PhD Qualifying Examination
In preparation for scheduling their Astronomy PhD Qualifying Examination, in the year prior, students should familiarize themselves with the exam’s Expectations and Procedures.
Early Deadlines
- Once the committee members have been identified, the student should submit the PhD Oral Qualifying Examination Committee Membership form for department approval.
- A tentative exam date and time should be known at that time.
Room Reservation
>>> *NEW PROCEDURE, starting May 2024; applies to new requests after 5/28/24*
- If approved, upon receiving confirmation of approval from the Department Chair, the student should submit the Schedule of PhD Oral Qualifying Examination form
- This should be as soon as the Oral Qualifying Exam Committee Membership form is approved and the exam date and time set.
- Typically a PhD Oral Qualifying Exam is held in one of the larger Astronomy proprietary rooms. To check room availability in Outlook for either proprietary room (Rm 500 or 502), use the following instructions:
- Add a Shared Calendar to your list of viewable Outlook calendars
- Check the relevant day and time block for your exam in each calendar for availability. Note that exams are typically a 3-hour block.
- If neither room is available, please note this in the form as “TBD”, and the Department Administrator will assist with coordinating your exam room.
- The Department Administrator will manage the room reservation for the exam (i.e. resolve any conflicts (if applicable), and put in and finalize the room reservation, either in an Astronomy room or other), and confirm with you regarding the scheduling request via returning a completed copy of the Schedule Form back to you.
- Students do not need to submit exam room requests themselves via Outlook or 25Live; the steps outlined here help streamline the process.
to officially schedule the exam with the department, typically in one of the department’s proprietary spaces.
Department Announcement
- Approximately three weeks prior to your scheduled exam date, the Department Administrator will reach out to the student for exam announcement details which will be included in an internal email to the department, announcing the exam. The student should plan to re-confirm their exam date and time and committee members, in the event any details have changed in the intervening time, as well as note which committee member is serving as committee chair. In addition, the abstract title and text are included for the public talk portion of the exam.
- The student should plan to have these details ready for the Department Administrator, by three weeks prior to their exam date.
- The Department Administrator will confirm with you regarding the announcement, before it is sent out.
Qualifying Exam Forms
- The Department Administrator will coordinate with the Committee Chair regarding the official exam form and supplementary documentation, which are completed by the student’s advisor, the Director of Graduate Studies, and the Department Chair, in conjunction with the Department Administrator, to record the results of the examination with the Graduate School.
