The
Three D's:
Deadlines, Defending, & Depositing
Your Ph.D. Dissertation
August 2009 through January 2010
Graduate School Degree and Dissertator Deadlines 2009-2010
Fall 2009-2010
| September 1 | Dissertator eligibility |
| November 30 | Request for all master's and Ph.D. degree warrants |
| December 18 | Degree deadline |
| December 21 - January 15 | Spring degree "Window period"** |
Spring 2009-2010
| January 15 | Dissertator eligibility |
| April 23 | Request for all master's and Ph.D. degree warrants |
| May 14 | Degree Deadline |
| May 17- June 11 | Summer degree "Window period"** |
Summer 2009-2010
| June 11 | Dissertator eligibility |
| July 30 | Request for all master's and Ph.D. degree warrants |
| August 20 | Degree deadline |
| August 23- September 1 | Fall degree "Window period"** |
** Important Note: The "Window Period" is the time between the end of one degree period and the beginning of the next. You must register 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.
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 you 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 packet to your department. Please make special note of the additional forms you need to complete and bring with you for your final review.
The final packet includes:
Final oral defense warrant. Type names of committee members on the warrant in the same order they appeared on the Ph.D. final oral approval form.
Committee's page. Type your dissertation title, name, date of examination, and year degree to be awarded on this form. Your five committee members must sign this form.
-
Publishing agreement form. This form is in Publishing Your Dissertation, pp. A4 and A5. Answer questions #1 - 11 on A4 and sign the Dissertation Agreement on the bottom of page A5. If you are retaining and registering copyright, sign the separate ProQuest Authorization to Apply for Registration of My Claim to Copyright.
- Survey of Earned Doctorates.
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.
Dissertation review appointment times are 10:00am to 11:00am Monday through Friday and 12:30pm to 1:30pm Tuesday through Friday. Reviews normally take about 15 minutes.
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 materials 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 (Do not hand write.)
Survey of earned Doctorates
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. A4. (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 must be signed by your advisor 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 THE 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. - 4:25 p.m., Monday through
Friday.
If you are registering and retaining copyright of your dissertation through
Proquest, you will also pay the copyright fee at the Bursars 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@bascom.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@bascom.wisc.edu
Pre-checks: 9:00-9:30 a.m. daily (no appointment needed)
Dissertation final reviews: 10:00am to 11:00am Monday through Friday, and 12:30pm to 1:30pm Tuesday through Friday (by
appointment only, 262-2433)
Bursar's Office
333 East Campus Mall #10501
7:45 a.m. - 4:25 p.m. Monday - Friday