Graduate Student Milestones and Guidelines

1. Initiating the Defense

To begin the defense process, submit the following to your GPSA in a single email no later than the deadline listed on the academic calendar:

• M.S. Thesis Defense Petition Form
  Complete the form with your details and list all committee members. Submit it to your GPSA no later than the “last day to submit M.S. thesis defense petition” listed in the academic calendar. The GPSA will circulate the form for signatures. The form is available on the Registrar’s Office website under Resources.
• Abstract of Your Thesis
• Your Transcript

2. Submitting to Committee

Submit your thesis to all committee members at least three weeks before the scheduled defense date. Late submissions may result in rescheduling your defense.

3. After the Defense

• M.S. Thesis Defense Result Form
  Complete the information section and enter the names of all the committee members on the MS thesis defense result form and share it with your GPSA (they will circulate it for signatures) by whichever comes first between two options: 3 days from your defense date or “last day to submit MS defense result” (see academic calendar). The form is on the Registrar’s Office website under resources.
• Turnitin Report and Advisor Approval
  Submit your Turnitin report to your advisor. using this online form. This is needed to start archiving processing for your thesis.
• ORCID Registration
  Create your ORCID iD at orcid.kaust.edu.sa.
• Final Thesis Archiving
  Submit your thesis to the KAUST Repository within 30 days of your defense or by the final archiving deadline, whichever comes first.

For more details, refer to the step-by-step user guide or contact your GPSA.

Committee Formation Guidelines

Master’s Thesis Committee

The MS thesis defense committee must include a minimum of three members and may have up to four members. The composition of the committee is outlined as follows: 

Notes

• The committee must be approved by the Dean.
• Members 1-3 are mandatory, while member 4 is optional. 
• The student’s advisor serves as the chair of the committee. If the advisor holds a primary affiliation within the student’s program, then they act as member 1. If the advisor has a secondary or one-time affiliation within the student’s program, then they act as member 3.
• The student’s co-advisor may serve as member 4.
• Professors of Practice and Research Professors may serve as members 1-4, depending on their affiliation and whether they are the student’s advisor or co-advisor.
• Adjunct Professors and Professors Emeriti may continue serving on committees in the roles they had at the time of their departure but are not permitted to serve on new committees.
• Visiting Professors may only serve as member 4.
• Once approved, any changes to the committee require the approval of both the student's advisor and the Dean.

Ph.D. Dissertation Defense Process

Please consult your Graduate Program Student Affairs (GPSA) if any part of the process is unclear. Be sure to check the academic calendar on the Registrar’s Office website for key deadlines, including:

• Last day to submit Ph.D. defense petition
• Last day to submit Ph.D. defense result
• Last day to archive Ph.D. dissertation

1. Initiate the Process

• If you are ready to defebd your Ph.D, submit the online form no later than the deadline listed in the academic calendar.
• Once your petition is approved, you must share your dissertation with the internal committee members as early as possible.
• Do not proceed with the defense until your advisor confirms:
  • They have received the external examiner’s evaluation report, and
  • They have reviewed and approved the final version of your dissertation.

No dissertation will be accepted without your advisor’s confirmation that it is ready for submission to the dean and the external examiner.

2. Share with Committee

At least two weeks before the scheduled defense date, complete the following:

At least two weeks before the scheduled defense date, complete the following:

• Submit any updates to your dissertation (if changes were made after your petition). Revised versions must be shared with the internal committee and clearly highlighted.
• Send defense details to cemse@kaust.edu.sa for announcement. Include:
  • Thesis title
  • Abstract
  • Brief biography
  • Date and time of the defense
  • Location (e.g., Building 1, Level 1, Room 1111)
  • Name of your academic advisor
  • A high-resolution photo Minimum size: 1920×1080 (preferred: 3840×2160). If your CEMSE faculty/student profile already has a suitable image, no new photo is needed. If not, please schedule a photo session by emailing cemse@kaust.edu.sa.

3. Complete Post-Defense Steps

• Ph.D. Defense Result Form
  Complete the form with your details and list of committee members. Submit it to your GPSA for signature circulation within three calendar days of your defense or by the official deadline—whichever comes first. The form is available on the Registrar’s Office website under Resources.
• Final Approval
  After sending your Turnitin report to your advisor, initiate their approval using the online form. This step is required before archiving.
• ORCID Registration
  Create your ORCID iD at orcid.kaust.edu.sa.
• Submit to KAUST Repository
  Upload your dissertation to the KAUST Repository within 30 days of your defense or by the academic calendar’s archiving deadline—whichever comes first.