COMPLETING YOUR Doctoral DEGREE
More information regarding the filing of your dissertation and completing your degree is available online at
http://www.graddiv.ucsb.edu/academic/filingprocess/filingdissertation.htm (including a dissertation
template in Word format with sample preliminary pages, body text, figures, references, and appendix)
University Requirements for All Graduate Degrees
• All degree candidates must be in a fee relationship with the University either by being registered the
quarter they file OR by paying the filing fee — currently $122.50 (fees are subject to change
without notice by the UC Regents). Use of the filing fee terminates graduate status and it may be
used only once during a graduate student’s career. Ask Graduate Division for advice concerning use
of the filing fee in lieu of registering. Student must be on a Filing Fee Leave of Absence during the
quarter he/she pays the filing fee.
• The degree candidate must have been registered a minimum 6 quarters for the doctorate degree with a
minimum cumulative GPA of 3.0; and must remove any Incompletes or No Grades from his/her
• All parts of the dissertation must be reviewed and approved by your committee, including any prefatory
pages, end notes, etc. Nothing can be added to the document once your committee members have
signed the Signature (or Approval) Page indicating acceptance of your dissertation.
• Students who exceed the 7-year time doctoral completion time limit must submit a Graduate
Student Petition signed by the departmental Graduate Advisor to extend their degree deadlines. If the
degree deadline extension is for more than two years, the Graduate Student Petition must be
accompanied by a memo documenting and certifying currency in the field of study, signed by all
members of the thesis or doctoral committee.
Items Required to File a Doctoral Dissertation
Doctoral students have the option of Electronically Filing one copy of their dissertation directly with
ProQuest and one original copy with the Graduate Division or filing 2 original copies of their dissertation
with the Graduate Division. To learn more about the electronic filing process go online to
Students choosing to Electronically File their Doctoral Dissertation will submit:
1) 1 copy of dissertation on 100% cotton bond paper, 20-24 lb. (including 2 original signature
pages also on 100% cotton bond paper, 24-20 lb.) immediately before or after you file
your dissertation electronically.
2) 1 extra copy of your title page and abstract (does not have to be on 100% cotton bond
Students choosing NOT TO Electronically File their Doctoral Dissertation will submit:
1) 2 copies of dissertation on 100% cotton bond paper, 20-24 lb. (including 2 original signature
pages on 100% cotton bond paper, 20-24 lb.)
2) 2 extra copies of title page and abstract (does not have to be on 100% cotton bond paper).
Items Required for ALL Ph.D. Students when filing their Doctoral Dissertations:
1) Form III or IIIA--dissertation defense or waiver of a formal defense. Any change in a committee
must be noted on a Committee Change Form I-A.
2) Completed and signed Doctoral Dissertation Publishing Agreement Form authorizing ProQuest/UMI to
reproduce and distribute copies of your dissertation (required by Graduate Council).
http://www.graddiv.ucsb.edu/forms/acad/pdf/dissertationagree.pdf Also fill out personal data, doctoral
degree data, etc. requested on reverse side of Agreement Form. Students choosing to electronically
file a copy of their dissertation will complete the ProQuest/UMI form when they file electronically.
3) Completing the Survey of Earned Doctorates (SED). The SED can be downloaded online as a
PDF by visiting http://www.graddiv.ucsb.edu/forms/acad/pdf/sed07_08.pdf Please fill out the SED
PDF Form and bring it to the Graduate Division when you file.
4) Complete the Doctoral Exit Survey online at http://www.graddiv.ucsb.edu/exitsurvey/
5) Statement(s) from the copyright owner giving you permission to use previously copyrighted
material (including the student’s work) must be submitted with the dissertation.
Optional: Payment of a $65.00 copyright fee to ProQuest to register the copyright of your dissertation
with the Library of Congress Copyright Office. Students choosing to electronically file a copy of their
dissertation will be able to pay the ProQuest copyright fee with credit card when electronically filing. For
students choosing not to electronically file a copy of their dissertation, this copyright fee is then only
payable by either a certified check or money order with an expiration date of at least 6 months from the
date of filing.
You may also choose to pursue other means to secure copyright privileges. Students who want additional
information on the details and merits of copyrighting can visit the Web site of the U.S. Copyright Office
(http://www.loc.gov/copyright/faq.html ) or the ProQuest/UMI Web document “Copyright Law & Graduate
Research” (http://www.umi.com/hp/Support/DServices/copyrght/ ).
Ordering a Hard Bound Copy of Your Manuscript from the Serials Dept, Davidson Library
Some departments require a hard bound copy of your manuscript for their library. To order a copy, pick
up a requisition from the Serials Dept. -- some depts. may have their own supply of the form. The dept.’s
budget number and appropriate (MS0) signature is required. Students reimburse their dept. for the cost of
the binding – approx. $28.00 per copy. Bring the requisition along with however many copies you wish to
have bound to Serials. The process takes about one month. Serials will send your bound copies to the
dept. Direct questions to Jessie Jones or David Howarter at 893-2584.
You may also order copies of your dissertation through ProQuest. You can order copies while you
complete the process of electronically filing your dissertation or when you fill out a hard-copy of the
Publishing Agreement Form.
Your Patience Will Be Appreciated
Diplomas and transcripts are ordered through the Registrar; all questions about ordering and receipt of
transcripts or diplomas should be directed to the Registrar. An official diploma takes about 6 months to
receive; an official transcript with your degree posted can take 1 to 2 months. You must keep the
Registrar notified of any changes in your address to receive your diploma and/or transcripts.
Graduate Academic Services can furnish you or a prospective employer with an official letter of degree
verification that will satisfy most employers until an official transcript can be secured. Because we cannot
furnish a degree verification letter until a degree check has been completed and there may be students in
line ahead of you, such letters cannot be guaranteed for instantaneous delivery.
Important Dates to Remember
Friday, December 15, 2006 – Last day to file for a Fall 2006 degree
Friday, March 23, 2007 – Last day to file for a Winter 2007 degree
Friday, June 15, 2007 – Last day to file for a Spring 2007 degree
Friday, September 14, 2007 – Last day to file for a Summer 2007 degree
File your dissertation at Graduate Division, 3117 Cheadle Hall. Hours: 9am-12 noon and 1-4 pm.