Joint Doctoral Committee Nomination
- Rickie Smith
- Ruby Gutierrez
The system is set up to allow for the staff graduate advisor to submit the first step in this action.
The student should discuss their committee with their chair and members before routing the Joint Doc Committee Form and submitting the action. The Committee Create Action is the formal nomination process.
For Doctoral Committees - Please nominate the exam committee with the initial Create Committee submission. If the student will have different members/memberships for their dissertation committee, please submit an Update Committee Action AFTER the Graduate Division has processed the student’s advancement to candidacy.
Video tutorial (11 mins)
Beginning the Action
In GradPoint, navigate to the student’s Action Tab, and click the Begin Action button.
Then, select “Thesis and Doctoral Committees” from the Action Category dropdown, and “Create Joint Doc Committee” from the Action dropdown.
This will bring you to the Propose Committee step.
Completing Joint Campus information
The Joint Doctoral Committee Nomination Form and Conflict of Interest Form will need to be completed, signed and uploaded in this section. The reason why is because the approval of the joint campus' committee members as well as joint campus' dean are provided on the form and we are not able to gather that through the workflow due to the members not having a UCSB NET ID.
After uploading the document, enter the student’s Joint Campus student ID, the department contact and the joint campus' graduate division contact for Joint Doctoral Program.
Choosing the Committee Members
Members Affiliated to UCSB:
Use the Search UCSB Directory button for all members affiliated to UCSB. This includes faculty, lecturers, researchers, staff, etc.
It is required that you use the UCSB directory for UCSB affiliated members in order for the validation to work properly!
To make sure you have selected to correct person, review the information that populates under the search bar once you click on their name:
Members from outside of UCSB:
Only use this for people who are not affiliated with UCSB (such as members from industry or other universities, including other UCs.)
Entering Non UCSB External members:
Select the Enter External Committee Member button
Input the external member’s email address (we suggest using their institution email address).
Click “Search Members”
If the member already exists in our database (we match via email), then you will select that member. If the person is new to the database, you will need to fill out their information:
If they are a Professor (Assistant, Associate, or Full) at another UC, you need to indicate that. If not, press no and enter their university affiliation as well as their role. You can then add them as a member
Validating the Committee
Once the committee members are added, you will click the Validate button, which will determine if the committee is valid per the Academic Senate Regulations, or if an exception is needed. You can add and remove members, and hit the validate button as many times as needed.
If the committee meets the requirements, a green check mark will appear next to the requirement. If not, a red mark will be next to the requirement that isn’t met.
An invalid committee can be submitted during step 1, but it will require an exception to be submitted in the second step.
Step Comments
These can be used however you want, they can be viewed by the Graduate Division and other departmental signers, and the notes will be kept permanently with the action.
Submitting the Step
Once you are done entering and editing the committee, and have clicked the validation button, then the green Submit button will be available.
Clicking Submit will move the action to the Department Review step.
Nothing will be saved unless the Submit button is clicked.
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