Guide to Graduation
(to be used in conjunction with official Graduate School steps located at
http://www.gradschool.duke.edu/policies_and_forms/electronic_dissertation_guide.pdf )
Thesis/Dissertation Submission Workshop: “Formatting For Success”
Overview of the Graduate School Thesis/Dissertation submission process. Familiarize
yourself with the guidelines and available resources before you get started. Susan
Williford and Jessica Crowley will provide an overview of the Graduate School
Thesis/Dissertation submission process. There will be time for questions and answers at
the end of the workshop. (previous graduated students recommend you take this course
the semester before you plan to defend)
Registration is required, and space is limited. Please sign http://tinyurl.com/ydlphar
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://www.gradschool.duke.edu/policies_and_forms/graduation.html
Submit a Committee Approval Form
(http://gradschool.duke.edu/documents/policies_and_forms/CMTTEE.dot) located on the
department website via email 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.
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 (Lara
Mekeel) to begin processing your termination as a graduate student and/or your transition to a
Duke postdoc.
The DGSA will complete the Final Examination for the PhD Degree Form and submit it to the
Graduate School, Kris Moyle (681-4441 or klmoyle@duke.edu).
Two to three 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 chair
2. DGSA
3. Graduate School, Kris Moyle (klmoyle@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.
Guide to Graduation
(to be used in conjunction with official Graduate School steps located at
http://www.gradschool.duke.edu/policies_and_forms/electronic_dissertation_guide.pdf )
At least two weeks prior to your defense submit your dissertation to UMI/ProQuest. Do not
destroy original file from which you create the PDF, as you will need this version for revision
purposes. When submitting your dissertation, pay the UMI/ProQuest archiving fee ($65) and
copyright fee ($65/optional) by credit card. Discuss reimbursement with your mentor. The
department will not cover these expenses. It is not necessary to pay the $95 fee for the “open
access". You get the same exposure at no cost through Duke Space. Request that your
publishing option be "traditional". Submit your dissertation at:
http://dissertations2.umi.com/cgi/login.cgi
Appointment
When you receive an email containing the format changes required in your dissertation, 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.
2. Complete Duke’s computer-based Exit Survey.
Defense
1. 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.
2. Obtain the signature of your Director of Graduate Studies on your Final Exam Certificate.
Make an appointment with Lara Mekeel 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
Guide to Graduation
(to be used in conjunction with official Graduate School steps located at
http://www.gradschool.duke.edu/policies_and_forms/electronic_dissertation_guide.pdf )
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
$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.