Graduate Student Handbook
Chapter 6
Examination Formats and Procedures
6.1 Eligibility for Examinations
Students must be registered in the University during any semester in which they are taking an examination. An application to take an examination must be submitted to the GPD prior to the completion of classes in the semester preceding the one in which the examination is to be held. Full-time Ph.D. students will automatically be scheduled for the Preliminary Diagnostic Examination. Requests for exemption from the Preliminary Diagnostic Examination must be submitted to the GPD in writing through the student's advisor.
6.2 Comprehensive Examination for M.E. Degree
Master of Engineering (ME) students are required to pass a comprehensive, written examination in order to earn their ME degree. This examination is administered by the GPD and the Department's Graduate Committee once each Fall and Spring semesters, and will normally be given one month before the end of the semester. Students must attempt this examination no later than the semester after completion of their course work, and no earlier than the semester in which the course work for the degree is being completed. Students request permission to take this exam using Graduate Form 23, along with Form AE #5 listing course work. The Master's Examination Committee is formed using Graduate Form 22.
The following general format will be used for this written, open-book, closed-notes, single-day examination:
Part I (8:00 - 12:00 a.m.) Four problems, concentrating on the core curricula
Part II (1:00 - 5:00 p.m.) Four problems, distinct from Part I, and concentrating on the emphasis area(s)
All questions are graded by the faculty with a numerical score assigned to each problem set according to the following scale:
100 = completed solution, correct formulation, correct numerical results
80 = near complete solution, correct formulation, numerical errors
70 = approach minimally acceptable, no fundamental errors but incomplete solution
60 = error in approach or formulation, understanding of problem unclear
50 = substantial errors, no indication of what the correct approach is
25 = just barely started problem
0 = not even attempted
The scores for all problems are summarized and added together. Students with a total score of 560 points, with no score below 60, and at most only one score below 70 pass the exam. The pass or fail decision will be made by a majority vote of the Master's Examination Committee and the GPD and recorded on Graduate Form 7. In the event that the student does not pass the exam, the Master's Examination Committee will recommend appropriate steps to the GPD The GPD will convey the pass/fail decision to the student within 4 weeks of the examination date.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
6.3 Oral Examination for M.S. Degree
Students seeking a Master of Science (MS) degree are given an oral examination, administered as the student's thesis defense. In order to schedule the examination, the student must inform their thesis advisor and the GPD at least two weeks in advance of the examination date. The candidate is also expected to provide completed, final draft copies of the thesis to the thesis committee members (use Form AE #2 and Graduate Form 20) at least ten days prior to the examination date. No later than one week prior to the defense, the student or advisor and the GPD will arrange to post notices advertising the time and date of the defense. The defense must be conducted on campus.
The oral examination consists of two parts. In the first part, the student presents his/her thesis research in a seminar format (30-45 minutes) to an audience consisting of the student's thesis committee, faculty, students and other interested people. After the oral presentation of the thesis research, the student answers questions related to the thesis from the audience. After a short break, the second part of the examination is conducted in a closed session where the student is further examined by their thesis committee. The committee concentrates on the research undertaken, but may expand questioning to include related course work.
A pass/fail decision by a majority vote is delivered to the student by the thesis committee, immediately after completion of the oral examination and recorded on Graduate Form 7. The GPD is informed, the decision is then transmitted to the Department Chair, the Dean, and the Office of the Registrar.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
6.4 Examination for MEXM Degree
Students seeking a Master of Engineering in Experimental Methods (MEXM) degree are given an oral examination, administered as the student's project presentation. In order to schedule the examination, the student must inform their project advisor and the GPD at least two weeks in advance of the examination date. The candidate is also expected to provide completed, final draft copies of the project report to the project committee members at least ten days prior to the examination date. No later than one week prior to the presentation, the student or advisor and the GPD will arrange to post notices advertising the time and date of the presentation. The presentation must be conducted on campus. See Section 3.2.6 for more details.
The oral examination consists of two parts. In the first part, the student presents his/her project research in a seminar format (30-45 minutes) to an audience consisting of the student's project committee, faculty, students and other interested people. After the oral presentation of the project research, the student answers questions related to the project from the audience. After a short break, the second part of the examination is conducted in a closed session where the student is further examined by their project committee. The committee addresses the research project undertaken, but will expand questioning to include related course work.
A pass/fail decision by a majority vote for the oral examination project is delivered to the student by the project committee, and a letter grade is assigned to the research project (AE 691), immediately after completion of the oral examination and recorded on Graduate Form 7. The GPD is informed, then transmits the decision to the Department Chair, the Dean, and the Office of the Registrar.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
6.5 Preliminary Diagnostic Examination for Ph.D. Degree
This examination is given once each Fall and Spring semesters, and is normally given around mid-semester. This examination must be taken by all full-time Ph.D. students in their first semester. Student's taking this examination should submit Form AE #5 early in the semester they plan to take the examination. Part-time students must take the examination before the completion of 9 credit hours of course work. A student with a recent (within 5 years) Master's degree in Aerospace Engineering, Engineering Mechanics or Mechanical Engineering from ODU may submit a written request through their advisor to be exempt from this examination if the cumulative grade point average is 3.50 or above. Exceptions may also be allowed under certain other exceptional circumstances.
The examination is administered by the GPD for the student's Advisor and Guidance Committee. The examination will be given during the periods designated by the GPD, which occur at least once each Fall and Spring semesters usually one month before the end of the semester. The examination is diagnostic in nature and the Guidance Committee will recommend additional course work beyond the usual program of study in cases of major weaknesses. One re-examination is allowed, but a student must reach a satisfactory level of performance in this examination in order to continue the Ph.D. program. The Guidance Committee evaluates the performance of the student, and conveys the decisions to the GPD who in turn conveys it to the Office of the Registrar. The Advisor will convey the decision to the student and, in light of the outcome, finalize the planning of the program of study. The program of study will be defined using Form AE #4 and submitted to the GPD.
This examination will be given in the following format:
Part I - Six problems in six hours, concentrating on the Department's Master's core curricula. The exam is generally open-book, closed-notes and administered in a single day. For example, Aerospace Engineering students should attempt problems representative of MATH 691, AE 601 and AE 602 or 603 or 604, and three additional fundamental courses from their area of emphasis. Engineering Mechanics students should attempt problems representative of MATH 691, and AE 601, 602, 603, and 604.
Part II - An oral evaluation conducted by the Guidance Committee, tailored to the results of Part I, lasting not less than 1 hour.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
6.6 Candidacy Qualifying Examination for Ph.D. Degree.
After the completion of course work (or during the last semester of course work), writing proficiency and language/research skill requirements, the student may request permission to take the candidacy examination by submitting Graduate Form 15. Student's taking this examination should submit Form AE #5 early in the semester they plan to take the examination. This examination should not be delayed any later than one semester after the course work is completed.
The examination is prepared and administered by the Advisor and Guidance Committee with the cooperation and approval of the GPD. The examination will be given on a date determined by the Guidance Committee Chairman and the student. Students are allowed to use books and notes during the written portion of the candidacy examination.
The following format will be used for this examination:
Part I: - A written open-book, open-notes, examination, lasting not less than 8 hours administered in a single day, covering the entire program of study.
Part II: - An oral examination, conducted by the Guidance Committee, tailored to the results from Part I, lasting not less than 2 hours.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
The results from Parts I and II are reported together. Two attempts at each of the two parts are allowed and will normally occur in consecutive semesters. Both parts of the examination should be attempted in the same semester whenever possible. A student who passes the written portion on the first try need not repeat that part in the event of failing the oral portion. A failed written part must be retaken successfully after six months, but within one year. A failed oral portion, which may also be attempted a second time, must be taken within one month of the first attempt.
The student's Guidance Committee determines the outcome of the candidacy qualifying examination and conveys its decision to the GPD. The examination (both parts) may not be reported as passed if there is more than one dissenting vote. The examination cannot be passed conditionally, i.e., a pass on the examination cannot be made contingent upon other factors such as the completion of additional course work or projects. The Advisor reports, in writing, the results of the examination to the GPD and the Dean, and makes a recommendation regarding admission to candidacy. The GPD conveys the results to the student and the Office of the Registrar.
After the candidacy examination for the doctoral degree has been completed, all remaining requirements for the degree must be completed within five calendar years; if not, the student is required to repeat the candidacy examination.
6.7 Dissertation Proposal
After successfully passing the Candidacy Examination, a Dissertation Committee is formed (use Graduate Form 16). This is a new committee formed to supervise the dissertation research. Generally the chairman of the Guidance Committee continues to serve as the chairman of the Dissertation Committee. Students are strongly encouraged to select committee members that can assist with the research, if necessary, and are knowledgeable of the research area and current developments. This committee must have at least three members with one member outside of the Department.
Once the Dissertation Committee is formed, the student will present their dissertation proposal for review and approval. This presentation should not exceed 1-hour and should discuss background and motivation, previous work, tentative objectives, goals and scope, and limited results to-date. It should not be all inclusive nor a warm-up for the dissertation defense. Acceptance by the Dissertation Committee of the dissertation proposal represents an informal agreement of the level of work needed to meet degree requirements.
It is possible to schedule both the oral portion of the Ph.D. Candidacy Qualifying Examination and the Dissertation Proposal on the same day depending on the Committee members' schedules, advisor's discretion, and status of the student's research work. This is easier if the Guidance Committee and the Dissertation Committee are the same. However, since the Guidance Committee's primary concern is academic in nature, outside experts generally are not involved until the Dissertation Committee is formed.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
6.8 Advancement to Candidacy
To be eligible for advancement to candidacy, a candidate must have met all degree requirements except the dissertation, formed a Dissertation Committee, and have proposed and had approved a dissertation topic.
Admission to candidacy is a formal step that occurs after the student has
(1) passed the Ph. D. Candidacy Examination in both its parts
(2) filed a dissertation proposal approved by the Dissertation Committee
(3) completed formal course work, writing proficiency and research skill requirements.
The student must be admitted to candidacy at least 12 months before the time the degree is expected to be received, but usually not before the completion of one and a half years of graduate work.
6.9 Dissertation Oral Examination
After the completion of research, the candidate's Dissertation Committee (DC) informs the GPD and the Dean on their decision to hold the oral defense. At least two weeks advance notice of the examination must be given so that the time and venue of the dissertation defense can be advertised to the university community. The candidate must also present a draft of the dissertation to the members of their committee, at least two weeks prior to the date of defense. The Dissertation Committee chairperson, will act as moderator, ruling on questions of procedure and protocol that may arise during the defense. The Dissertation Committee chairperson (in consultation with other members) sets a date for the defense and announces this to the entire university community, with the assistance of the GPD.
The oral examination consists of two parts. In the first part, the student presents his/her dissertation research in a seminar format (30-45 minutes) to an audience consisting of the student's dissertation committee, faculty, students and other interested people. After the oral presentation of the dissertation research, the student answers questions related to the dissertation from the audience. After a short break, the second part of the examination is conducted in a closed session where the student is further examined by their dissertation committee. The committee concentrates on the research undertaken, but may expand questioning to cover the entire program of study including related course work.
The purpose of the defense is to examine the candidate for original research contributions reflected in the dissertation. Majority approval by the examiners constitutes successful completion of the defense of the dissertation, and is so reported by the defense chairperson to the GPD. The GPD forwards this recommendation to the Dean and to the Office of the Registrar. In case of failure, the dissertation committee recommends a re-examination no earlier than three months after the first examination.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5 p.m. of the last day of class.
6.10 Submission of Theses and Dissertations
University Guidelines for preparation of theses/dissertations are available from the University World-Wide-Web Homepage (http://www.odu.edu/~acadaff/0.htm). Students are strongly encouraged to follow these guidelines closely or obtain approval from the Dean and the GPD for any exceptions.
Submission of theses/dissertations involves two main questions: to whom and when? The following steps are suggested to help students process their document.
Submit the thesis/dissertation to your advisor for his/her review. The document should be thoroughly reviewed and approved by your advisor before proceeding further.
After your advisor approves it, submit the document to your thesis/dissertation committee. Usually two weeks or more should be allocated for the committee members to review the research prior to the oral defense which is scheduled using Form AE #2.
At or after the oral defense, all appropriate comments and questions must be addressed and a revised thesis/dissertation submitted for approval by the thesis/dissertation committee using Graduate Form 6.
After the thesis/dissertation committee members approve the thesis/dissertation, it is submitted to the GPD for review. This may require a week or more depending on the length of the document and the number of documents being reviewed.
After receiving GPD approval, the revised document is submitted to the Dean's Office for review. This usually occurs no later than two weeks before the last day of class. This date is posted well in advance.
After incorporating any revisions required by the Dean's Office, Graduate Form 6 should be signed off completely (Committee members, GPD, Dean's Office). Next, the final revision is printed on thesis paper and at least four photocopies made. All copies must be delivered to the Office of the Registrar by 5:00 P.M. on the last day of classes along with Graduate Form 11.
Keep in mind that this document may be one of the more scholarly works you create, and it is well worth your time and effort to make it the best it can be. Also, remember that turning in a thesis with careless errors, poor figures, poor grammar, spelling/typing errors and so forth is not the impression you want to give your committee members-you might want to ask them to serve as a reference for you.
Students must be registered in any semester in which they are scheduled to appear for the examination. The 1-credit-hour course GRAD 999 is often used if the deadline for registering has passed; up until 5:00 p.m. of the last day of class.
6.11 Graduation Application
It is the responsibility of each student to apply for graduation through the Office of the Registrar using Graduate Form 4. There is no charge for this application, and the Graduate Graduation Application Forms are available only at the Office of the Registrar. This application is due very early in the semester that the student anticipates graduating. The form is turned in to the Office of the Registrar, not the Department or the GPD. In the event that all degree requirements are not met, the graduation application will automatically "roll over" and be in effect for the next academic term (e.g., Fall to Spring; Spring to Summer; Summer to Fall). This "roll over" occurs only once, and it becomes the student's responsibility to inform the Office of the Registrar of their intentions. Students must re-apply for graduation each semester if their first application and its "roll over" are not sufficient to complete all degree requirements.