Ending Academic Residency in Hydrology and Water Resources and Beginning Your Professional Career Page 1 of 6 © Department of Hydrology and Water Resources at The University of Arizona We are pleased that you will soon complete degree requirements and hope that the education, experience, challenges, and inspiration you have found in HWR will have a positive effect on your professional career. The information provided below will help you complete the final phase of your degree program: ending your academic residency and beginning your professional career. Click on a Topic for more information: Current Enrollment Status After the Final Oral Exam Contact Information and UA Email Account Archiving Your Thesis or Dissertation Change of Degree Program from MS to PHD Housekeeping: Office, Keys, Equipment, Borrowed Materials Before Leaving Tucson Current Enrollment Status Find Help Here In most cases, you must be enrolled during the semesters or sessions you have formal Academic Advisor exams* AND continuously during major semesters until you complete your degree. If you 621-3131 are not enrolled in graded courses (audits do not count), you may enroll for additional HWRS 900, 910, or 920 units, although they may not be included in your Plan of Study if you have already met or exceeded the maximum for your degree program (i.e. 4 units of 910 for Master’s students, 18 units of 920 for Doctoral students). *Formal Exams include the MS Final Oral Exam, the PHD Oral Qualifying Exam, the PHD Oral Comprehensive Exam, and the PHD Final Oral Exam. Refer to the Graduate College Continuous Enrollment policy at Academic Advisor http://grad.arizona.edu/academics/policies/enrollment-policies/continuous- 621-3131 enrollment. Policies differ for Master’s students and Doctoral students. Students receiving financial support (e.g. graduate assistantship-associateship, fellowship stipend, scholarship stipend) must continue to enroll for12 graduate units (a departmental requirement). Summer Sessions: In most cases, if you will complete degree requirements for the August diploma period and you will use facilities or faculty time, you must enroll for at least 1 unit during one of the summer sessions. (Refer to details provided in the Graduate College Policy link above.) Choose the session for enrollment based on your financial situation (when you want to pay fees), regardless of when you have scheduled your exam or when you submit your final approved thesis or dissertation manuscript and signature. If you hold a visa, you must obtain special permission to register for less than the International Student minimum number of units required to maintain your visa (e.g. typically 9 or 12 units to Programs and Services maintain full-time status). Your faculty advisor must approve and sign the request form. (ISPS) You may be required to submit a letter from the department confirming your Expected 621-4627 Date of Completion; if so, request the letter from the Academic Advisor. Read about the requirement at the ISPS site: http://www.internationalstudents.arizona.edu (Back To Top) Rev S2012 Ending Academic Residency in Hydrology and Water Resources and Beginning Your Professional Career Page 2 of 6 © Department of Hydrology and Water Resources at The University of Arizona After the Final Oral Exam Confirm your final approved Title for the MS thesis or PHD dissertation manuscript with Academic Advisor the Academic Advisor so she can update this information in your file and in the HWR and 621-3131 Graduate College databases. List your thesis or dissertation title under the section “Research: Theses, Dissertations, and Report.” Contact the HWR webmaster for details. Commencement Program and Thesis or Dissertation Title: If you have a title change, it Graduate College may be possible to revise what will be listed in the Commencement Program. Look for the website: Degree List of Graduating Master’s or Doctoral Students in the (current) Commencement Program. Certification section Go to the Graduate College website http://grad.arizona.edu/academics/degreecertification/commencement and click on Tentative Commencement Program Listing. You can report changes in the title to the HWR Academic Advisor, and she will inform the Graduate Degree Certification office on your behalf. Has your final Change of Grade form for all 910 Thesis or 920 Dissertation units been Academic Advisor signed by your faculty advisor and submitted to the Graduate Degree Certification office? 621-3131 Note: If you previously enrolled for 930 Supplementary Registration units (in most cases, prior to Fall 2010), they will never be graded and will remain as K on your transcripts. Students who matriculated at the University of Arizona after Fall 2010 will not have 930 units on their transcripts. PHD Students Has your dissertation director provided the second signature on the back of Academic Advisor the Notice of Completion form to confirm acceptance of your final dissertation revisions? and This form was originally signed by all members of your exam committee confirming that Dissertation Director you passed the final oral exam. (Back to Top) Contact Information Keep your LOCAL and PERMANENT mailing addresses and telephone numbers up-to-date. UAccess The Degree Certification office relies on UAccess information to verify their records and may need to contact you before and possibly after you leave Tucson. Specify a DIPLOMA address. Please note that the diploma ordered by Degree Certification UAccess will not be mailed until after all degrees are posted for your diploma period. Keep Your UA EMAIL: The University of Arizona allows you to keep your UA email account At UITS website: Click indefinitely. You can read about this policy here: on “Email,” then http://uits.arizona.edu/services/email/alumni. If you wish, you can direct your UA email “Email For Alumni” to another email address. This makes it easier for the Graduate College or the College of Science to contact you regarding degree completion, job opportunities, HWR performance surveys, and alumni newsletters. Rev S2012 Ending Academic Residency in Hydrology and Water Resources and Beginning Your Professional Career Page 3 of 6 © Department of Hydrology and Water Resources at The University of Arizona Non-UA forwarding email address: If you do not wish to continue using your UA Email Account or use the Forwarding option, please provide the department with a new email address (personal or business, either is okay). There are several reasons why we may Academic Advisor need to contact you: 621-3131 and If there is a problem with your diploma processing, the Degree Certification will Admin Associate ask us to contact you. (They will not write you a letter.) Your official diploma 621-7120 could be delayed or canceled if you cannot be reached to resolve the issue. If canceled, you would be required to maintain continuing enrollment until remaining issues were resolved. We will send you the HWR Alumni Newsletter (Tom Meixner, Editor) and occasionally ask you to participate in surveys about program performance, student outcome, etc., with the latest HWRSA T-shirts (FREE!) as an incentive! (Back To Top) Archiving Your MS Thesis or PHD Dissertation Find Help Here Beginning with Fall 2008, MS and PHD students no longer need to submit a printed hard Faculty Advisor and copy of the thesis or dissertation manuscript to the department. Committee Members Your faculty advisor and committee members may require a copy. Ask each individual which medium he or she would prefer (e.g. hard copy, CD, or both) and if the hard copy should be unbound (loose in a box) or bound (e.g. spiral binding). After completing the Format Check Process with the Graduate Degree Certification office Details below for (http://grad.arizona.edu/academics/degree-certification/diss-theses/format-check- Master of Science and process), you must submit your manuscript in electronic format (PDF file) to the ProQuest Doctor of Philosophy UMI Archive: http://www.etdadmin.com/cgi-bin/school?siteId=63. UMI has been the primary U.S. archive for all Master’s theses and Doctoral dissertations completed at topranked universities since 1938. The Graduate Degree Certification Auditor for our students is Mike Renning. He is a very Our Degree Auditor: knowledgeable and experienced auditor. You may contact him by telephone at 520-621- Mike Renning 9227 or by email at mrenning@grad.arizona.edu. Give Mike as much lead time as 621-9227 possible when submitting your manuscript or required forms. He audits hundreds of Email address students from dozens of departments, so we are not his only students. Master of Science Degree Refer to the document “From Submission to Approval: Checklist Refer to “Checklist for for Finishing Your Master’s Requirements” for instructions about (1) electronic submission Finishing Master’s of the master’s thesis manuscript and (2) completion of other MS-required forms: (a) the Requirements” Statement of Author Pages (“Page 2s”) and (b) the Distribution Rights Form. Doctor of Philosophy Degree Refer to the document “From Submission to Approval: Refer to “Checklist for Checklist for Finishing Your Doctoral Requirements” for instructions about (1) electronic Finishing Doctoral submission of the dissertation and (2) completion of other PHD-required forms: (a) Requirements” Rev S2012 Ending Academic Residency in Hydrology and Water Resources and Beginning Your Professional Career Page 4 of 6 © Department of Hydrology and Water Resources at The University of Arizona Approval Pages (“Page 2s”), (b) Distribution Rights Form, and (c) Survey of Earned Doctorates. Your degree will not be posted until these forms have been completed and submitted. (Back To Top) Change of Degree Program from MS to PHD To continue as a PHD student in HWR, refer to the information you received at your final Academic Advisor exam (page 2 of the Exam Worksheet). Have you passed the Doctoral Oral Qualifying 621-3131 Exam? If you scheduled (with prior approval by academic advising office) and passed the Oral Qualifying exam on the same day or within the same semester you passed your Master’s Final Oral Exam, you are not required to submit faculty letters of recommendation. If not, have you requested 3 faculty letters of recommendation for admission to the PHD program? If not, have you selected your 3 areas of examination so that the department head can assign your Qualifying Exam committee? If not, have you scheduled the Doctoral Oral Qualifying Exam next semester (day/time/location) with the Academic Advisor? Have you completed and signed the Graduate College form, “Change of Degree Program,” My GradColl regardless of whether you have passed the Doctoral Oral Qualifying Exam? Go to the Click on Forms Graduate College Forms page (http://www.grad.arizona.edu/academics/degreecertification/forms) and logon to My GradColl. Look for the Change of Program form. Complete and sign the form, then submit it to the HWR Academic Advisor for processing. (Back To Top) Housekeeping: Office, Keys, Equipment, Materials Find Help Here Have you returned copies of theses/dissertations checked out from the HWR Library? Your Admin Associate diploma will not be posted until you have done so. 621-7120 Have you cleared out your office area and desk? Admin Associate 621-7120 Please dispose of unwanted papers, journals, and printed material in the Recycle Bins in the building. Do not leave unwanted paper materials on conference room tables or desks. Ask permission from the Main office if you with to donate current issues of a journal to the student library. Have you returned borrowed books, materials, and/or equipment to your faculty advisors Faculty, Students and fellow students? Rev S2012 Ending Academic Residency in Hydrology and Water Resources and Beginning Your Professional Career Page 5 of 6 © Department of Hydrology and Water Resources at The University of Arizona Have you returned borrowed equipment or supplies to your laboratory? Have you Your Lab Manager returned any user, reference, or safety manuals or similar materials for continuing students to use? Have you returned all office, desk, and building keys to the Admin Associate? Your Admin Associate diploma will not be posted until you have done so (Graduate College will confirm with us). 621-7120 (Back To Top) Before Leaving Tucson Have you had an exit interview with the department head to discuss your experience Admin Associate during academic residency? The Admin Associate in the Main office can schedule an 621-7120 appointment for you. We welcome your feedback! Have you completed the online Graduate College Exit Survey here: Graduate College http://grad.arizona.edu/node/513? It’s fast and easy. They welcome your feedback! website Have you informed the department about your post-graduate activity? It is very important Academic Advisor that we document your graduation outcome and your post-graduation plans. We like to 621-3131 stay in touch with HWR alumni and encourage you to continue your support of the department as an Alum-To-Student mentor. (Check out the Alumni section of the HWR website for additional information.) The employment aggregate information is used by the department in its Annual Review to the College Dean and in its full Academic Program Review for the University President and Provost (every 5-7 years). The College of Science also uses this information as one of the hallmarks of program excellence. Will you be employed with a private company, a government or tribal agency, a national laboratory, an NGO (non-governmental agency), or begin your own business? Will you pursue further graduate education (e.g. law degree, PHD degree)? Will you begin a postdoctoral appointment or join a university faculty? Have updated your Resume or Curriculum Vitae to include your current degree completion? (Do this sooner, rather than later, when the details may have faded from memory.) Have you included your current degree completion and cumulative GPA? Have you included awards and honors you received while a student here? If you need specific details (e.g. the name of an award, the date or period the award was active), contact the appropriate staff person—the Academic Advisor, the Business Manager, or the Administrative Associate. Have you included community services and volunteer efforts you provided while a student here? Rev S2012 Ending Academic Residency in Hydrology and Water Resources and Beginning Your Professional Career Page 6 of 6 © Department of Hydrology and Water Resources at The University of Arizona Have you included any elected or appointed student offices you held while a student here (e.g. President of HWRSA, student representative to the College of Science, department representative to GPSC)? (Back To Top) Rev S2012