Ph.D. >> Exams >> Senate Exam
Instructions for Ph.D. Students taking the "Senate" Exam - Advancement to Candidacy

Step 1 - Notify the Graduate Affairs Office (Irene Jacobo) about your intent to take the "Senate" Exam. To allow adequate time, you should do this at least 4 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.

Step 2 - You will need to complete the following forms:

A) 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://www.ogsr/forms/academic/formphdcom.pdf. Also, access the instructions/policies on who can serve on your committee at: http://www.ogsr/academicpolicy/advisers/manual.htm#committee_membership_policy and at: http://www.ogsr/academicpolicy/advisers/manual.htm#committee_membership. The policy on conflict of interest can be found at: http://www.ogsr/industry/facultyresearchers.htm. 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 (Irene) 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 (OGSR) for approval by the Dean of Graduate Studies. You cannot take the "Senate" Exam until OGSR approves your committee. You will get a copy of the approval from OGSR in your mailbox.

B) Degree & Diploma Application
This form is needed to change your status to Pre-candidacy to In-candidacy. You will need to fill out the highlighted areas and submit to the Graduate Affairs Office with the Appointment of the Doctoral Committee for the Degree of Doctor of Philosophy Form.

Step 3 – Once you have turned in the above forms and you await for your committee approval, you can start scheduling your "Senate" Exam. You can reserve PFBH Room 126, 226, 291, 326, 391, or 426 by completing the reservation request form located at http://www-bioeng.ucsd.edu/events/calendar/cal_res.shtml . 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.

Step 4 – Your committee should be approved before you take the "Senate" Exam. If one week before the exam you have not received in your mailbox your committee approval, please contact the Graduate Affairs Office.

Step 5 – 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 you academic file ready and will provide the file to your faculty advisor one day before the exam. 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 OGSR. Before the report form is submitted to OGSR, you will need to pay a candidacy fee at the Cashiers Office.

Step 6 – You will receive an official notice from the Dean of Graduate Studies of your successful advancement – Congratulations you are In-candidacy!