SDSU/UCSD Ph.D. GRADUATION CHECKLIST
Pre-dissertation defense:
- Write dissertation according to UCSD formatting guidelines, not
SDSU; the file, commonly referred to as the blue book, can be
downloaded as a PDF from the OGS webpage: Dissertations_Theses_Formatting_Manual.pdf
- Register for BIOL 899 at SDSU for the semester you are graduating
- Schedule defense date with your committee
- Apply and pay ($55) for Graduation with the Grad Division at SDSU (check SDSU academic calendar for graduation registration deadlines!)
- Receive permission from coauthors, journal and Dean at UCSD (Dr. Kim Barrett) to use published material in the dissertation – (NOTE: This needs to be done by the defense date; this can take awhile)
- fax permission signatures are acceptable
- Make preliminary appointment with OGS (Academic Affairs unit) at UCSD prior to the defense date to check the dissertation – (858) 534-9012
- Request and obtain permission from OGS to use published, coauthored and/or copyrighted material in the dissertation
- Check that each dissertation copy is completed and the pagination is correct
- Make sure the Table of Contents and List of Figures and Tables agree with the pagination of the dissertation
- Make sure the title page, copyright or blank page, signature page, Table of Contents, and abstract pages are formatted properly
- Make sure the year is correct on the title, signature and abstract pages
- Make sure the degree title is written as it appears in the General Catalog
- Make sure the title of the dissertation is the same on the title page, abstract and final report (JDP5 form)
- Make sure the name is the same on the title page, signature page, abstract page, Degree and Diploma Application and University Microfilms, Inc. Agreement form as appears in the academic records
- Make sure the name of the chair is the same on the title page and abstract
- Abstract word limit is 350 words
- Obtain University Microfilms, Inc. Agreement form
- Make sure I know what money to bring with me (no money from UCSD unless you are copyrighting the dissertation)
- Submit dissertation to committee ~2 weeks prior to the defense date
- Pickup JDP5 form from SDSU Biology Department: “Report of the Final Examination and Filing of the dissertation for the Degree of Doctor of Philosophy in Biology.” You must have this form signed by all participating committee members immediately following the presentation of your defense.
- Pickup Degree and Diploma Application (Contact Cathy Pugh,UCSD Biology Graduate Student Affairs, Room 1028 B Pacific Hall (858) 534-0181 or cpugh@ucsd.edu)
- Note: Pick up General Petition if filing between academic quarters. You will be informed if this petition is needed when you contact Cathy Pugh for the Degree and Diploma Application.
Post-dissertation defense:
- Defend the dissertation and have committee sign the JDP5 form and Original signature page (Black ink only for both)
- Modify the dissertation based on the committee’s suggestions and make final appointment with OGS at UCSD (depending on how busy they are this could take awhile) – (858) 534-3555
- Get the UCSD Dept. / Group Chair’s signature prior to the Final appointment with OGS
- Final appointment: Submit completed dissertation to Grad and Research Affairs at UCSD
- Final appointment at UCSD:
- Check that all requirements are met
- No outstanding debts, library books, etc.
- Corrections have been made from the first appointment with OGS
- Proper formatting throughout the dissertation
- 2 complete copies of the dissertation on 100% cotton paper (unbound, single-sided) and proper margins in two clasp envelops
- Check pagination and make sure no blemishes exist
- Check table of contents and figure/table list against pagination in dissertation
- Entries on the table of contents and figure/table list should match the headings/captions in the text
- Correct year on title, signature and abstract page
- Exact degree title as in the Graduate Catalog
- Make sure the name is the same on the title page, signature page, abstract page, Degree and Diploma Application and University Microfilms, Inc. Agreement form as appears in the academic records
- Make sure the name of the chair is the same on the title page and abstract
- 4 additional copies of the abstract and 3 additional copies of the title page (on any paper)
- If copyrighted, completed UMI form and money if UMI will register it for you
- 350 word abstract
- Completed agreement form for UMI, Survey of Earned Doctorates and OGS Survey
- Signed JDP5 Form by all committee members and Chair of the department
- Original copy of the signature page (no proxy signatures) in ink
- Completed Degree and Diploma Application
- Submit both copies to the Mandeville Special Collections Library
- Return to OGS with the remaining copies of the Final Report (JDP5 form)
- After done at UCSD go to the Graduate Division at SDSU
- Bring copy of the dissertation
- Bring JDP5 Form (leave with the Grad Division)
- Bring additional copy of the title and signature page
- Fill out the Dissertation Clearance sheet
- Fill out the Survey for SDSU
- Immediately after the Grad Division, take dissertation and Clearance sheet to Montezuma Publishing to pay for binding. Please note that we have been informed that there is also a fee associated with binding your dissertation at UCSD as well.
Revised 8/18/08
