Immunology Department Guide to Graduation
(updated November 2014)
Consult the Graduate School’s graduation deadlines
(http://gradschool.duke.edu/academics/grad_deadlines.php) before setting a date. Defense
exams can be held during fall and spring breaks now according to a policy change at the
Graduate School. You may also hold an exam in between semesters; however, you must be
enrolled in the semester prior to and after the exam date.
Apply for graduation through ACES according to the following deadlines:
 May - January 25
 September - July 1
 December - November 1
Refer to the Graduate School’s graduation deadlines at
http://gradschool.duke.edu/academics/theses/index.php
Email a Committee Approval Form
(http://gradschool.duke.edu/documents/policies_and_forms/CMTTEE.dot) located on the
department website to the DGSA designating your committee as the Ph.D. final examination.
The DGSA will process it with the Graduate School.
Four weeks prior to your exam email the DGSA with the following information about the
dissertation defense: time, place, date, title and committee member names. The DGSA will
create a dissertation flyer and email it to the primary and secondary faculty, the research
associates and the graduate students. The graduating student will post the flyers around the
building. The DGSA will complete the Final Examination for the PhD Degree Form and submit
it to the Graduate School.
Four weeks prior to your exam date email the DGSA with your post-defense plans and an
estimated “last day in the lab”. DGSA will work with Immunology’s business office (Darren
Carlino) to begin processing your termination as a graduate student and/or your transition to a
Duke postdoc.
Two weeks before your exam date, have your mentor read the thesis in its entirety and email the
following people that the document is complete and acceptable for defense:
1. Your committee
2. DGSA
3. Graduate School, gradacademics@duke.edu
Two weeks before the exam date submit a paper copy of your dissertation to each committee
member. Faculty do not want an electronic copy.
Two weeks (at least) prior to your defense submit your dissertation to ProQuest. Review
Graduate School guidelines at http://dissertations2.umi.com/duke. DO NOT WAIT UNTIL
THE LAST MINUTE TO SUBMIT. MAKE SURE YOU ALLOW TIME FOR REVISIONS
AND RESUBMITTION. Do not destroy original file from which you create the PDF, as you
will need this version for revision purposes.
Appointment: When you receive an email containing the format changes required (if any),
make an appointment with the individual from whom you received the email. The
appointment calendar is located at: http://aaswebsv.aas.duke.edu/calendar/grad.html
1. Provided you have filed an “Apply for Graduation” form, submitted an Advisor Letter and
Defense Announcement, and have an approved dissertation committee, you will receive
your Final Examination Certificate, Non-Exclusive Distribution License, and Survey of
Earned Doctorates.
Immunology Department Guide to Graduation
(updated November 2014)
2. Complete Duke’s computer-based Exit Survey.
Defense
1. Before your defense print the Committee Meeting Report for Prelims, 3rd Yr Mtgs &
Defenses for your committee chair to complete at your defense and provide an updated CV.
He/she will turn these into the DGSA.
2. Before your defense print and complete the Annual Self-Reporting Report. Turn it into
your committee at your defense. Your chair will turn this into the DGSA.
3. After defending, obtain the original signatures of your committee on: one (1) title signature
page, one (1) abstract title signature page, and the Final Exam Certificate. Please note that
neither signature page needs to be printed on a specific type of paper.
4. Obtain the signature of your Director of Graduate Studies on your Final Exam Certificate.
Make an appointment with Darren Carlino in the Immunology business office (Jones 150).
Department exit meeting to turn in keys, badge and sign paperwork, if need be.
Email DGSA with final end date and post graduation position details.
Final Submission
1. Submit revised PDF file to UMI/ProQuest. Submit what you consider to be the final version
of your dissertation, taking into consideration the revisions required by the Graduate School
and the revisions required by your committee. You will receive notification when the
Graduate School has accepted your dissertation.
2. Submit the following materials to the Graduate School after your defense:
 Final Exam Certificate
 One title signature page with original signatures.
 One abstract title signature page with original signatures.
 Completed “Survey of Earned Doctorates.”
 Signed “Non-Exclusive Distribution License and Dissertation Availability
Agreement.”
NOTE: Final submission must occur within 30 days of your defense; however, if you defend within 30
days of the semester deadline of your graduation date, you must adhere to semester deadline, and do not
have 30 days to complete your final submission. Please see Graduate School website for semester
deadlines: www.gradschool.duke.edu/policies_and_forms/index.html
Thesis Copies: The department requires a copy and will pay for it. See DGSA for two IR
forms: one for special paper and one for binding at the Textbook Store on campus.
1. ProQuest: Please note the following limitation with ProQuest copies:
a. Pages will be printed front and back with no option to print front page only.
Because the Duke Template margins are set at 1.5 and .5, bound copies will not
be correct.
b. Image resolution will be lower than on the self-printed copy brought through
the Textbook Store.
c. Copies will not include your signed signature and abstract title pages.
2. Textbook Store in the Bryan Center (684-6793): They outsource to a binding
company and do hardcover binding, not leather. There’s a 4-6 week turnaround.
Student provides the thesis copies. Cost is $15.50 for the title on the spine and $21.50
for the title on the spine and cover (please get the title on the spine and cover, $21.50,
for the department copy). The Textbook Store provides shipping at $5 for first copy and
Immunology Department Guide to Graduation
(updated November 2014)
$2.00 for every additional copy to that same address which the department will cover.
The Department copy of your thesis should be mailed to:
Jennifer Goins, Campus Box 3010, Dept. of Immunology, DUMC, Durham, NC 27710
*December graduates will be responsible to either cancel their student health insurance or pay
for the remaining 7 months. The Graduate School will send you an email about this with further
instructions.