GSO Announcements to Graduate Students
This page contains emails, announcements, and other correspondence for Graduate Students from the Graduate Studies Office.
PHD DISSERTATION REVIEW PROCESS
This is an outline of the mandatory three-stage review process required for the final submission and successful completion of your dissertation. It details the timeline, materials, registration steps, and required forms for the First Review Workshop, and the Second and Third Review. Adherence to these requirements and deadlines is essential for timely graduation.
1. First Review: Synchronous in-Person Workshop
This is a required in-person workshop and a prerequisite for the Second Review.
The dates and times for the Spring 2026 semester are:
- Tuesday 02/03 from 9:30 to 12:45
- Thursday 2/12 from 12:30 to 3:45
- Wednesday 2/18 from 9:30 to 12:45
- Monday 2/23 from 12:30 to 3:45
| Requirements | Details |
| Prerequisite | You must be registered for 790A. |
| Timeline | Attend the semester after you defend your proposal. |
| How to Register | Sign up for one of the workshops offered by GSO at the beginning of each semester. |
| Materials | At least one chapter of your dissertation draft, including the front matter, formatted using the LaTeX or Word templates. |
2. Second Review: Asynchronous Written Feedback
The Second Review covers the entire dissertation document (the same one you send to your committee). Dr. Ziavras will review your draft and email comments. If the document requires significant real-time discussion to achieve clarity and finalize revisions, Dr. Ziavras or his delegate will request a synchronous meeting.
2A. Timeline and scheduling
| Completion Deadline | Date Anchor |
| General Rule | At least 3 weeks before your defense date. |
| Fall Completion | By October/Early November |
| Spring Completion | By March/Early April |
| Summer Completion | By June |
| Requirements |
| How to Register: Request an appointment using the GSO appointment form. Note: Requested date and time might not be available. Scheduling may take up to two weeks. |
2B. Materials and submission
| Action | Material | Deadline |
| Submit Embargo Form | Email the Embargo Form to gso@njit.edu and upload it into PQ | At least two weeks before you request second review |
| Prepare Submission | Gather and finalize: a. The entire dissertation draft (front matter + text+ references) b. The Self-Assessment Sheet | 4 business days before your appointment. |
| Email Submission | Email the prepared materials to Dr. Ziavras and CC: gso@njit.edu | 4 business days before your appointment. |
2C. Forms and actions after Second Review and before the defense
| Action Item | Details | Deadline |
| Complete the Survey of Earned Doctorates | Upload the certificate to PQ section #2. | Shortly after 2nd review |
| Biographical Sketch | Name your Bio Sketch Bio-GSO_fname lname and email it to gso@njit.edu. Note: The GSO version must include your date of birth, place of birth, and a brief personal biography after your publications. | Shortly after 2nd review |
| Submit the Defense Announcement | Submit here and forward the link to your department admin for distribution. | 3 weeks before the defense date |
| Prepare HARD COPY of Approval Page | Give it to your Advisor at the beginning of the defense. Your advisor will collect the signatures from your committee and return it to you. | Defense day |
2D. Forms and actions after the defense and before third review
| Action Item | Details | Deadline |
Scan and Send the | If all committee members are in-person, your advisor collects all signatures and gives you the form; you then scan, send to GSO, and upload it to PQ.
Note: A majority of the committee members must participate in person on the NJIT campus. | Right after successfully defending |
| Initiate the Final Defense Report | Final defense Report Form Once the form is signed by all committee members upload it to PQ. | Right after successfully defending |
3. Third Review: Synchronous in Zoom
The Third Review is a formatting check that happens after your defense.
| Requirements | Details |
| Prerequisite | Complete the implementation of all document revisions, including formatting corrections from the second review and all directives from the committee. |
| Timeline | After your defense, BEFORE the university's official semester graduation deadline (check the GSO website for the exact date). |
| How to Register | Schedule using the GSO online appointment form. |
| Materials and Submission | Email to your 3rd reviewer the entire dissertation document updated with all committee members' feedback. CC the GSO. |
| Forms to Submit | After receiving this 3rd round of feedback, email the finalized version of your dissertation to GSO. The GSO will do a final check and email you back confirming the doc is ready for submission. You will then upload the final, corrected document to PQ. |
MS THESIS REVIEW PROCESS
This is an outline of the mandatory three-stage review process required for the final submission and successful completion of your thesis. It details the timeline, materials, appointment steps, and required forms for the First, Second and Third Review. Adherence to these requirements and deadlines is essential for timely graduation.
1. First Review: Asynchronous Written Feedback
There is a required First Review, and is a prerequisite for the Second Review.
| Requirements | Details |
| Prerequisite | 1) You must be registered for 701B. 2) Students should check to confirm prior degree(s) and correct dates appear. |
| Timeline | Make the appointment the semester before your defense. |
| How to Register | Make a 1st Review appointment with David Tress using the GSO appointment request form. |
| Materials | At least one chapter of your dissertation draft, including the front matter, formatted using the LaTeX or Word templates. |
2. Second Review: Asynchronous Written Feedback
The Second Review covers the entire thesis document (the same one you send to your committee). Ms. Angela Retino will review your draft and email comments. If the document requires significant real-time discussion to achieve clarity and finalize revisions, Ms. Retino or a delegate will request a synchronous meeting.
2A. Timeline and scheduling
| Completion Deadline | Date Anchor |
| General Rule | At least 2-3 weeks before your defense date. |
| Fall Completion | By October/Early November |
| Spring Completion | By March/Early April |
| Summer Completion | By June |
| Requirements |
| How to Register: Request an appointment using the GSO appointment form. Note: Requested date and time might not be available. Scheduling may take up to two weeks. |
2B. Materials and submission
| Action | Material | Deadline |
| Submit Embargo Form | Email the Embargo Form to gso@njit.edu | At least two weeks before you request second review |
| Prepare Submission | Gather and finalize: a. The entire thesis draft (front matter + text+ references) b. The Self-Assessment Sheet | 2 business days before your appointment. |
| Email Submission | Email the prepared materials to aretino@njit.edu | 2 business days before your appointment. |
2C. Forms and actions after Second Review and before the defense
| Action Item | Details | Deadline |
| Submit the Defense Announcement | Submit here and, once the announcement is approved, forward the link to your department admin for distribution. | 2-3 weeks before the defense date |
| Prepare HARD COPY of Approval Page | Give it to your Advisor at the beginning of the defense. Your advisor will collect the signatures from your committee and return it to you. | Defense day |
2D. Forms and actions after the defense and before third review
| Action Item | Details | Deadline |
Scan and Send the | If all committee members are in-person, your advisor collects all signatures and gives you the form; you then scan and send to GSO.
Note: A majority of the committee members must participate in person on the NJIT campus. | Right after successfully defending |
| Initiate the Final Defense Report | Final defense Report Form | Right after successfully defending |
3. Third Review: Asynchronous via email
The Third Review is a formatting check that happens after your defense.
| Requirements | Details |
| Prerequisite | Must have successfully defended the thesis publicly with entire committee present, and must have completed two prior format reviews. |
| Timeline | After your defense, BEFORE the university's official semester graduation deadline (check the GSO website for the exact date). |
| How to Register | Schedule using the GSO online appointment form. |
| Materials and Submission | Email to David Tress the entire thesis document updated with all committee members' feedback. CC the GSO. |
| Forms to Submit | Email PDF of the final document to GSO@njit.edu |
Appeal for Students Subject to Academic Dismissal
Only for students who receive communication from the Office of the Registrar
Completion Letter Information
Confirmation letters are available by request for doctoral candidates upon completion of all requirements. If you need a letter, please send the request by e-mail to gso@njit.edu. Be sure to include your NJIT ID# and program (e.g., 21212123; Chemistry).
Commencement Letter
For more information regarding the May commencement, please visit https://commencement.njit.edu/ after Spring Break.
Domestic Graduate Student Orientation
The Domestic Graduate Student Orientation is typically held in late August or early September prior to the start of the Fall semester and late January prior to the Spring semester. This orientation aims to help incoming domestic graduate students get acclimated to graduate education at NJIT. There will be speeches from representatives of various departments at NJIT, both academic and administrative, with opportunities for Q&A. You may view the Graduate Student guidebook here.
Thesis and Dissertation Workshops
These workshops provide valuable information regarding the format of your Thesis and Dissertation document and the process of submitting final documents. Workshops are mandatory for all Master's Thesis and PhD students and are held once a semester. Students must attend at least one workshop prior to graduation but may attend more than one. Date, time and location will be posted and announced prior to the event.