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Defense and Graduation Information

RESOURCES

A dissertation is required of every candidate for the Ph.D. degree. The form of the dissertation must conform to the procedures set forth in the booklet of Preparation and Submission Manual for Doctoral Dissertations and Master's Theses.

The Division of Graduate Education and Postdoctoral Affairs sets the dates by which a student must turn in a thesis each quarter, including filing between quarters (e.g., in summer or during the Fall/Winter or Winter/Spring breaks). These are posted on the Division of Graduate Education and Postdoctoral Affairs website. Commencement is once a year, and to be eligible to participate, you must have met the Summer degree deadline listed on the Division of Graduate Education and Postdoctoral Affairs website. Information concerning ordering cap and gown, as well as dates, location, etc. is on the Division of Graduate Education and Postdoctoral Affairs website 

The Quarter You Graduate

You must enroll in Chem 899 (Dissertation) at SDSU, the quarter you intend to graduate. Any support is via SDSU. Please contact that campus for more information.

Graduating between quarters (winter break, spring break, or summer)

Students graduating in between quarters will need to pay a filing fee ($188) in order to submit their thesis to the Graduate Division.

Filling Degree Process with Graduate Division

  1. Students can review the filing for degree process here, Preparing to Graduate, and here, Dissertation and Thesis Submission.
  2. Student submits “File for Doctoral/Master’s (Thesis) Degree” form, ideally by week 4 of the graduation term. 
  3. GEPA Academic Affairs reviews the student’s academic record and notifies the student of any necessary corrective action/s. At this point, the student may request an optional formatting pre-check (through the Kuali form). If a pre-check is requested, the student is notified via email once the dissertation/thesis is reviewed, feedback on formatting will be provided in the Kuali form.
  4. Student then follows the “Final Degree Checklist” in the Kuali “File for Degree” form, submitting the checklist when all items are complete. The GEPA advisor is notified that all final degree paperwork is submitted.
  5. GEPA reviews the student’s final degree paperwork. If there are any issues, the GEPA advisor contacts the student via email.
  6. Department Student Affairs routes the Final Degree Form, must be received by GEPA no later than the Friday of Finals Weeks of the graduation term.

The deadline to submit the Final Degree Checklist to GEPA is the 11th Friday of the quarter or early September for summer graduation (see general deadlines and the Registrar’s Enrollment and Registration Calendar for more information on deadlines and specific dates). If the deadline is missed the degree will be awarded in the next quarter. The degree conferral date is always the last day of the given quarter.

Four to Six Weeks Before Defense

If you need to update a previously approved committee, contact chem-gradadvising@ucsd.edu at least 2 weeks before the Defense. Include agreement confirmation of this change from the changing committee members and your Research Advisor.

Visit the Division of Graduate Education and Postdoctoral Affairs websitefor committee membership requirements and regulations.

Effective Fall 2022:

The default method for the doctoral and master’s committee to conduct graduate examinations (doctoral qualifying examination and final dissertation/thesis defense) is when the student and all members of the committee are physically present in the same room.
The Graduate Council recognizes, however, that practical exigencies do not always make this possible. Therefore, the Graduate Council will defer to the graduate programs (Department Chair or Program Director) to review requests for exceptions and to make decisions to allow remote participation. The graduate program must ensure that when an exam is approved to be held entirely remote or in a hybrid format (i.e., some members are physically present and some are remote) that the student has agreed to this format.
It is expected that there will be synchronous participation by all committee members in the scheduled exam. If an unavoidable situation arises that affects a committee member’s ability to participate synchronously, the committee chair (or co-chairs) may decide how to proceed. There must be sufficient expertise among present members to examine the student. If a committee member must be absent for the scheduled exam, it is permissible for one absent committee member to examine the candidate on a separate date. The committee chair, or one co-chair, must participate synchronously in the scheduled exam.

Minimum Three Weeks Before Defense

Schedule the Exam

Students are responsible for coordinating with their committee to schedule a two-hour, in-person exam. All committee members must attend in person unless prior approval for a hybrid format is granted by both the Research Advisor and the Vice Chair of Graduate Education. Begin scheduling early to ensure the exam is completed by the end of the quarter. Once the exam date is confirmed, it is strongly recommended that students send a calendar invite to all committee members to ensure the time is reserved on their schedules.

**IMPORTANT: The committee chair and the tenured, outside member must always be present at a defense exam.

Students must submit a Room Reservation Request  no later than two weeks before the defense. Student Affairs will send room confirmations via email. Conference room details and availability can be found on our website.

Two Weeks Before the Defense

Email chem-gradadvising@ucsd.edu with your thesis title and a headshot for Department announcement postings and your Final Report Form.

PARKING: The defense is held in-person and conducted on UCSD campus. To request parking codes for yourself and SDSU faculty in your committee, please contact Jordan Ware, at least 2 weeks prior to the defense. 

Defense, Paperwork, and Graduation

On the day of your defense, the SDSU JDP Advisor will route the required Adobe Sign Final Report Form to the student and committee members. Instructions on who signs what will be emailed in advance to you and the committee members. 

Make sure to route the DocuSign title page to obtain signatures from your Committee members. 

Once you've finished your dissertation presentation, your committee may ask you to leave the room for a private discussion. When you return, the committee will inform you whether you've passed your defense and if any revisions or additional experimentation are required.

Student Affairs will ensure that the required departmental reviews and signatures for the Final Report and General Petition (if applicable) are obtained via DocuSign by the Friday of Finals Weeks. Once your committee members and department chair/vice chair sign off, you will receive a copy of the completed forms.

Your final thesis must be submitted to the Division of Graduate Education and Postdoctoral Affairs by the deadline the graduation term. 

Paperwork

  1. Alumni Form. This form provides your post-graduation plans and post-graduation address.
  2. Adobe Sign Final Report Form (to Graduate Division at final appointment): The SDSU JDP Advisor and Ph.D. Coordinator ensures that required Departmental review/signatures are requested for Adobe Sign Final Report and DocuSign General Petition (if applicable) forms. Because signatures are required from both campuses, be certain to allow REASONABLE TIME to obtain signatures at two separate campuses when scheduling your defense.
  3. DocuSign General Petition: Needed if you were on leave of absence or withdrawal status the quarter you graduate *OR* if you are graduating between quarters (e.g., winter break, spring break, or summer). Signed by the Vice Chair for Graduate Education and you. Ph.D. Coordinator ensures that required Departmental review/signatures are requested for the Final Report and General Petition (if applicable) forms. 
  4. The Thesis! This is submitted/turned after your defense and once all paperwork and formatting has been approved via the Kuali Form by GEPA.

Commencement

Registrations for the Division of Graduate Education and Postdoctoral Affairs commencements are open to graduates who have completed their graduate degree in fall 2024, winter 2025, or who plan to complete in spring or summer 2025. Register by May 30, 2025

Contact Division of Graduate Education and Postdoctoral Affairs with questions and find more information at Division of Graduate Education and Postdoctoral Affairs.


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