Proposal and Final Defense Process

Designation of Panel Members

1. The adviser sends the request for a call for panel membership to the Office of Graduate Studies (statgraduate.upd@up.edu.ph, cc: ebtorres3@up.edu.ph) with the following:

   1. Name and email address of the student

   2. Proposal manuscript

   3. Information on the confidentiality of the proposal

   4. List of three to five (3-5) suggested examiners, depending on the number of required panel members. At least two-thirds of the suggested panel members must be from the School of Statistics. Ideally, the adviser has informed the suggested examiners that they were included in the list of possible panel members.

2. The Office of Graduate Studies sends the call for panel members at most two (2) working days after the adviser sends the request. Faculty members will be given three (3) working days to signify their interest to be part of the panel.

3. The Director of Graduate Studies, possibly in consultation with the adviser, will form the panel, considering the suggested and interested examiners. 

4. The panel should be finalized around five (5) to seven (7) working days after the call for panel members.

Proposal Defense

Important Note: The proposal defense should be announced seven (7) calendar week prior to its schedule. 

1. The student and/or the adviser sets the schedule of the proposal defense in consultation with the panel.

2. The adviser sends the request for the proposal defense announcement to the Office of Graduate Studies (statgraduate.upd@up.edu.ph) with enough lead time (see next item). Please be guided by the following:

   1. Copy the Grad Office staff assigned to announce the defense (ebtorres3@up.edu.ph)

   2. Copy the reader to signify that the reader is endorsing the proposal for defense.

   3. Copy the student for information. The Grad Office also needs the current email address of the student.

   4. Include the schedule of the defense (i.e., time, venue or Zoom link)

   5. Attach a copy of the latest manuscript

3. The Office of Graduate Studies must post the proposal defense announcement at most two (2) working days after they receive the request.

4. The Office of Graduate Studies will send the materials for the defense to the panel members at least three (3) working days before the actual proposal defense.

5. The adviser must send the approval sheet with the result of the proposal defense within three (3) working days of the defense.

Note: If the capstone project is covered by MOA or NDA, the exam may divided into to two parts: (1) a public presentation and examination , (2) a closed door exam with just the panel members that covers the confidential part of the project.

Final Defense

Important Note: The final defense should be announced fourteen (14) calendar days prior to its schedule. 

1. The student and/or the adviser sends the manuscript to the panel for defense.

2. The panel, in particular the reader, checks the manuscript and endorses it for defense.

3. The student and/or the adviser sets the schedule of the proposal defense in consultation with the panel.

4. The adviser sends the request for the final defense announcement to the Office of Graduate Studies (statgraduate.upd@up.edu.ph) with enough lead time (see next item). Please be guided by the following:

   1. Copy the Grad Office staff assigned to announce the defense (ebtorres3@up.edu.ph)

   2. Copy the reader to signify that the reader is endorsing the manuscript for defense.

   3. Copy the student for information. The Grad Office also needs the current email address of the student.

   4. Include the schedule of the defense (i.e., time, venue or Zoom link)

   5. Attach a copy of the manuscript

5. The Office of Graduate Studies must post the defense announcement at most two (2) working days after they receive the request.

6. The Office of Graduate Studies will send the materials for the defense to the panel members at least three (3) working days before the actual defense.

7. The adviser must send the approval sheet with the result of the final defense within three (3) working days of the defense.

Note: If the capstone project is covered by MOA or NDA, the exam may be divided into two parts: (1) a public presentation and examination, (2) a closed-door exam with just the panel members that covers the confidential part of the project.