GRADUATING

UNIVERSITY RESOURCES

• Some Registrar-related requirements are detailed on their Graduation webpage.

• The archived Academic Catalog of your matriculation year contains the Graduate Degree Requirements, Master’s & MFA Degree Requirements, and PhD Degree Requirements applicable to YOU (not the current year's Catalog!).

• Some Graduate Studies Office requirements are detailed in the Thesis Guidelines Spring 2015 document on their Student Resources webpage (but contains some obsolete information!).

• The process for electronic submission of your dissertation/thesis to the Library Archives is detailed in the Graduate Studies Office's Instructions for Submitting Electronic Thesis document on their Student Resources webpage (which supersedes the submission deadline, and the printing and library binding process).

• The Microsoft Word Thesis Template and Dissertation Template are on the Graduate Studies Office's Student Resources webpage.

  • • An updated, UNTESTED dissertation Word template is here (clicking this link will directly download the .docx file). Feel free to test it out, at your own risk!!! The Table of Contents, List of Figures, List of Tables, figure numbers, table numbers, and References all auto-update; the Styles are all correct, and Sections are inserted properly. DOWNLOAD THIS .DOCX FILE TO YOUR HARD DRIVE AND ONLY EVER OPEN IT IN MICROSOFT WORD; never preview/convert it in Google Docs which would corrupt the formatting!

    • A LaTeX template and classfile is available here and here (you can also email The Grad Studies Office to request them). The template .tex file includes examples of the various commands and definitions needed for this classfile set in the preamble -- if you miss any, LaTeX will print a warning. Copy your thesis text after the \begin{document} in the .tex file. The classfile produces documents for Master's, Honors, and undergraduate theses as well as PhD dissertations. It also handles the signature page when people have dual roles (e.g., being the department chair and a committee member). If you have any questions, need something changed, or if the output format is not quite right, contact Prof. O'Rielly in the physics department (grant.orielly@umassd.edu).

• Links to recent theses and dissertations, categorized by department, is posted on this Library News blog.

  • • Theses and dissertations of UMassD alumnae can be found on the Library Archives webpage.

    • Millions of theses and dissertations can be accessed from ProQuest Dissertations & Theses Global!

CRITICAL DATES

There are 3 official degree conferral dates per year: January 31, May 31, and August 31 (see the Registrar's Graduation webpage for details). We recommend finishing the first draft of your dissertation/thesis 7 weeks before your desired graduation date, as follows:

The term "graduating" is defined herein as the day you obtain the last committee member signature on the Signatory Page of your thesis/dissertation. Ideally, your oral defense is 2 weeks before your "graduation" date, which allows time for final revisions, review, and approval by your committee members. Also, after your "graduation" date of obtaining all committee member signatures (and if the timing is right, participating in the mid-May Commencement ceremony!), you have 2 additional weeks to finish all remaining administrative steps to get your degree (aka your degree conferral date).

TIMELINE OVERVIEW

Below is an overview of the graduation steps. See the complete details of each step in the subsequent sections.

1. BEFORE YOUR FINAL SEMESTER: Talk with your advisor, committee, program director or department chairperson, the Graduate Studies Office, and the Registrar

2. BEFORE WRITING: Read all guidelines; get thesis/dissertation info; start writing your thesis/dissertation

3. BEGINNING OF YOUR FINAL SEMESTER: Update your graduation info in COIN; take the graduation survey and apply to graduate; pay the Graduation Fee; think about how to get health insurance after graduation

4. BEFORE DEFENDING: Submit the Final Draft to your advisor and the Grad Studies Office; schedule and advertise the defense; submit the Draft for Formal Submission to your committee; create and practice a slide presentation; incorporate the Grad Studies Office edits; make and print a blank Signatory Page on rag paper

5. ASAP AFTER DEFENDING: Make edits and submit the Draft for Formal Submission to your advisor and committee for their signatures; participate in the May Commencement ceremony!

6. ASAP AFTER GRADUATING: Submit the Master Copy to your department for their signature and to submit a Certification for Degree form; get your "IP" research grade finalized; submit the Master Copy to your college/school dean for their signature; submit the Master Copy and Signatory Page to the Grad Studies Office for final approval; send the Official Copy and signed distribution form to the Grad Studies Office; print Official Copies as needed

7. END OF YOUR FINAL SEMESTER: Pay all university bills; return all borrowed university equipment; clear any COIN holds; complete student loan exit counseling

8. AFTER YOUR FINAL SEMESTER: Withdraw your mandatory retirement contributions

1. BEFORE FINAL SEMESTER

MOST IMPORTANT: Before your last semester, meet with your advisor to discuss your transcript, courses taken, and all other degree requirements to be SURE that you are eligible to graduate! This is especially critical for programs that don't have clear curricula in the Academic Catalog.

VERY IMPORTANT: Also before your last semester, speak with each committee member, your program director (or department chairperson), the Graduate Studies Office, AND the Registrar to be sure that you meet their requirements for graduating, since they will decide if you can graduate or not! This is especially critical for programs that don't have clear curricula in the Academic Catalog.

2. BEFORE WRITING

Before you begin writing your thesis/dissertation, email the Graduate Studies Office and ask them for their Formatting presentation (which isn't on their website). The 2019 version is also here. After you obtain it, review it thoroughly.

Also before you begin writing, review the University Resources listed in the above section, especially the "Thesis Guidelines" and the "Instructions for Submitting Electronic Thesis" documents.

Also before you begin writing, ask your Graduate Program Director what line spacing the program requires (single-, 1.5-, or double-spaced). Also ask them for the complete, correct title of your graduate program. Also ask if your program requires a printed copy of the final thesis/dissertation, an electronic version, or none.

Also before you begin writing, ask your advisor if they have a preferred reference citation style, reference software, and any other preferences for theses/dissertations.

To begin writing, use the Thesis or Dissertation Word or LaTeX Template from the Grad Studies Office to draft your thesis/dissertation 1 chapter at a time. After you finish writing the first chapter, send it to your advisor for review. While you are waiting for comments back on that chapter, begin writing the next chapter, and so on.

3. BEGINNING OF FINAL SEMESTER

At the beginning of your final semester, log into COIN --> My Advising Center --> Academic Summary and verify that your Expected Graduation semester is correct. If not, contact the Registrar asap!

Also at the beginning of your final semester, log into COIN --> Academics --> My Academics, and in the Graduation drop-down menu click Apply For Graduation. Then click the Apply for Graduation button, and click the UMDAR Graduation Survey link to take the survey. Note that it is long, and will take about 20? minutes to complete.

Also at the beginning of your final semester, after you have submitted the UMDAR Graduation Survey, log into COIN --> Academics --> My Academics, and in the Graduation drop-down menu click Apply For Graduation. Then click the Apply For Graduation button, verify that the information is correct, and click Submit Application.

Also at the beginning of your final semester, after you have submitted your Application to Graduate, log into COIN --> Academics --> My Academics, and in the Graduation drop-down menu click View My Graduation Status. Edit your Diploma/Certificate name and address as desired.

Also at the beginning of your final semester, after the $195 Graduation Fee has been charged to your student account, pay that fee.

Also around the beginning of your final semester, start thinking about how you will get health insurance coverage after you graduate. See Question #18 in this section of our Unofficial Guide to Health Insurance for more info.

4. BEFORE DEFENDING

Start the below process 7 weeks before the date that you want to "graduate" (i.e., 9 weeks before your desired degree conferral date). For the mid-May graduation ceremony (May 31 degree conferral date) begin the following process in late March, or for an August 31 degree conferral date begin the below in late June, or for a January 31 degree conferral date begin the below in mid-November (includes an extra 2 weeks for holidays).

7 WEEKS BEFORE YOU PLAN TO GRADUATE:

• About 7 weeks before you plan to graduate, email the entire Final Draft to your advisor for a final, full review. After getting comments back, make any changes required and then re-send it. Repeat as necessary.

• Also 7 weeks before you plan to graduate, email a pdf of the Final Draft to the Graduate Studies Office for review. NOTE that their review usually takes 2-3 weeks; this submission will save time later, when you submit the draft Master Copy (after your defense).

6 WEEKS BEFORE YOU PLAN TO GRADUATE:

• About 6 weeks before you plan to graduate, start coordinating a defense date, time, and location with all committee members for 4 weeks in the future, then send a calendar invite to your committee (or make sure they have added it to their calendar!!). Ask your advisor to reserve the room.

• Also 6 weeks before you plan to graduate, tell your committee to expect the draft in about 1 week.

• Also 6 weeks before you plan to graduate, prepare the draft defense Public Announcement and send it to your advisor for review. After getting comments back, make any changes required and then re-send it. Repeat as necessary.

5 WEEKS BEFORE YOU PLAN TO GRADUATE:

• IMPORTANT: 5 weeks before you plan to graduate (which should be 3 weeks before your scheduled defense date), as per the Grad Studies Office's Public Announcement webpage, send the defense info to your department administrator for an announcement to the community. Also ask them if the department or college requires a printed copy of the final thesis/dissertation, an electronic version, or none.

• No later than 5 weeks before you plan to graduate, and after your advisor has approved the draft, email it (now called the Draft for Formal Submission) to your committee.

• Also 5 weeks before plan to graduate, start preparing your slide presentation.

• Also 5 weeks before plan to graduate, schedule a time with your lab group to present your draft presentation no later than 1 week before your defense.

4 WEEKS BEFORE YOU PLAN TO GRADUATE:

• No later than 4 weeks before you plan to graduate (which should be 2 weeks before your defense), email your draft slide presentation to your advisor for review. After getting comments back, make any changes required and re-send it. Repeat as necessary.

• Also 4 weeks before you plan to graduate, prepare a draft Signatory Page and email it to your committee members to verify that their information is correct.

• Also about 2 weeks before you plan to graduate, obtain at least 1 page of rag paper: white 8 1/2" x 11" letter-size paper with at least 25% cotton content (including a "rag" watermark!) and of at least 20-pound weight. Do not use paper that has marginal rulings in light-colored ink.

• Also about 4 weeks before you plan to graduate, you should receive comments back from the Grad Studies Office. Incorporate their changes, BUT don't send the draft back to them yet.

3 WEEKS BEFORE YOU PLAN TO GRADUATE:

• No later than 3 weeks before you plan to graduate (which should be 1 week before your defense), and after your advisor has approved the draft slide presentation, practice it aloud to yourself several times. Then present the slides to your lab group for practice and comments. Make any changes suggested by your peers.

• Also 3 weeks before you plan to graduate, email a pdf of the draft Signatory Page to the Grad Studies Office for approval of the formatting, and then print at least 1 copy on the rag paper (only 1 copy is needed, but if coffee gets spilled on it...).

2 WEEKS BEFORE YOU PLAN TO GRADUATE:

• Defend successfully!  :)  Note that when you pass your defense, your committee will still likely require revisions to your written thesis/dissertation.

5. ASAP AFTER DEFENDING

Start the below process 2 weeks before the date that you want to "graduate" (i.e., 4 weeks before your desired degree conferral date). For the mid-May graduation ceremony (May 31 degree conferral date) you should begin the following process in late April, or for an August 31 degree conferral begin the below in late July, or for a January 31 degree conferral begin the below in mid-December (includes some extra time for holidays).

1. As soon as possible after your successful defense, make any changes required by your committee.

2. After you have made all required changes, submit the revised Draft for Formal Submission to your advisor for approval.

3. After your advisor has approved the revised Draft for Formal Submission, submit it to your committee for approval.

4. After all committee members have approved the revised draft, ask your advisor and then each committee member to sign your Signatory Page in dark blue or black ink.

***CONGRATULATIONS, you've just "GRADUATED!"***

5. If all committee member signatures are obtained as per the previous step by Commencement Day (usually in mid-May), you can now walk in the Spring graduation ceremony!

• Note: If you attended the Spring Commencement Ceremony in mid-May, ALL of the below steps must ALSO be completed by May 31st!

6. ASAP AFTER GRADUATING

Start the below process 2 weeks before your desired degree conferral date. For the mid-May graduation ceremony (May 31 degree conferral) you should begin the following process in mid-May, or for an August 31 degree conferral begin the below in mid-August, or for a January 31 degree conferral begin the below in mid-January (includes some extra time for holidays).

1. As soon as possible after you "graduate," print your thesis/dissertation on regular (cheap) paper, then submit this draft (now called the Master Copy) to your program director (or, if your program is entirely within a single department, your department chairperson) for approval. Make any corrections needed, and then resubmit the draft. After your program director (or department chairperson) approves the draft, ask them to sign the Signatory Page in dark blue or black ink.

2. After your Signatory Page has been signed by the department chairperson, ask your advisor to change your research course "IP" grade to a permanent grade.

3. Also after your Signatory Page has been signed by the department chairperson, ask your department administrator to submit a Certification for Degree form for you.

4. Submit the draft Master Copy to the dean of your college for approval. Make any corrections needed, and then resubmit the draft. After the dean approves the draft, ask them to sign the Signatory Page in dark blue or black ink.

5. After the dean of your college has signed your Signatory Page indicating that your Master Copy is approved, hand-deliver the Signatory Page to the Grad Studies Office.

6. After you have delivered the Signatory Page to the Grad Studies Office and made all of the edits required from their first review and all signatories, email a pdf of the Master Copy to the Grad Studies Office for a second review. (Hopefully this second review is quick.)

7. If any more corrections are required by the Grad Studies Office, make those corrections and then resubmit the draft.

8. After the Master Copy has been approved by the Grad Studies Office, they will email you a Non-Exclusive Distribution Rights form. Sign that form.

9. Email the Grad Studies Office and attach the entire thesis/dissertation including the blank Signatory Page (now called the Official Copy) as a pdf file, your ORCID number, and the signed Non-Exclusive Distribution Rights form. Note that changes are not allowed after this step.

10. If a printed thesis/dissertation is required by your department, program, or college, order a bound Official Copy printed on rag paper (including the color copy of the completed Signatory Page, not the blank Signatory Page!) through a service such as ProQuest's Dissertation Print Copy. Have the order shipped directly to your department's mailing address, or ship it to your home address and then give the bound copy to your department/college. (You can also order bound copies for yourself, your advisor, etc.)

***CONGRATULATIONS, you just got your degree!!!"***

7. END OF FINAL SEMESTER

• At the end of your final semester, pay your entire university bill, parking violations, emergency loans, etc.

• Also at the end of your final semester, return all borrowed library books, borrowed electronic equipment, borrowed sports equipment, borrowed keys, and/or borrowed locker padlocks.

• Also at the end of your final semester, check your COIN account for holds.

• Also at the end of your final semester, complete your loan exit counseling as required by the Financial Aid and/or Bursar’s Office (such as https://studentaid.gov/exit-counseling).

8. AFTER FINAL SEMESTER

Pro tip! After you graduate, MAKE SURE to collect the OBRA mandatory retirement contributions that you've been paying into every summer of your employment! Log into your MA SMART Plan account here to request a withdrawal: https://mass-smart.empower-retirement.com/participant/#/login?accu=Massachusetts

Note that you can only receive the contributions to a US-based bank or mailing address, so withdraw all funds before you leave the country!

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