Qualifying Exam Guidelines

The University requires a Qualifying Examination for Advancement to Candidacy for the PhD. The purpose of the examination is for students to gain approval of their proposed thesis research project from their Doctoral Committee.

The summary should include a comprehensive description of the proposed thesis research (including key references), its significance, and the progress that has already been made.

The day of the examination, students first give a 30‐minute presentation. The presentation is followed by a question‐answer period when the committee examines students for indications of the knowledge, insight, motivation, and demonstrated productivity required to produce an acceptable thesis in the normal time. The student may or may not be asked to leave the room for a time prior to hearing the committee's evaluation. Students may Pass, Re-Exam, or Fail the exam. The committee will inform the student of the results, and will explain any recommendations or requirements. These will be written and emailed to the student and Student Affairs. 

More information will be shared during the yearly Information Session in Winter Quarter.

One of the purposes of a Doctoral Committee is to provide students with mentorship and guidance beyond that provided by the Thesis Advisor. UCSD policies on Appointment of the Doctoral Committee were developed, in part, to provide some consistency across departments. Exceptions to their policies require both the Graduate Affairs and Dean's approval. The Department policy of having at least 2 Departmental Exam Committee members continue to serve on the Doctoral Committee is to provide students with Faculty who, over time, are familiar with the student, their research, and the history of the exams. If a student has found other Faculty with particular interests pertinent to the research, it is quite permissible to expand the committee to beyond the minimal four members. A Doctoral Committee must be approved by the Department and Graduate Division at least two weeks prior to the examination. 

Effective Fall 2021

Senate revised the Ph.D. committee composition to require a minimum of 4 members. Students should ensure that their proposed Ph.D. committee will comply with the Manual of the San Diego Division, Academic Senate, Regulation 715.

The Doctoral Committee must consist of: 

• At least 4 must have UC San Diego faculty appointments.
• At least 1 member must have a primary appointment in a different department than the chair's primary department.
• At least 2 members must be from the student's home department.
• At least 1 member must be tenured or emeritus (Associate or full Professor). 
• Proposed members from other UC campuses, other universities, or industry are exceptions and must be requested in writing.
• At least 2 members of the Departmental Exam Committee continue to serve on the Doctoral Committee.
• The student and Advisor choose the remaining member(s).
• There may not be more than one affiliate professor.
• If the Research Advisor is an affiliate Professor, a ladder‐rank faculty member must act as Co‐Chair.

Policy on the Appointment of the Doctoral Committee 

Subsequent changes to a committee require both Departmental and Graduate Division approval. Please contact chem-gradadvising@ucsd.edu for information.

Students are responsible for coordinating with their committee to schedule a two-hour, in-person exam. All committee members must attend in person unless prior approval for a hybrid format is granted by both the Research Advisor and the Vice Chair. Begin scheduling early to ensure the exam is completed by the end of Friday of Finals Week, Spring Quarter.

Once the exam date is confirmed, it is strongly recommended that students send a calendar invite to all committee members to ensure the time is reserved on their schedules.

Room Reservations and AV Requests

After confirming the date and time with all committee members, students must submit a Room Reservation Request no later than Week 5 of Spring Quarter and at least two weeks prior to the exam. Student Affairs will send room confirmations and distribute exam notices via email. Conference room details and availability can be found on our website.. 

All Qualifying exams are required to be conducted in-person. Please submit a petition in case you would like to request an exception for a hybrid exam.

Zoom Instructions (for approved hybrid exams)

The Committee Chair will need to setup the Zoom meeting and invite any committee members approved to be remote. Before setting up the Zoom meeting, please take a moment to carefully review these Zoom meeting safeguards to keep your remote exam safe and secure: https://blink.ucsd.edu/technology/file-sharing/zoom/safeguards.html.

Once a student has fully passed the Oral Qualifying Examination, the student will receive a DocuSign copy of the completed Advancement to Candidacy form once the committee members and department Vice Chair have signed off.

A $50 Advancement to Candidacy fee will be charged to the student's TritonLinkfinancial account once the Advancements to Candidacy Form is processed by Graduate Division. 

 Advancement to Candidacy can only be posted to the academic record during a quarter of registration. The following information will be listed on an advanced students'' transcript:

• The actual date of the exam (as listed on the Advancements to Candidacy).
• For students who take the exam between quarters (including summer), the Advancement to Candidacy date will be listed as the first day of instruction of the next quarter of registration.
• For students who take the exam during a registered quarter, the Advancement to Candidacy date will be listed as the date the form is received in Graduate Division.