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Graduate College Degree Certification
Doctoral Programs
Functions:
Track Graduate students’ progress using Degree Certification forms
Act as impartial auditors to ensure that students and departments fulfill their respective
obligations in regard to each Graduate student’s program
Ensure that ABOR and Graduate College policies are followed
Process Leave of Absence requests and rule on Petitions for exceptions to approved policies
Award Graduate degrees to transcripts when all requirements have been met.
Policies: All policies for Graduate programs can be accessed on the Graduate College Home Page:
www.grad.arizona.edu MAKE THIS SITE YOUR FRIEND!!
Click on Policies & Procedures ► Degree Requirements ► Doctor of Philosophy to access
the drop-down list of requirements and policies. Note: Some departmental policies are more
stringent than ABOR policies. In such cases, the department policy takes precedence.
Emails: Official UA notifications and approval of forms will be sent to your official UA email. If you
prefer to use another email, please go into your @email account and forward all mail to your other
account. You are responsible for checking and responding to official emails. Other than a few
exceptions and during the transition to Grad Path, copies of paper forms will no longer be mailed.
Pre-GradPath Forms (paper versions): On the Current Students page, click on Forms in the gray
menu box on the left of the screen and slide over to GC Forms. Many forms require that you login
with your Net ID and Password. Eventually all forms will be available through Grad Path, but at the
beginning the Petition, LOA request, and Change of Program forms will still be paper.
GradPath Forms: After the University-wide launch (scheduled for October 1, 2012), the following
forms will be available in UAccess, with a link from your Student Center. (If your department is
chosen as a pilot program before the universal launch, you will be redirected from My Grad Coll.)
Transfer Evaluation – only needed if you will use transfer from another school
Responsible Conduct of Research verification (new) – prerequisite to all following forms
Doctoral Plan of Study (DPOS) – formalizes coursework to be counted toward degree.
Oral Comprehensive Exam Committee Appointment (new)
o For this and the dissertation committee, if you do not find one of your committee
members available to select, please contact your degree auditor.
Announcement of Oral Comprehensive Examination (Comps) – this exam, (sometimes
referred to as Prelims,) is taken after all or most of the required coursework on your plan of
study has been completed and after the written portion of the exam has been passed.
o Committees MUST contain a minimum of 4 members, and a minimum of 3 of those
members must be UA Tenured, Tenure Track or approved by Graduate College as
Tenure Equivalent. Members who are not UA tenured/tenure-track faculty must be
approved by Graduate College as Special Members. See policy at
http://grad.arizona.edu/academics/program-requirements/doctor-of-
philosophy/comprehensive-examination.
o When you Pass your Comps and the coursework on the Plan of Study is completed,
you will be Advanced to Candidacy. When you are Advanced one-time fees of $135
will be billed to your UA Bursar’s account. You will be notified via email when
billed.
Results of the Oral Comprehensive Exam – form will be generated when the
Announcement is submitted; Chair or designee will submit to Degree Cert online
Prospectus Approved (new) – your department will verify when your approved dissertation
prospectus/proposal is on file in the department. This is informational and the Graduate
College does not file or approve the prospectus. This action allows the following forms to be
activated.
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Doctoral Dissertation Committee Appointment - prerequisite before your final defense can
be scheduled and announced. Verifies validity of proposed final defense committee.
o Your committee must contain a minimum of 3 UA Tenured, Tenure Track or Tenure
Equivalent members. Additional members beyond the three may be regular members
or Special Members.
Announcement of Final Oral Examination (Final Defense) - This form should be submitted
a minimum of 7 working days (9 calendar days) before your defense. When it is approved, the
Chair or Grad Coordinator will prepare the exam paperwork with ballots for the committee.
The following are the final items that are required after your dissertation defense (they must be
received or accounted for before your degree can be posted):
Results of Final Oral Examination – this form is generated when the announcement is
approved, and will be submitted by the Chair or representative.
o If you Pass with Revisions, the Chair or representative will notify Degree Certification
when all revisions have met the committee’s specifications.
The following items are not in Grad Path:
Grades – this will be in the packet that is provided to the Chair at your exam. Change of
Grade forms are needed for your outstanding K grades for 920, 925 Dissertation units and 900
Research units. When the forms are received, Degree Certification will change all K grades on
your transcript.
Reproduction and Distribution Rights form (a.k.a. D/R or Distribution Rights) –
available online through My Grad Coll: http://grad.arizona.edu/academics/degree-
certification/forms
o The Library requires your signature on this form to authorize archiving of your
dissertation. (Note that your dissertation will also be in the national archive
maintained by ProQuest/UMI.)
Two copies of Page 2 dissertation approval page – for the same reasons listed above, the
signatures on this page should not be scanned into your dissertation.
o Two copies with original signatures (no proxies) are kept on permanent file in the
Graduate College as proof of committee approval If a committee member attends
from a distance, we can accept a faxed or pdf’ed version of the signed form, but must
have a signature in some form.
Survey of Earned Doctorates – this survey is collected by the US Government and is linked
to appropriated government funding for UA Doctoral programs.
o It can be taken at this site: https://sed.norc.org/survey
o We will receive notification via email when you have taken the SED
Graduate Exit Survey - http://grad.arizona.edu/node/513
Dissertation – dissertations are required to be submitted for national archiving through
ProQuest /UMI.
o Please refer to the Manual for Electronic Theses and Dissertations
http://grad.arizona.edu/current-students/manuals for formatting requirements. This is a
very important resource. Feel free to contact your auditor if you have any questions
about these requirements.
o NOTE: The deadline for graduating in a given term is the deadline to submit the
dissertation for archiving after defending and gaining final committee approval. Refer
to the Important Deadlines section on the Graduate College site.
http://grad.arizona.edu/current-students/deadlines
o The dissertation submission deadline is a firm deadline. Should the deadline not be
met, you would be required to register* for a minimum of one unit in the next term
and your degree would be awarded at the end of that term. (Please note that this
deadline applies to the initial submission of your dissertation; should corrections be
requested by the Graduate College, you can make those after the deadline date.)
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*If you complete in Winter or Summer, no registration is required unless you will
need Library privileges.
o Submit your dissertation at this site: http://www.etdadmin.com
o When you pay the Candidacy Fees at Advancement, this covers the Traditional
Publishing option with UMI. ProQuest offers “open access” publishing for an
additional fee, and it is also possible to order bound copies from them as one choice of
vendor.
o If you choose to Copyright your dissertation, the copyright fee will be billed to your
UA Bursar’s account when your dissertation is processed to pay for the copyright in
your name. Information on copyrighting is available at
http://grad.arizona.edu/academics/degree-certification/diss-theses/copyrighting.
Names: Your diploma will be issued with your name as it appears on your official student record in
UAccess (not the preferred name you enter there, if any). If you prefer your name appear differently,
contact your degree auditor to make the request. Note that some changes may not be permitted for the
diploma name.
Addresses: If a Diploma mailing address is not listed in the Student Information System, the diploma
will be mailed to the Permanent address as default. It is suggested that you access Student Link and
designate a Diploma mailing address, especially if you have different local and permanent addresses or
foreign addresses in the system.
Contact: Your Degree Certification auditor is Nancy Lindsay, 626-1930, nlindsay@grad.arizona.edu.
Feel free to call with any questions.
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