ADMINISTRATIVE PROCEDURE

Canceling or Recessing the Doctoral Preliminary and/or Master's or Doctoral Final Oral Examination

Cancellation of a Doctoral Preliminary or Final Oral Examination

If the preliminary or final oral examination cannot be held on the scheduled date, Graduate Student Services and Progress must be notified by email to gssp@umn.edu of the cancellation. The Preliminary or Final Oral Examination Report Form must be returned to Graduate Student Services and Progress (GSSP) . The student must reschedule the examination online with GSSP at least one week in advance of the rescheduled exam date. A new Preliminary or Final Oral Examination Report Form will be issued.

Recess of a Doctoral Preliminary or Final Oral Examination

On rare occasions, the examining committee may conclude that the preliminary or final oral examination should be recessed and reconvened at a later date. Guidelines for such circumstances are sent to the chair of each examining committee along with the Preliminary or Final Oral Examination Report Form. They are also available as an appendix to the related policies listed above.

In the case of a preliminary oral examination, if the committee recesses without having determined whether a student has passed the examination, the chair of the committee must send a letter to the vice provost and dean of graduate education explaining the reasons for the recess and must indicate when they expect to reconvene and resume the examination. If the recess will be longer than one week, the Preliminary Oral Examination Report Form must be returned to GSSP. The student must reschedule the examination online with GSSP at least one week in advance of the rescheduled exam date. The reconvened committee must be composed of the same members as the original preliminary oral examining committee.

In the case of a final oral examination, GSSP need not be notified until after the fact of informal recesses of up to a week. In the case of a longer recess, the committee must inform the student in writing of the reasons for recessing the examination, including any deficiencies noted in the student's dissertation or defense, and must indicate when they expect to reconvene and resume the examination. A copy of this letter must be sent to GSSP along with the unsigned Final Oral Examination Report Form.

When the student and the committee are ready to reconvene the examination, it should be scheduled with  GSSP. The reconvened committee must be composed of the same members as the original preliminary or final oral examining committee.

Recess of a Master's Final Oral Examination

On rare occasions, the examining committee may conclude that the master’s final oral examination should be recessed, to be reconvened at a later date. Guidelines and procedures for recessing the master’s final oral examination are determined by the program. The reconvened committee must be composed of the same members as the original final oral examining committee.

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