The
Three D's:
Deadlines, Defending, & Depositing
Your Ph.D. Dissertation
To deposit your dissertation electronically, do not read the directions below. Instead, follow separate instructions by clicking on this link: http://grad.wisc.edu/education/completedegree/etd.pdf.
THE FOLLOWING INSTRUCTIONS ARE FOR PAPER SUBMISSION ONLY.
August 2011 through August 2012
- Deadlines
- Electronic deposit
- Processing the Paper
- Step 1 - Prechecks
- Step 2 - Requesting Your Final Warrant
- Step 3 - Graduate School Final Reviews
- Step 4 - Depositing Your Dissertation
- Step 5 - Paying for Microfilming & Binding
- Other Information About Your Graduation
- For More Information
Graduate School Degree and Dissertator Deadlines 2011-2012
Fall 2011
[ top ]
| September 1 | Dissertator Eligibility |
| November 25* | Request for all Masters and Ph.D. Degree Warrants |
| December 16 | Degree Deadline |
| December 19 - January 20 | Spring Degree Window** |
* For master's students only: If you want your name to be printed in the commencement program, your department must submit your warrant request before November 4.
Spring 2012
[ top ]
| January 20 | Dissertator Eligibility |
| April 27* | Request for all Masters and Ph.D. Degree Warrants |
| May 18 | Degree Deadline |
| May 21- June 15 | Summer Degree Window** |
* For master's students only: if you want your name to be printed in the commencement program, your department, must submit your warrant request before April 6.
Summer 2012
[ top ]
| June 15 | Dissertator Eligibility |
| August 3 | Request for all Masters and Ph.D. Degree Warrants |
| August 24 | Degree Deadline |
| August 27- August 31 |
Fall Degree Window** |
** Important Note: The "Window Period" is the time between the end of one degree period and the beginning of the next. You must have been registered for the previous semester (Fall, Spring, or Summer) . If all degree requirements are met by the end of the window period, your degree will be granted for the following semester. However, you will not have to register or pay fees for the next semester.
Electronic deposit
Doctoral students may depost their dissertations electronically. If you choose to deposit electronically, please follow these instructions: http://grad.wisc.edu/education/completedegree/etd.pdf.
[ top ]
Processing the Paper
Step 1
PRECHECKS
To answer specific format questions (for example, use of tables, graphs, and charts) we have set aside 9:00-9:30 each morning for Prechecks. You may bring in eight to ten pages to be reviewed. You do not need an appointment - just come to Room 217 Bascom Hall with samples in hand.
Step 2
REQUESTING YOUR FINAL WARRANT
File the Ph.D. Final Oral Committee Approval Form in the Graduate School a minimum of three weeks before your final oral examination. This form is available in your department or program office or at the Graduate School 217 Bascom Hall. If you want to defend and/or submit your dissertation to the Graduate School in the summer term, you must register for 3 credits in Research for the 8-week session. After you submit the Ph.D. Final Oral Committee Approval Form we send the final oral defense warrant to your department.
If you intend to deposit by paper submission, please stop by 217 Bascom Hall and pick up the publishing agreement packet. The agreement form is on pages A4 and A5. Answer questions #1 - 11 on A4 and sign the Dissertation Agreement on the bottom of page A5. If you are registering copyright, sign the separate ProQuest Authorization to Apply for Registration of My Claim to Copyright.
Step 3
GRADUATE SCHOOL FINAL REVIEWS
After passing your oral defense, contact the Graduate School at 608-262-2433 to arrange an appointment for the final review. Please call to schedule an appointment at least one day in advance. If you are defending near the degree deadline call immediately after your defense; appointment times fill rapidly during the two to three weeks before any deadline. You must make all corrections and revisions before you come for your final review. Final review is final. You are not allowed to make changes on the copy that you submitted to the Graduate School after the final review.
Reviews normally take about 15 minutes. Our regular dissertation review appointment times are 10:00 a.m. to 11:00 a.m. Monday through Thursday and 1:00 p.m. to 2:00 p.m. Monday through Friday. /*Please note that there may be occasional dates when our degree coordinators are completely booked or otherwise unavailable, so as stated above please call ahead to make an appointment and ensure availability. In December and May we will also have Friday morning dissertation review times from 10:00 a.m. to 11:00 a.m.*/
If you are requesting certification of your degree from the Registrar's Office, the grade(s) for the semester in which you are depositing your dissertation (and all other outstanding grades) must be reported to the Graduate School before or by the time of your final review.
The following items must be brought to 217 Bascom Hall for the final review:
Warrant. Your Committee must be identical to the one approved on the Ph.D. Final Oral Committee Approval Form.
Committee's Page, available at http://www.grad.wisc.edu/education/completedegree/new_phd_title_page.pdf. (Not included in the dissertation pagination. Add your specific information to this template.)
Survey of Earned Doctorates (SED). Please follow the steps below to submit the survey online. Paper surveys will no longer be accepted.
To complete the SED online, first go to https://survey.norc.org/doctorate and provide basic information including your email address. You will then receive an e-mail with a unique PIN and password. Access the SED survey site using the URL, PIN, and password sent to you in this email, and complete the survey. You must advance past the certificate of completion screen, in order to submit the survey. Please print and bring the certificate of completion to your final review.
Publishing Agreement Form. This form is found in "Publishing Your Dissertation," pp. A4 and A5. You must sign the agreement form on the back, bottom part of p. A5. (The "Author Discount Form" on p. A6 is not required or endorsed by the Graduate School)
Three (3) extra copies of the Title Page. The title on one of the three copies is to have all equations, formulae, chemical symbols, and the like translated into words (for example, instead of "H2O", use "water").
UMI Abstract. This abstract is limited to 350 words and is in addition to any abstract that may be in your dissertation.
- Completed unbound dissertation on standard, white, 20 pound weight paper.
Step 4
DEPOSITING YOUR DISSERTATION
The copy of your dissertation will be retained by the Graduate School to be sent to Proquest Information Learning for microfilming and binding.
Step 5
PAYING FOR MICROFILMING & BINDING
After the Graduate School has approved your dissertation, you will be
authorized to go to the Bursar's office, 333 East Campus Mall #10501,
to pay the microfilming & binding fee of $90.00.
You can pay with cash, checks, and money orders. Credit cards are not
accepted. The Window hours are 7:45 a.m. - 4:00 p.m., Monday through
Friday.
If you are registering copyright of your dissertation through
Proquest, you will also pay the copyright fee at the Bursar's office. The
copyright fee is now $65.00. Cash, personal checks and
money orders are accepted.
CONGRATULATIONS! You are done.
Other Information About Your Graduation
The UW-Madison Doctorates Completion Survey (DCS)
You will receive an email from the Graduate School before or after you deposit your dissertation, inviting you to participate in the UW-Madison Doctorates Completion Survey. This brief survey is sponsored by the Graduate School. It is part of a campus-wide effort to understand and address the needs and experiences of graduate students. Your response is very important and the information you provide will be treated confidentially. The survey will require less than ten minutes to complete. If you have any questions or concerns, please contact Eileen Callahan at ecallahan@grad.wisc.edu.
Transcripts
The Registrar posts degrees on official transcripts approximately four to six weeks after the end of the semester. Order transcripts at the office of the Registrar, 333 East Campus Mall 10101. Call 262-3811 for more information.
Diploma
The Office of the Registrar will send your diploma to your DIPLOMA
address approximately 12 weeks after degree conferral. Update your Diploma address via
My-UW prior to leaving campus.
International students: you MUST enter your DIPLOMA address via My-UW to receive
your diploma.
Commencement - December and May
If you want your name to be printed in the commencement program, you must inform your department early in the semester of your intention to graduate. You may attend the ceremony even if your name is not included in the commencement program. August does not have a commencement ceremony. If you plan to graduate in August, you may attend either the May or the December ceremony by calling the Secretary of Faculty Office at 262-3956 to have your name printed in the program. Cap and gown rentals are at University Bookstore. Guests can attend without tickets.
For More Information
Contact:
Degree Coordinator
217 Bascom Hall, 500 Lincoln Drive
(608) 262-3011
gsacserv@grad.wisc.edu
Pre-checks: 9:00-9:30 a.m. daily (no appointment needed)
Final reviews: By appointment only, call 262-2433. Reviews normally take about 15 minutes. Our regular dissertation review appointment times are 10:00 a.m. to 11:00 a.m. Monday through Thursday and 1:00 p.m. to 2:00 p.m. Monday through Friday. /*Please note that there may be occasional dates when our degree coordinators are completely booked or otherwise unavailable, so as stated above please call ahead to make an appointment and ensure availability. In December and May we will also have Friday morning dissertation review times from 10:00 a.m. to 11:00 a.m.*/
Bursar's Office
333 East Campus Mall #10501
7:45 a.m. - 4:00 p.m. Monday - Friday