Graduate Division 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 Graduate Division website. Commencement is once a year, and to be eligible to participate you must have met the Spring deadline listed on the Graduate Division website. Information concerning ordering cap and gown, as well as dates, location, etc. is on the Graduate Division website. You may walk in commencement for both the MS and the PhD.
Graduating between quarters (winter break, spring break, or summer)
Students graduating in between quarters will need to pay a filing fee ($179) in order to submit their thesis to Graduate Division. The PhD Coordinator will prepare the general petition for you.
To remain eligible for UCSD support (stipend, fees, tuition), you must:
If you will be on leave of absence the quarter you plan to graduate, remember:
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.
Confirm your Doctoral Committee Membership
If your Doctoral Committee is changing, contact the Ph.D. Coordinator ASAP. A form will need to be filled in, signed by your Thesis Advisor, signed by Vice Chair for Graduate Education, and sent to Graduate Division two weeks prior to the exam.
REMEMBER: Students are expected to submit a draft of the doctoral dissertation to each member of the doctoral committee at least one month before the scheduled defense. Formatting is detailed on the Graduate Division website.
Confirm your Doctoral Committee Membership.
If your Doctoral Committee is changing, contact the Ph.D. Coordinator ASAP. A form will need to be filled in, signed by your Thesis Advisors (UCSD and SDSU), signed by Vice Chair for Graduate Education (UCSD) and the SDSU campus officials, and sent to Graduate Division two weeks prior to the exam.
Schedule the Exam
Confirm the date and time of your exam with ALL your Doctoral Committee members. Email Ph.D. Coordinator with date and time agreed upon by ALL your Doctoral Committee members once you have this date/time info so that degree requirements can be met.
**IMPORTANT: The committee chair and the tenured, outside member must always be present at a defense exam.
PARKING - JDP students: The defense is held on the UCSD campus. You must email Ph.D. Coordinator to coordinate parking permit needs/arrangements for your SDSU Doctoral Committee members.
Reserve a Room and Equipment
AFTER you confirm the exam date AND time with your committee, contact Ph.D. Coordinator to schedule a room. She will schedule it a half hour before the exam time, to have time to make sure all equipment is working and to settle in. Refer to room information on the accompanying/attached email.
Schedule Appointments with Graduate Division
Call Graduate Division (534‐9012) and schedule a Preliminary Thesis appointment. The purpose of this appointment is for Graduate Division to review the formatting of your thesis. The rules on thesis formatting are very strict ‐‐ see the Web link above for instructions. A preliminary appointment can save you lots of work and headaches later! Rules for thesis formatting are available on the Graduate Division website
Email Ph.D. Coordinator the title of your thesis. This is essential in order for required announcements postings.
On the day of your defense, the Ph.D. Coordinator will have the needed paperwork (see below) in your file. Instructions on who signs what will be attached to it. Your advisor will pick up your file before the defense, and then will return your file afterwards.
Make sure to bring your title page to obtain signatures from your Committee members.
After you have finished your dissertation presentation, your committee will likely ask you to leave the room so that they may have a private consult. You will then come back in the room, and the committee will tell you whether you passed the defense and what (if any) additional experimentation or revisions to the written dissertation are required. After the exam, your advisor will return the file. Ph.D. Coordinator ensures that required Departmental review/signatures are requested for Final Report and General Petition (if applicable) forms (see below). Students are responsible for following up with the Ph.D. Coordinator after defense regarding the pick‐up of “final” paperwork required for final appointment with Graduate Division. Be certain to ALLOW REASONABLE TIME between contacting Ph.D. Coordinator for pickup of forms and the date/time of your final appointment. Files with original paperwork may take 2‐3 days to return to Ph.D. Coordinator and/or availability of required Departmental reviews/signatures may require 1‐2 days.
POSTDOC AT UCSD (IF APPLICABLE)
If you have been approved by a professor to continue at UCSD as a postdoc, please be sure to contact PostDoc Coordinator in the Chem/Biochem Business Office to coordinator appointment for you. Postdoc appointments must be prepared in advance of the start date, therefore, be sure that your have notified her at least three weeks before your intended start date as a postdoc.
*****CONGRATULATIONS! CONGRATULATIONS! CONGRATULATIONS!*****