Congratulations! If you are getting ready to defend your dissertation, you are almost finished. Preparing for the defense of the dissertation involves several steps listed below. Please email Ashley ([email protected]) if you ever have any questions.

  1. GRADUATION DEADLINES: Review the graduation deadlines here to determine what semester you will be graduating and your degree will be conferred.
    • INTERNATIONAL STUDENTS: Please email [email protected] (preferably three to six months in advance) to initiate the necessary administrative actions to ensure compliance with visa regulations after your defense. If necessary, you should also apply for the EAD card for Optional Practical Training (OPT).
  2. WRITING CENTER: PhD students are encouraged to make appointments at the Writing Center for individual sessions to work on any type of writing, including dissertations, proposals, and job letters. You can make an appointment with them here.  
  3. COURSE REGISTRATION: If you complete your requirements during the Fall or Spring semester, you must be registered for one course.
    • Resident students must register for EN.520.802 ECE Dissertation Research for 20 credits.
    • Non-resident students must register for EN.910.600, the “Non-Resident Status ‘course’.”
    • All students active in summer terms must register for EN.520.803 Summer Graduate Research for 9 credits. No tuition is charged.

    If you complete your degree during the summer and submit your dissertation before the first day of class of the Fall semester, you will not have to register for a Fall semester course.

    This table summarizes required actions for each type of degree completion period:

    Degree Completion Period Pre-Semester Completer Grace Period End of Semester (Fall or Spring)
    Definition Submit and receive library approval of the PhD dissertation before the first day of class of the following semester. Submit and receive library approval of the PhD dissertation in Fall – 8 weeks or Spring – 4 weeks after the first day of class. Submit and receive library approval of the PhD dissertation by the stated deadline for the semester.
    Pay Tuition? No No, but must submit a Tuition Deferral Waiver. See #5 below. Yes, for the current semester.
    Register for a Course? No Yes, register for EN.520.802 ECE Dissertation Research for the final semester. See #5 below. Yes, register for EN.520.802 ECE Dissertation Research for the final semester. See #5 below.
  4. CONFIRM YOUR DEFENSE COMMITTEE: You must propose a dissertation committee consisting of between three and five members, including your Research Advisor. At least two committee members must have tenure-track appointments, and three have Ph.D. supervising privileges in the ECE Department. If you require special permission for any committee member or are uncertain about their privileges, please get in touch with Ashley ([email protected]).
  5. SCHEDULE A DEFENSE DATE: Once your committee is approved/confirmed, you need to coordinate with your committee to establish a date and time for your defense. Once a day and time is chosen, please complete the Dissertation defense reporting form and email it to Ashley ([email protected]), if you have a preferred room/building and the number of expected in-person attendees. Ashley will book the defense room for you.
    Note: This submission needs to occur at least 4 weeks before your defense. Upon receipt, Ashley will provide you with the next steps regarding required submissions to the department and their deadlines.
  6. TUITION DEFERRAL DURING GRACE PERIOD: If you plan to submit your dissertation in the Grace Period:
    • 8 weeks after the start of the Fall semester
    • 4 weeks after the start of the Spring semester

    You can apply to waive payment of your tuition with the Final Semester Tuition Deferral for either Fall or Spring. You won’t have to pay tuition unless you finish after the Grace Period.  Please submit the completed form to Ashley who will complete a SEAM ticket for you after recieve your ETD approval letter.

  7. THREE WEEKS BEFORE YOUR DEFENSE:  Please have everything below completed and sent to Ashley (if needed).
    1. Hopkins ID:
    2. A copy of your Dissertation Thesis (also send to your committee)
    3. Your requested last day of pay (make sure to discuss with your advisor first):
    4. If a Grace Completer:  Final Semester Tuition Deferral for either Fall or Spring. Ashley will submit it after your defense on your behalf.
    5. Apply to graduate through SIS: You must apply for graduation through SIS. Dates and instructions can be found on the JHU Graduation website.
    6. A high-resolution profile picture
      1. PhD Candidate Name:
      2. Date & Time:
      3. Defense Zoom link:
      4. Room:
      5. Advisor(s):
      6. Dissertation Title (not in all caps):
      7. Abstract:
      8. Biography:
      9. Website (if applicable):
    7. A non-JHU email and phone number:
    8. Professional Plans after Graduation (company and position):
    9. Do you plan to return and walk in the May 2026 graduation?
  8. READERS LETTER: Two weeks before your defense, your research advisor should send Ashley the reader letter, including both readers’ signatures, with the research advisor listed as the first reader.
  9. SUBMIT DISSERTATION TO ETD OFFICE: After successfully defending your dissertation and incorporating feedback from your committee, you will submit the final version to the library. Please refer to the library’s website for submission details, as well as formatting requirements and the submission checklist.
  10. FORWARD ETD EMAIL: Following the receipt of your approval email from [email protected], please forward it immediately to Christine Kavanagh ([email protected]) and Ashley Moriarty ([email protected]).
    • Include your exact degree, department, and expected conferral semester in the body of the email.
    • Provide the title of your dissertation/essay in title case, ensuring correct spelling and punctuation. Avoid using all uppercase or lowercase letters.
    • The ETD approval date will be considered your official completion date, not the date you submitted your dissertation to the ETD system.

Other important notes:

Review your Dissertation before Submission
Before you submit your dissertation for your advisor’s and readers’ review, please ensure that your dissertation format meets the University’s guidelines for style and format.

Be Aware of Deadlines
Visit the Graduate Board website to ensure that you are meeting the required dissertation submission deadlines.

Becoming a Postdoc in the JHU Department of Electrical & Computer Engineering?
After your defense and dissertation submission, if you are being hired as a postdoc in our department, please have your advisor contact Nicole Aaron, Departmental Administrator, right away to arrange the hire.

Confirm That All Academic Requirements are Fulfilled
You must check your grades on SIS to make sure that you have no “Incomplete” or “Missing Record” notations. If you are missing grades, please contact Ashley Moriarty.

Submit Final Dissertation Electronically
Dissertations will be submitted only by electronic media. Hardbound books will not be printed on campus, but information will be provided on where dissertations can be printed and bound. The library’s Electronic Theses and Dissertations page is a great resource that details the whole new electronic submission process. If you have additional questions, email [email protected] for the fastest response.

Graduate Student Salary Can Continue After Dissertation Submission
Graduate student salary can be continued for both international and domestic students through the conferral date of the semester or period in which the student completes his or her degree requirements or the end date of your appointment letter, whichever is sooner. 

Resolve Financial Obligations
Make sure that your financial obligations are paid, such as library fines or other bills owed. Your diploma will be withheld until your obligations are resolved.

Questions?
Please contact Ashley Moriarty, Academic Program Administrator, with any questions regarding the process.