consultation with the committee.

Formal Dissertation Proposal Approval Process

  • After incorporating feedback and obtaining committee agreement, the student initiates the Dissertation Proposal Approval form via DocuSign by emailing phdadv@uw.edu.
  • All committee members, including the GSR, sign to indicate formal approval.
  • Approval is required before submitting Human or Animal Subjects applications.

Credit Limits Prior to Approval

  • Students may complete up to 10 credits of NMETH 800 before receiving formal proposal approval.
  • If further work is needed beyond 10 credits, students must register for NMETH 600 (independent study) until proposal approval is obtained.

Dissertation Format

  • At the time of formal approval, the student and committee indicate the selected format:
    • Traditional six-chapter format, or
    • Three-manuscript format
  • For the manuscript option, working titles of the three planned papers are documented on the approval form.

Special Considerations

Students planning to use secondary data are advised to review the Appendix at the end of this document with their Chair during proposal development to address IRB, authorship, and methodological concerns.

6. Dissertation Format

The UW School of Nursing supports two approved formats for the final written dissertation. Both are considered rigorous scholarly contributions and are subject to Graduate School formatting and submission requirements.

Format Selection & Timing

The dissertation format must be selected at the time of Dissertation Proposal approval, in consultation with the Supervisory Committee. The selected format, along with tentative manuscript titles (if applicable), is documented on the Dissertation Proposal form. Students are encouraged to discuss publication goals during this stage, especially if selecting the three-manuscript format.

    • Traditional Chapter-Based Dissertation
      This format consists of six chapters, preceded by standard front matter and optionally followed by appendices. It is appropriate for dissertations with a single integrated study or project.

      Required Structure:
      Front Matter:

      • Title Page (required)
      • Copyright Page (optional)
      • Abstract (required)
      • Dedication (optional)
      • Acknowledgements (optional)
      • Table of Contents (required)
      • List of Figures and Tables (if applicable)

      Chapters:

      1. Introduction: Statement of the problem or research question, specific aims, significance, and overview of the study.
      2. Literature Review: Comprehensive synthesis of the current state of knowledge related to the dissertation topic.
      3. Research Methods: Description of design, methodology, sample, data collection, and analysis plan.
      4. Results: Presentation of findings, including tables, figures, and statistical outputs where appropriate.
      5. Discussion: Interpretation of findings in context, comparison to existing literature, and consideration of limitations.
      6. Conclusions and Implications: Summary of key findings, implications for nursing science and practice, and recommendations for future work.

      Appendices:
      May include data collection tools; supplementary data, figures, or tables; IRB approvals; statistical coding, and other relevant documents.

    • Three-Manuscript Format Dissertation
      This format includes three stand-alone but thematically linked manuscripts (part of a broader research agenda – not unrelated studies), each prepared for submission to a peer-reviewed journal. This option is best suited for students intending to publish components of their dissertation during or shortly after the program.For students selecting the three-manuscript option, at least one manuscript must be first-authored by the student and prepared for submission to a peer-reviewed journal prior to the Final Examination. This requirement ensures that the student demonstrates lead authorship and scholarly independence.

      Required Structure
      Front Matter:

      • Title Page (required)
      • Copyright Page (optional)
      • Abstract (required)
      • Dedication (optional)
      • Acknowledgements (optional)
      • Table of Contents (required)
      • List of Figures and Tables (if applicable)

      Chapters:

      1. Introduction: Overview of the research problem, aims, theoretical framework (if applicable), and rationale for the manuscript-based format.
      2. Manuscript #1: First paper (formatted per journal style or dissertation formatting rules).
      3. Manuscript #2: Second paper.
      4. Manuscript #3: Third paper.
      5. Synthesis Chapter: Integrates the findings of the three papers, discusses broader implications for nursing science, policy, education, or practice, and identifies future research directions.

      Appendices:
      May include data collection tools; supplementary data, figures, or tables; IRB approvals; statistical coding, and other relevant documents.

7. Dissertation Supervision

Registration & Oversight

  • Students register for NMETH 800 Dissertation credits under the faculty code of their Supervisory Committee Chair. Email phdadv@uw.edu if you need assistance locating a faculty code.
  • At least 27 credits of NMETH 800 are required for the PhD degree.
  • Students should maintain regular contact with their Chair and meet periodically to assess progress.

Quarterly Planning & Documentation

  • Prior to each quarter of NMETH 800 registration, students and their Chair complete the NMETH 800 Quarterly Planning form (via DocuSign, initiated by emailing phdadv@uw.edu).
  • This form includes the number of credits, goals, and proposed activities for the quarter.
  • At quarter’s end, students and the Chair revisit the form to document progress and ensure goals were addressed.

Chair Unavailability

  • If the Chair is on leave or sabbatical, the student should:
  • Appoint another SoN faculty member on the approved committee to provide primary oversight.
  • Register using that faculty member’s code until the Chair returns or a new Chair is appointed.

8. Reading Committee

Purpose

The Reading Committee evaluates whether the dissertation is a significant contribution to nursing science and whether the student is ready for the Final Examination (defense).

Composition & Appointment

  • At least three members of the Supervisory Committee serve on the Reading Committee.
  • At least one member must hold an endorsement to Chair doctoral committees.
  • Typically, all members of the committee except the GSR serve as Reading Committee members.
  • After the General Examination, the Chair emails phdadv@uw.edu to request official Reading Committee appointments.
  • The PhD Program Adviser updates MyGrad and notifies the Graduate School.

Review & Readiness

  • The Reading Committee is responsible for:
    • Ensuring the dissertation meets scholarly standards.
    • Determining readiness for Final Examination.
  • The full dissertation, in the format previously approved by the committee, must be provided to all Supervisory Committee members at least two weeks before the Final Examination.
    • If this timeline is not met, the defense must be rescheduled.
    • All members of the Supervisory Committee read the dissertation and provide feedback.
  • Note: The Reading Committee’s recommendation does not guarantee a pass at the Final Examination.

9. Final Examination (Dissertation Defense)

The Final Examination (also known as the dissertation defense) is the culminating evaluation of the student’s doctoral study. It consists of a written dissertation and an oral defense that must be completed in accordance with both the UW Graduate School and School of Nursing policies.

Students are eligible to schedule the Final Examination after:

  • Completing all required coursework
  • Earning at least 27 credits of NMETH 800 Dissertation
  • Receiving dissertation approval from the Reading Committee
  • Maintaining active graduate student status in the quarter of the exam

The Final Examination may not be taken in the same quarter as the General Examination.

Scheduling the Final Examination

  • The student schedules the Final Examination in MyGrad at least 10 business days in advance of the exam date to allow for Graduate School review.
  • The defense date is publicized by the School of Nursing and may be shared through SoN communications channels.

Attendance & Format

  • The Final Exam includes both a written and an oral component.
  • Written Component: The full dissertation (in the approved format) must be distributed to the Reading Committee at least two weeks prior.
  • Oral Component:
    • A formal defense, typically including a public presentation and Q&A, followed by closed session with the Supervisory Committee for deeper discussion and deliberation.
    • All members of the Supervisory Committee, including the Graduate School Representative (GSR), must participate as a group for the entire duration, whether in person or remotely.
    • Remote final exams use Zoom or similar platforms and must ensure that all participants can see and hear each other.
    • The defense usually lasts between 60-90 minutes.
    • The oral defense must take place while the student is enrolled as a graduate student.

Evaluation and Outcome

  • The Committee uses the Final Examination to assess:
    • Scholarly significance and rigor of the dissertation
    • Student’s ability to defend their methods, findings, and conclusions
    • Readiness to earn the doctoral degree
  • Possible outcomes:
    • Pass:
      • The Supervisory Chair notifies the PhD Program Adviser (phdadv@uw.edu) of the successful outcome.
      • The PhD Program Advisor circulates the Committee Signature Form for member signatures.
      • Student may proceed with final dissertation submission via the UW ETD System
    • Fail:
      • The Chair may request that the Graduate School permit a reexamination (maximum of two reexaminations allowed).
      • If the committee is divided, any member may submit a minority opinion to the Dean of the Graduate School.

Submission Requirements

Upon successful completion of the Final Examination, students:

D. Addressing Bias or Unfair Treatment

Students who believe they have experienced bias or unfair treatment during the project or dissertation process should follow the procedures outlined below:

  1. Informal Resolution:
    Concerns should first be raised with the Supervisory Committee Chair, Program Director, or the Associate Dean for Student and Academic Affairs (sonadaa@uw.edu). The UW Ombud Office is available to assist with informal resolution and consultation.
  2. Formal Grievance Process:
    If the issue is not resolved through informal channels, students may file a formal grievance in accordance with UW Graduate School Policy 3.8: Academic Grievance Procedure
  3. Role of the Graduate School Representative (GSR; PhD only)
  4. For PhD students, the GSR is a voting member of the committee responsible for ensuring fairness and Graduate School policy compliance. The GSR may escalate concerns to the Graduate School when warranted.

III. Roles & Responsibilities Summary

Task Student Supervisory Chair Committee Members OSAA / Advising Staff Graduate School
Select scholarly topic R/A C I
Form supervisory committee R A C I I
Develop and approve plan/proposal R A R C I
Conduct scholarly work/dissertation R/A C C I
Prepare for and schedule final exam R/A R C C I
Conduct final exam (oral defense) R A A I I
Submit final materials R/A C I C I
Clear for graduation I I A A

RACI Legend:

      • R = Responsible: Performs the task
      • A = Accountable: Ultimately answerable
      • C = Consulted: Provides input
      • I = Informed: Kept up to date

Related Policies & References

Last updated: September 2025