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Instructions for Ph.D. Students taking the Senate Exam - Advancement to Candidacy
Note: required coursework and the teaching requirement must be completed prior to taking the Senate Exam.
Notify the Graduate Affairs Office about your intent to take the Senate Exam. To allow adequate time, you should do this at least four weeks before the time you expect to take the Senate Exam. You should also discuss your Senate Exam with your faculty advisor to know what is expected of you.
You will need to complete the following form:
Appointment of the Doctoral Committee for the Degree of Doctor of Philosophy
- This form is needed to constitute your committee. Access this form at: http://ogs.ucsd.edu/_files/forms/affairs-appointmentdoctoral.pdf. Also, access the instructions/policies on who can serve on your committee at: http://ogs.ucsd.edu/academic-affairs/degree-information-procedures/doctoral-committee-membership.html. You should meet with your research advisor to discuss who should be appointed to your committee. Once you have discussed your committee with your research advisor, complete the form and submit the form to the Graduate Affairs Office at least 3 weeks before the time you expect to take the Senate Exam. You do NOT need get the signature of the Chair – the Graduate Affairs Office will do this for you and submit the completed form to the Office of Graduate Studies (OGS) for approval by the Dean of Graduate Studies. You cannot take the Senate Exam until OGS approves your committee. You will get a copy of the approval from OGS in your mailbox.
Once you have turned in the above form and await your committee approval, you can start scheduling your Senate Exam. You can reserve PFBH Room 126, 226, 291, 326, 391 or the Zweifach Library by calling ext 44272. Once you have the set date/time/place of your Senate Exam, you should notify the Graduate Affairs Office at least 2 weeks in advance. This allows time for the office to get your academic file ready for the exam. Make sure you have notified all of your committee members of your date/time/place of your Senate Exam.
Your committee is approved, you have set the date/time/place of your Senate Exam – you are ready to take the Senate! The Graduate Affairs Office will have your academic file ready and will provide the file to your faculty advisor. The file will contain the Report of the Qualifying Examination and Advancement to Candidacy for the Degree of Doctor of Philosophy Form (Report Form). Your committee will sign the report form after you successfully pass the Senate. Your faculty advisor will return your academic file and report form to the Graduate Affairs Office. The Graduate Affairs Office will obtain the required signature from the Chair. Once the report form is complete and signed by the Chair, the Graduate Affairs Office will notify you – you will be responsible for submitting this report form and the Degree & Diploma Application to OGS. Before the report form is submitted to OGS, you will need to pay a $90.00 candidacy fee at the Cashiers Office.
You will receive an official notice from the Dean of Graduate Studies of your successful advancement – Congratulations you are In-candidacy!