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03 Apply for the Defense

The Steps for the Defense Application

1. Compose the Dissertation and Obtain Your Advisor’s Approval

Please refer to the regulations below and complete thesis in accordance with the format.

(1)  The color of the front & back cover :  封面封底顏色

(2) Thesis/Dissertation Format Regulations 

(3) Guidelines for Dealing with Plagiarism, Ghostwriting, and Cheating in Writing Master’s Theses or Doctoral Dissertations  

 

2. Run Dissertation Draft Through the Turnitin Plagiarism Check

(1) Turnitin Plagiarism Checker System    

 ** for ICE students & staff only**

** Please provide the following information email to ICE office Ms. Yen ( commaa@mail.nsysu.edu.tw ) to apply for the Turnitin account. **

Mail Subject : Turnitin Account (申請 Turnitin 帳號)

Student ID : XXXXXXXX

First name 名 : xxx

Last name(Surname) 姓 : xxx

E-mail Address : 

** If the student already has a Turnitin user profile, the system will be notified and enrolled in the class immediately. If they do not have a profile, the system will create one and send them an email notification with a temporary password. Your account must be activated within 24 hours of receiving the system mail.

 

2) Run through the Turnitin Plagiarism Checker system to obtain a report. According to NSYSU's regulation, the dissertation originality comparison index should not exceed 12% excluding introductions, references, catalogs, attachments, etc. If the report shows a plagiarism index higher than 12%, talk to your adviser about fixing the problems. 

** Students may need to revise the dissertation after the defense. If the score of the final version dissertation is higher than 12%, the advisor have to write the specific causes and sign it on the Turnitin report. Then, students can upload it to the library.

 

3. Confirm the Details for Your Defense Committee 

(1) Please refer to the following NSYSU's regulation about the eligibility of the Dissertation Defense Committee.

"The Ph.D. Degree Examination Committee is comprised of 5 to 9 members with at least 1 member invited from another university; the committee members are appointed by the University president with one member other than the supervising professor designated by the head of the department (institute) as the convener; the supervising professors may not make up more than 1/2 of the Examination Committee. Department (institutes) may not nominate the research student taking the degree examination's spouse, or relative by blood or marriage within three degrees as their supervising professor examination committee member."

(2) Discuss the potential Dissertation Defense Committee members with the adviser. Then, politely request an appointment with these potential committee members to see if they are available. Arrange a time that is convenient to all of the committee members.

(3) We suggest you book the meeting room as soon as you make sure of the schedule. Please note that the EE meeting room online reservation system is only available for two-week reservations. If you would like to book the room earlier than two weeks, please go to the EE office(6F) to register for the meeting room. If you would like to reserve the ICE's meeting room EC2002, please go to the ICE office(2F) and check the available time.

 

4. Defense Online Application System   

**Please make sure of the defense committee members’ attendance before the application.**

Before logging into the system, please have the following information ready. Then, log into the system with your SSO and complete the application.

  • The thesis topic (Chinese & English)
  • The thesis draft (soft copy)
  • Turnitin Report (PDF file. The defense application system accepts the page of the Turnitin results only. You should split the file before uploading. You can find the template below.)
  • The defense committee members (chinese name, title, affiliation)
  • The convenor of defense comittee (Confirm with your advisor who will be the convenor of your defense committee)
  • Should the thesis be made publicly accessible immediately or delayed for release? If choosing delayed release, please specify the duration of the delay (1 to 5 years).
  • * If choosing delayed release, please specify the duration of the delay (1 to 5 years) and the reasons (confidential data, patent application, restricted by regulation). We need to complete the items on the application.

 

5. Submit the Application

Submit the following documents to the ICE office at least two weeks before the scheduled defense date.

(1) Degree Examination Application Form

Upon completing the application on the Defense Online Application System, you can print a copy of the form. Sign your name on the applicant's field. Then, collect the advisor's signature on it. 

(2) Transcript (all academic years)

*(3) Course Selection Records (for students whose current semester course credits need to be counted in the graduation credits.)

The above application documents will be submitted to the academic affairs office. Once the ICE office get the approval, the ICE office will prepare the appointment letter for the defense committee members.

 

6. Prepare the documents to the defense committee

Before preparing documents, please check with your advisor about which data type the comittee prefer. Soft copy or hard copy? If the advisor would like to provide the hard copy, the physical copy must be delivered at least one week before the scheduled defense date by post. Don’t forget to acknowledge receipt of the post and make the final confirmation of the defense schedule. 

(1) The dissertation draft

(2) The Turnitin Report

(3) The defense timetable (prepared by each lab) 

*(4) Appointment Letter (Please collect it form the IMPTE office.)

*(5) NSYSU Campus map   

*(6) VIP Parking Permit (for the examiner who drive to NSYSU)   

Please fill out and submit a VIP Pass Application for the examiner who drives to NSYSU. The application shall be sent to the IMPTE office two weeks before the scheduled defense date.    

 

7. Preparation for the Defense Day

(1) Refreshments for the defense committee shall be prepared/paid by each laboratory. 

(2) Please arrive at the venue ahead of the start time and make sure that everything is all set up, including your laptop and projector.

New!! (3) Student must prepare the form for the defense committee (for delayed publication only)

**National Sun Yat-sen University Application for Embargo of Thesis/Dissertation (For National Central Library Use) * 1 copy 

( If "delayed publication" is selected, students must download this application form by themselves. Then, ask for all the defense committee members sign this document after the defense. ) ==> Download the form:   https://oaa.nsysu.edu.tw/p/406-1003-360361,r778.php?Lang=zh-tw 

(4) The ICE office will prepare the following materials for defense committee before the defense schedule date. Please reminder the advisor to collect them.

  • Validation Letter
  • Thesis Score Sheet
  • Thesis Committee Honorarium & Reimbursement Form (one copy for each member)
  • Thesis Publication Authorization Form * 2 copies (If "delayed publication" is selected, please attach supporting documentation, which will be reviewed and signed by the defense committee during the oral examination. If "immediate publication" is selected, this form only requires the advisor's signature.)

* 8. Apply for the Defense Again (for students who failed in the defense)

If a student fails the defense and has not yet completed the required period of study, they may retake the examination in the next semester or year. Retaking the examination is limited to one time. If the student fails the examination again after the first retake, they will be suspended from the University in accordance with the relevant regulations.

學位考試成績不及格而其修業年限尚未屆滿者，得於次學期或次學年舉行重考，重考以一次為限，經重考一次仍不及格者，依本校學則規定應令退學。

 

 

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