Start-of-Semester Defense Exception
The exam scheduling flowchart shows the path and timeline for scheduling a final exam under the start of Semester Defense Exception. Step Zero, the submission of the Start of Semester Defense Exception request, must be completed at least one week before the exam requests by students who wish to defend within the first five weeks of the fall or spring semesters on in summer. Once the SSDE request is submitted, the Graduate School reviews the request and adds 1 credit of enrollment and notifies the student with a link to the exam scheduling. The student then must submit the exam request at least two weeks before the intended exam date, and they must have an approved Plan of Study on file. The exam request populates committee members from the Plan of Study. After the request is submitted, an automated email notice is sent to all committee members requesting their approval. A notification is also sent to the GPD and GC with no action required. All committee members must approve the exam request before the Graduate School's review. The Graduate School reviews the request and checks different details depending on whether the request is for a prelim or a final exam. For preliminary exams, the plan of study is checked, along with the GPA that must be 3.0 or better; registration in the term, and no academic holds. For a final exam, plan of study, 3.0 GPA or better, registration, application for degree, academic holds and exam history are checked. Any necessary corrections are managed by email to the student and/or department. If all is in order, the Graduate School approves the request, and the student may take the exam on the scheduled date. After the exam, the chair enters the exam results within two business days, which also generates automated notices to committee members. All committee members must verify their vote of approval or disapproval in the exam request system. After everyone registers their vote, the Graduate School finalizes the exam results, indicating "completed" in the approval system.
This exception allows students to enroll in a special one-credit status for their final semester, only to defend their thesis or dissertation at the beginning of the semester.
To qualify for this exception and the subsequent reduced tuition, you must:
- Have been enrolled in at least three credits for the previous semester.
- Have completed all degree requirements except for the final exam.
- Submit a final thesis or dissertation to your committee during the first three weeks of the semester. Your committee must read it and agree by the Friday of the third week of classes that it’s ready for you to defend.
- Submit a Start of Semester Defense Exception Request form by the Friday of the third week of classes or no later than three weeks prior to your exam, whichever comes first.
- Submit your ETD within two weeks of your exam date.
If approved, the Graduate School will add the 1-credit SSDE enrollment for the semester and email you with a link to the exam scheduling system.
International students using this exception in Spring or Fall must defend by the end of the fifth week of the semester and submit an ETD no more than two weeks after their exam to maintain their F-1/J-1 immigration status. They must also request a reduced course load based on final-semester enrollment (managed by the Cranwell International Center through the IntlHokies portal) to get approval for less than full time enrollment status.
2025-2026 Commencement Deadlines for Start-of-Semester Defense (SSDE)
| Term | Submit Form | Apply for Degree in HokieSPA | Submit Final Exam Request | Final Exam | Submit ETD |
|---|---|---|---|---|---|
| Summer 2025 | By July 19, or no later than 3 weeks before exam | When you file for SSDE | At least 2 weeks before final exam | No later than August 15, the last possible summer defense date | Up to 2 weeks after exam |
| Fall 2025 | By Sept. 12 (two weeks into the semester), or no later than 3 weeks prior to your exam, whichever comes first | When you file for SSDE | At least 2 weeks before final exam | Within the first 5 weeks of the semester; no later than Sept. 26 | Up to 2 weeks after exam |
| Spring 2026 | By Feb. 6 (two weeks into the semester), or no later than 3 weeks prior to your exam, whichever comes first | When you file for SSDE | At least 2 weeks before final exam | Within the first 5 weeks of the semester; no later than Feb. 27 | Up to 2 weeks after exam |
Follow Virginia Tech
Graduate School
Link to the Disrupting Academic Bullying pages on the Ombuds site
