Doctoral Degree Processing

Owned by Rickie Smith
Last updated: Aug 12, 2022 by Ashley Bradbury
3 min read

Items needed before a doctoral degree may be awarded:

  • Signed signature page (required)

  • Electronic filing of dissertation (ETD) or supporting document via ProQuest (required)

  • Doctoral Form III (required)

  • UCSB Doctoral Exit Survey and Survey of Earned Doctorates (required)

  • All grades posted (required)

  • Committee Form IA (required only if committee differs from what is on file)

  • Interdisciplinary emphasis check sheet (required only if student added an emphasis)

  • CCUT completion email (required only if student added CCUT)

 

 

General Submission and Processing Information

 

Once a student has electronically filed their dissertation or supporting document on ProQuest and submits the signed (DocuSign is acceptable) signature page to Graduate Division Academic Services Unit Staff (GDASU) (gradacademics@graddiv.ucsb.edu), an Advisor will claim the students file and will process a degree audit.

Please note that receipt of the signature page (not the ETD or Form III) is what initiates the advisor to claim the audit and begin the degree audit.

GDASU staff degree audit process:

  • Confirm dissertation and signature page were received by the filing deadline

  • Verify committee on file matches dissertation/DMA supporting document title page, if not a Committee Change Form IA will be required. 

  • Verify the completion of the National Research Council’s Survey of Earned Doctorates and UCSB Exit Survey before awarding the degree.

  • Embargo Request Form is only required if student wants to delay release for more than 2 years

  • Completion of 6 quarters residency

  • GPA 3.0 or better

  • No Incompletes (I, NG, NR, IP)

    • Departments can request an exception if the course is not needed to fulfill degree requirements; however, the department would then need to obtain a Grade Change Report from the Office of the Registrar in order for the grade to be submitted after the degree has been awarded.

  • 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. GDASU does not audit coursework for doctoral students, that is left to the departments.

  • Verify that University requirements have been met.

  • Ensure that the Doctoral Degree Form III is completed and submitted (gradacademics@graddiv.ucsb.edu) to Graduate Division.

  • Check the committee in GradPoint and ensure that a Form IA is submitted if the committee has changed.

  • 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. 

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.