Memos memos memos…and forms
When are they needed?
Memos are needed for virtually everything that is submitted to the GPD and the Graduate School. Anything that is submitted to the GPD and Graduate School should be a memo written in a letter of correspondence format. The graduate program director will ultimately complete the memo to the Graduate School; however, what you submit to the GPD should be detailed, yet concise. This will make the GPD’s life a lot easier.
Additional Forms: Broken up by Degree
When in doubt check in the main office of Holdsworth Hall. If a form is cited to be from the graduate school and it cannot be found, call the school and ask what they specifically want on the submitted “form”. Often times these forms do not exist. Finally, it recommended that you sign all forms in black ink.
Committee members chosen and letter sent to Graduate School via GPD
This should be written as a letter of correspondence to the Graduate School. It should list the members of your committee and their respective departments and should denote if they have attained a PhD. It would be encouraged to have each member of your committee sign the document.
Submission of Thesis Outline
This submission should contain two documents: 1) A copy of the actual proposal and 2) a signed letter of correspondence to the Graduate School stating your intent to submit your thesis outline. You and your committee both should sign this document. See below for an example.
Dissertation Defense Form
This is one of the few forms provided by the department that you will need to fill out and submit to the Graduate School and the GPD. This form must be filled out before the oral exam/defense can be scheduled. The thesis and professional master’s degree have different forms.
Scheduling of Thesis Defense
Once the dissertation defense form has been submitted and confirmed by the Graduate School you may schedule your oral exam/defense. This would be submitted as a letter of correspondence: stating the date, location, and members of your committee to be present. It is common for this to be sent out to the department as well via email. This will be submitted to the GPD and Graduate School. It is always a good idea for you to have your committee sign the document as well.
Passing of Thesis Defense.
Once you have passed your oral exam / defense you may submit this letter of correspondence to the GPD and Graduate School stating your passing. It is recommended that the members of your committee sign the document before submission.
Submission of Thesis to Graduate School
This is culmination of your graduate studies. The Graduate school has a great website dedicated to this step. You can submit it electronically and or by dropping it off to the Graduate School itself. Don’t forget to go through the GPD before submitting it to the Graduate School. The department also provides a check list of what you should have completed before submitting your thesis (This can be found in the ECO Graduate Handbook).
Degree Eligibility Form
This is a (yellow) form submitted to the Graduate School via the GPD and Department Head. You should also show documentation of all action above.
You will see a lot of overlap in the forms that need to be submitted. You will find a list of the ones needed for the PhD program below. Any new forms not previously described will be elaborated. For additional information contact your GPD.
Passing of Prelim / Comprehensive Exam
Form D.2 in Graduate School Handbook
Dissertation Committee members chosen
Form D.3 in Graduate School Handbook
This should be forwarded to the Graduate School via the GPD
Dissertation outline approved
Form D.4 in Graduate School Handbook
This should be approved by your committee and forwarded to the Graduate School via the GPD
Scheduling of Dissertation Defense
This is also known as the Ph. D Dissertation Defense From. This can be found in the ECO Graduate Student Handbook.
Passing of Dissertation Defense
D.6 in Graduate Student Handbook
Dissertation revised and submitted to Graduate School
Form D.7 in Graduate School Handbook
Degree Eligibility Form
This is a (green) form submitted to the Graduate School via the GPD and Department Head. You should also show documentation of all action above.
Last updated July 27, 2010 by Jake Hewes