Gear Up for Graduation
Graduate School Workshop
Spring 2016
Graduation vs. Commencement
Graduation = all program requirement met
• Coursework complete
• Passed final oral exam
• Submission of thesis/dissertation (option A/PhD only)
Commencement = ceremony
Commencement Details
• Held only in the spring
 Saturday May 7, 2016
• Fall graduates are encouraged to participate, but not required
• Details sent via Jacks email mid-spring
 Confirm attendance & order regalia
• Diplomas not distributed at ceremony
Degree Documents
Transcript
What is a transcript?
A transcript is a copy of the permanent academic (educational) record at an institution of higher education. It becomes
an official transcript when the seal of the institution is affixed and the signature of an authorized person is appended
• Lists all official degree information
Degree type (MS, MA, PHD, Etc.)
Major
Specialization (must be in Graduate Catalog)
Official graduation date
All courses and grades
• Official/Unofficial
• Order through the Record’s Office
Degree Documents
Diploma
Lists:
 the degree type (MS, MEd, PhD, etc.)
 completion date
Diplomas are not sent to outside entities by SDSU
Diploma distribution done by the Record’s Office
• An email with order information is sent to Jacks account
Indicate delivery or pick up
Degree Documents
Transcripts are available approximately 1 month after semester ends
Diplomas available approximately 3 months after semester ends
Degree Verification – if needed sooner than transcript is available
• Graduate School can provide a degree letter
• All requirements must be complete
• Only available until degree is posted on transcript
Graduation Timeline
Graduate School graduation deadlines are posted one
semester in advance on the Graduate School website
• Spring 2016
• Summer 2016
• All deadlines must be met
• Failure to meet deadlines may result in delay of
degree
Spring 2016 Graduation Deadlines
February 12 – Graduation Application Due
April 8 – Request to Participate in Commencement Ceremony Form
Due- Summer Grads ONLY
April 15 – Final Oral Exam Completed
April 29 – Final Thesis/Dissertation Deposited
• Includes completed thesis or dissertation, signed acceptance page, signed copyright
form, and paid library binding fee
May 7 – Official Graduation Date/Commencement Ceremony
Graduation Application
Graduation application must be submitted for file to be reviewed
• Advisor’s signature required
There is no charge to apply to graduate; however, students who do not
graduate will have a registration hold placed on their account and a $50
charge will be required to remove the hold
Graduation application
• Please make sure major and specialization are listed correctly
• Certificates programs must be on graduation application
If degree is not awarded, you must reapply
Final Oral Exam (Defense)
The final oral exam should be completed during the final
semester; required for all graduate students
Exam is scheduled by the student, advisor, and committee –
including graduate faculty representative
Final oral exam form must be submitted at least 2 weeks prior to
exam
• Late exam requests may not be processed
PhD students
• Comprehensive oral exam must be taken 3 months prior to final oral
exam
Continuous enrollment is required until all degree requirements
are complete
Thesis/Dissertation Format Check
• Format check is required for all thesis/dissertation students
• Submission is electronic via ProQuest
• Instructions available online
• Formatting requirements and example document can be found online
• Thesis/Dissertation Workshop – Tuesday, February 9 at 2:00pm in Avera 382
or Wednesday, February 10 at 10:00 am in the Union – Campanile and Hobo
Day Gallery
• Option B Research Paper – submitted to department only
Final Submission of Thesis/Dissertation
The following must be completed by deadline:
• Final format check
• Signed acceptance page
• $25 fee paid to Briggs Library
Pays for printing & binding of University copies
Additional copies available for small fee
• Signed copyright form
SDSU will house thesis/dissertations in online repository
Plan of Study
Make sure Plan of Study is up to date
• Change in Plan of Study form
An assessment will be sent prior to the final
oral exam
All Graduate Catalog requirements must be
met
3.0 minimum GPA
Surveys
PhD students are to complete the Survey of Earned Doctorates
• SED tracks doctorate research, funding, awarded degrees and post graduation
plans
• Link will be sent out via Jacks email
All graduate students will receive an exit survey via Jacks email
• Complete as soon as possible
Graduation Checklist
Submit plan of study – must be approved
Submit committee and GFR request form
Submit graduation application
Schedule final oral exam with committee
Submit final oral exam form
2 weeks prior to final oral exam date
Complete final oral exam
Submit thesis/dissertation for final format check
Submit Option B research paper to department
Complete all coursework requirements on plan of study
Questions?