Electronic Thesis Defense

Step 1:  In order to be eligible for the degree, you must complete the Application for Degree (myUK.uky.edu / Student Services / myRecords / Apply for Degree). This must be submitted by the deadline for the semester in which you intend to graduate. For the exact due date, see the Graduate School Key Dates page or the Graduate School Calendar).

Step 2:  After consulting with your advisor, submit a Final Examination Recommendation form to the Graduate School a minimum of two weeks prior to the specific date of the defense. This form must be complete with date, time, room number and valid committee. Upon receipt, the Graduate School will check your records to be sure you are eligible to sit for the defense.

The final examination must take place no later than eight days prior to the last day of classes of the semester in which the student expects to graduate. Final examinations may not be scheduled during the period between semesters or between the end of the eight-week summer session and the beginning of the fall semester. Consult the Graduate School Key Dates page or the Graduate School Calendar for deadlines on the scheduling of final examinations.

Step 3:  After your Final Examination, you have 60 days to have the final copy of your thesis accepted in the Graduate School in pdf format (or less than 60 days if you want to graduate that semester and the Thesis acceptance deadline is sooner) and a completed ETD Approval Form, signed by your advisor and Director of Graduate Studies (DGS). Students can scan the ETD Approval Form after signing it and forward electronically to the advisor for signature who in turn can pass it to the DGS for signature, and lastly you will upload to UKnowledge (Additional Files) as part of your ETD. The ETD Approval Form may be uploaded when you first submit the ETD to UKnowledge, or at a later time, and can be viewed in the Supplemental Content area. The ETD Approval Form will not be accessible to the public when the ETD is approved.

You are required to submit your thesis for a format check to UKnowledge (click here for ETD Submission Guide). Your thesis will be checked to ensure that it meets format requirements of the Graduate School. It is your responsibility to ensure that the ETD will display clearly and properly on a monitor when accessed, including working links so the ETD can be readily navigated (whether it is composed of a single or multiple files), that the printed pdf version will be clear and legible (including any figures or images), and that fonts have been properly embedded. We also require copies of any reprint permission letters and any required third party software licenses.

Final Submission checklist:

  • Final submission of electronic thesis via UKnowledge (see ETD Submission Guide for instructions)
  • ETD Approval Form completed, signed by all parties, scanned and uploaded to Additional Files (Supplemental Content) as part of your ETD
  • Reprint permission letters and/or third party software licenses, if required (see ETD Submission Guide for instructions)
  • Embargo requests are now handled as part of the ETD Approval Form

Thesis Fees

The base thesis fee is $14.00. The fee must be paid at Student Account Services, 18 Funkhouser Building or online via myUK. The fee will be added to your Student Account after the final thesis is accepted by The Graduate School. No diplomas will be released without payment of the applicable thesis fees.

Direct questions to the Academic Affairs Officer for your program.

Checklist of Common Errors [PDF]