Doctoral Degree Processing - DRAFT

General Submission and Processing Information

Once a student has electronically filed their dissertation or supporting document on ProQuest website and submits one original, signed (“wet” signatures) signature page to GDASU staff.  An Advisor will claim the students file and will process a degree audit.

GDASU staff will verify committee on file matches dissertation/DMA supporting document title page, if not a Committee Change Form IA will be required.  GDASU staff will contact GPA requesting a Committee Change Form IA.  Academic Senate Membership List

GDSAU staff will verify and complete the bottom portion of the Doctoral Form III (degree type, major name, conferral date, stamping Graduate Dean's signature, adding date). 

All Doctoral students are required to complete two surveys.  GDSAU staff will verify the completion of the National Research Council’s Survey of Earned Doctorates and UCSB Exit Survey before awarding the degree.

GDASU staff will verify the following information:

·         /wiki/spaces/ASU/pages/644939804is only required if student wants to delay release for more than 2 years

·         Verify completion of 6 quarters residency

·         GPA 3.0 or better

·         No Incompletes (I, NG, NR)

·         If only registered in a 599 or 598, may award degree, but department will then be required to submit Grade Change Report to the Registrar's Office to have a grade entered. Try to avoid doing this.

·         Fee relationship – student must be registered or on a Filing LOA. If on Filing LOA write in date and receipt number.

·         Verify receipt of interdisciplinary emphasis check sheet or CCUT approval. CCUT approval email are available in gradacademics@graddiv.ucsb.edu, CCUT Approvals label

Awarding doctoral degree
GDASU staff will award the degree in SREG.  Once degree has been awarded GDASU staff will send an approved copy of the Committee Form III to the student and GPA.  

Expectations of Departmental Staff and Faculty Graduate Advisors

·     Verify the student has met all departmental requirements to earn a doctoral degree.  

o    Verify that University requirements have been met.

o    Staff Graduate Advisors are expected complete the Doctoral Degree Form III and submit (include sig & gradacademics@graddiv.ucsb.edu) to Graduate Division.

o    Staff Graduate Advisors are expected complete a Committee Change Form IA if committee differs from what is on file and submit (include sig & gradacademics@graddiv.ucsb.edu) to Graduate Division.

§  Requirements must be completed by the filing deadline for a particular quarter.

One to two weeks prior to the Registrar’s final degree list submission deadline, the Degrees Awarded Report on GradPoint Academics should be reviewed by GPAs for accuracy.  GPAs should contact the GDASU immediately if any students are missing from the report. 

Expectations of Graduate Division Academic Services Staff

·         GDASU staff will confirm the students have met the current filing date and that all filing requirements have been fulfilled.

o    Verify committee is accurate and will enter committee in database.  Will enter Defense six-digit exam date or waived date in SREG.  all University requirements have been met

o    all grades have been submitted 

·         GDASU staff will schedule a student’s degree after completing the degree audit.

·         The day after a degree is scheduled, GDASU staff will double-check their work and then provide the degree record to the GDASU Assistant Director for final review.

·         the GDASU Assistant Director will triple-check the degree data before provisionally awarding the degree and scheduling the degree verification email to be sent to the student.

·         The dissertation filing documents (title page, signature page) if applicable will be archived so they are available in the GradPoint Documents Tab.

Exceptions

o    The department wants to request an exception to Graduate Council policy: residency, cumulative GPA, etc.

§  The department should include a memo (signed by the Department Chair or FGA) explaining the rationale for the request.

§  GDASU staff will provide the information to the Graduate Council for review.

·         Retroactive degree requests can only be made in cases where a student completed all degree requirements by a filing deadline, but due to administrative error, the degree was not awarded before the degree list was finalized by the Office of the Registrar.

§  Confirm the student was either registered or on a Filing Leave of Absence during the degree quarter.

§  Prepare a memo (signed by the FGA) requesting the retroactive degree.

·         the memo should confirm the student was eligible by the applicable filing deadline

·         the memo should include an explanation of the administrative error

§  Email any applicable degree paperwork and memo to the Graduate Division at: gradacademics@graddiv.ucsb.edu.

o    GDASU steps:

§  Confirm the student’s degree eligibility for the applicable quarter.

§  Submit the request to the Graduate Division Dean for review.

§  Submit the request (including department memo, and Graduate Division Dean memo) to the Office of the Registrar for review.

§  Inform the GPA after the retroactive degree is processed by the Registrar’s.

Notable Processes, what to expect in GradPoint

·         The Capstone Box in the Programs Tab of a student’s Profile on GradPoint Academics will display a student’s degree milestone information (filing date, dissertation title, advancement date) after it has been recorded by GDASU staff.

·         The Exams Box in the Programs Tab of a student’s Profile on GradPoint Academics will display a student’s language exam information (if applicable) after it has been recorded by GDASU staff.

·         Department’s can review the Degrees Awarded Report on GradPoint Academics to verify the accuracy of the degrees awarded for a particular quarter.