Graduate College Handbook |
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Chapter 7. Finishing UpAcademic RequirementsApplication for Graduation (Diploma Slip)Application for graduation should be made by the end of the first week of the semester (fall or spring) in which the student expects to receive the degree, or by the last day of the spring semester when wishing to graduate during summer session. To apply for graduation, the student is required to submit to the Graduate College a signed "Application for Graduation" form, available in the program office or on the web at http://www.grad-college.iastate.edu/forms/forms.html. Before submitting this form, a student must have submitted and had approved by the Graduate College a "Recommendation for Committee Appointment" form and a "Program of Study" form. Also the student must have been fully admitted to a program and met the Graduate English requirement (for nonnative English speakers). Graduation may be delayed if the "Application for Graduation" form filing deadline is not met. If it becomes apparent that a student cannot graduate during the indicated term, he/she should call the Graduate College (515-294-4531) and cancel the "Application for Graduation" form. The student must then file a new form for the next planned term of graduation. Upon submitting the application for graduation, all thesis students will be charged a one-time, nonrefundable $100 thesis fee by the Graduate College. This fee will be billed to each thesis student’s university bill to cover thesis review and processing, thesis technical assistance, and printing and binding fees for the ISU library copy. Final Oral ExaminationsMost master’s students and all Ph.D. degree candidates must pass final oral examinations. The final oral examination must be held by the final oral examination deadline date for the semester in which the degree is granted. All coursework in the program of study must either be completed or in progress before the final oral examination can be scheduled. This examination is oral; it may also include a written component if specified by the student’s program of study (POS) committee. Graduate students must register at Iowa State University for the equivalent of two credits, or for the R-credit course GR ST 600 (Examination Only) if no course work is needed, during the semester in which the final oral examination is taken. Taking only an R-credit course where the fee is not equivalent to the 2-credit minimum charge is not acceptable for the term of the final oral examination. If the examination is taken during the interim between terms (including the first day of classes), registration can be for either the term before or the term after the examination is held. International students, even those in their final term, must be registered full-time or previously approved by the International Students and Scholars (ISS) to reduce their course load. The following conditions must be met before the "Request for Final Oral Examination" form is submitted to the Graduate College:
The master’s final oral examination is conducted after the thesis is finished, if a thesis is required. The thesis and nonthesis final oral examinations are comprehensive, oral, and may include written sections. The Ph.D. final oral examination, conducted after the dissertation is finished, is oral and often limited to a defense of the dissertation. To receive the degree at the end of a given semester, the student must hold the final oral examination before the final oral examination deadline for the semester. The candidate is responsible for initiating the "Request for Final Oral Examination" form, which must be submitted to the Graduate College at least three weeks before the examination.When a final oral examination includes a defense of the thesis or dissertation, the candidate must submit copies of the manuscript to members of the POS committee at least two weeks before the examination. A committee member who does not receive the thesis at least two weeks before the final oral examination may cancel the examination. The entire POS committee must be convened for the final oral examination. Any request to change the makeup of the committee needs to be submitted in writing to the Graduate College and approved by the Dean of the Graduate College before the final oral examination is held. The request must be signed by the student, all committee members involved in the change, and the DOGE. With the approval of the major professor and concurrence of the candidate, interested faculty members and graduate students may attend final oral examinations and, at the invitation of the major professor, may ask questions. In some cases, it may only be possible to convene the committee in a timely manner if one of the committee members participates at a distance. This is permitted if the distance participation is agreeable to all committee members, if the mode of communication permits the full participation of the committee member at a distance, and if the Graduate College is notified in advance of the examination in writing by the major professor and advised who will sign for the distant committee member at the conclusion of the examination. The preferred method of distance participation is video conferencing, but speaker phone is acceptable in cases where visual presentation is not critical. The distant committee member must participate for the entire examination. The "Report of the Final Oral Examination" form must be submitted to the Graduate College immediately after the examination. On this form the POS committee indicates whether the student
In a final oral examination, if one member of the committee votes not to pass the candidate, each member of the committee must forward to the Dean of the Graduate College in writing a justification for his/her vote. If more than one member of the committee votes not to pass the student, the candidate does not pass the examination. Terminating a Student after the Master’s Degree. This is sometimes referred to as a "terminal master’s" degree. Most master’s degrees are scholarly achievements in their own right. There are occasions when the program or the POS committee judges that a student should not go beyond the master’s level. In such cases, on the "Report of Final Oral Examination" form for the master’s degree, the major professor should note in the "Comments" section that this is to be a terminal degree. If requested on this form, a hold will be placed on future registration of that student. This notation does not appear on the student’s transcript. Registration for Students Not Required to Take Final Oral ExaminationsGraduate students who are not required to take a final oral examination should complete all required coursework on the POS prior to or during the term of graduation. Any transfer credits must be completed the term before the graduation term and follow normal transfer rules. Thesis or DissertationA master’s thesis is a scholarly composition that demonstrates the ability of the author to do independent and creative work. It explores in some depth a problem or issue related to the major field of study. Although considerable variations in format and style are acceptable, precise expression, logical construction, and meticulous attention to detail are essential. A thesis is required in all fields in which a master’s degree is awarded, except where specific provision is made for a nonthesis degree program. A minimum of three research credits is required on every program of study for a thesis master’s degree. A doctoral dissertation must demonstrate conclusively the ability of the author to conceive, design, conduct, and interpret independent, original, and creative research. It must attempt to describe significant original contributions to the advancement of knowledge and must demonstrate the ability to organize, analyze, and interpret data. In most instances, a dissertation includes a statement of purpose, a review of pertinent literature, a presentation of methodology and results obtained, and a critical interpretation of conclusions in relation to the findings of others. When appropriate, it involves a defense of objectives, design, and analytical procedures. Dissertation research should be worthy of publication and should appear in appropriate professional journals or in book form. Since satisfactory completion of the thesis or dissertation can constitute one of the most gratifying experiences in graduate study, the document should reflect the highest standards of scholarship, serving as a measure of quality for the student, major professor, the program, and Iowa State University. Responsibility for writing and editing of the thesis or dissertation rests with the student, under the supervision of the major professor, and not with the Graduate College. The Graduate College does not permit joint authorship of theses or dissertations. It is the responsibility of the major professor to supervise the preparation of preliminary and final drafts of the thesis or dissertation, so as to assure the highest level of quality when the student presents the thesis or dissertation to the committee for final approval. Starting Fall 2006, all theses and dissertations will be submitted electronically after the final oral examination is held. Please browse the Graduate College’s Web site (http://www.grad-college.iastate.edu/degree/thesisrequirements.html) for new requirements, revised fees, and other pertinent information. Thesis/Dissertation Submission RequestSince theses and dissertations are now submitted electronically, a signed signature page is no longer required. However, the Graduate College still needs the approval of the committee and program before it can review the final copy of the document and deliver it to the university's microfilming company (ProQuest/University Microfilms). A "Thesis/Dissertation Submission Request" form available from the Graduate College's Website at http://www.grad-college.iastate.edu/forms/forms.html must be completed and mailed, emailed with an attachment, faxed, or hand carried to the Graduate College office in 1137 Pearson Hall by the published deadline each term. After the form is received, the student is given approval to sign on to ProQuest's Website and submit their thesis electronically for review and final deposition. Creative ComponentMost nonthesis students must present substantial evidence of individual accomplishment (e.g., a special report, capstone course, integrated field experience, annotated bibliography, research project, design, or other creative endeavor). A minimum of two credits of such independent work is required on those programs of study (POS). Some programs require more credits; these are specified in the Iowa State University Catalog. The element of creative independent study must be explicitly identified on the POS. The format of the creative component is determined in cooperation with the POS committee. As with a thesis, a creative component should be submitted to members of the POS committee two weeks before the final oral examination. However, no final submission of a creative component is turned in to the Thesis Office or Graduate College for review and approval. Graduate Student Approval Slip for GraduationEvery candidate for an advanced degree is required to complete a "Graduate Student Approval Slip for Graduation" form. It is sent to the major professor or program to give to the student after the "Request for Final Oral Examination" form is received and approved by the Graduate College. Signatures are required of the major program, the Graduate College thesis specialist (for those completing a thesis or dissertation), and the Graduate College. Final clearance of academic requirements will be made when current term grades have been submitted and evaluated by the Graduate College. All incompletes from previous terms must be completed by the deadline for completion of the Graduate Student Approval Slip. An incomplete, non-report, or failing grade that a student receives for the term of graduation will result in removal from that term’s graduation list. The student will need to complete a new Application for Graduation and Graduate Student Approval Slip for the new term of graduation. If a conditional pass was recommended at the final oral examination, the major professor and the committee members, if so specified, must notify the Graduate College in writing no later than the due date for the Graduate Student Approval Slip for the term of graduation that the conditions have been met. Shortly after the submission of the “Application for Graduation” form, a one-time, nonrefundable thesis fee is billed by the university accounting system. In addition, a graduation fee will be assessed by the Registrar’s Office. This fee is nonrefundable if a student does not cancel his/her graduation by the Graduate College’s cancellation deadline. Financial Obligations for GraduationStudents who have outstanding financial obligations with the university are not permitted to receive a diploma until such obligations have been settled. This policy applies to U.S. and international students, to students who are sponsored by an agency outside the university, and to those who pay their own tuition and fees. Among the offices that place holds on graduation for financial reasons are the Loans Receivable Office, Accounts Receivable Office, Business Office/Contract Registration, and the International Education Services/Coordinated Billing System for Sponsored Students. Every attempt is made to notify students (whose names appear on the preliminary graduation list prepared by the Office of the Registrar during the sixth or seventh week of the semester) that they must arrange for fee payment before graduation. When a student’s education is financed through a contract with a sponsoring agency, ISU honors this contract by allowing the student to charge tuition and fees to the sponsor’s account and then bills the sponsor. In cases where the sponsor is one semester in arrears in making payments to the university, the student is notified and asked to assist in obtaining payment. Warning is given at this time both to the student and sponsor that the student may be prevented from further study and/or receipt of a diploma if tuition and fees are not paid by a specified date. If the sponsor does not respond by that deadline, the student’s degree is withheld until payment is received (although the diploma and transcript bear the originally anticipated date of graduation, if payment is made within six months of graduation). When sponsored students enroll at ISU, they are required to sign a statement of understanding regarding their responsibilities. Since the student is receiving the benefit of an education and degree, he or she—not ISU—is the principal contractor with the sponsoring agency. If the sponsor fails to meet its financial commitment, the student is held liable for payment before a diploma will be awarded. Graduation Ceremony ArrangementsParticipation in the graduation ceremony requires the appropriate cap and gown, which can be purchased or rented at the University Bookstore. For doctoral graduates, ISU provides the doctoral hood at the ceremony, which must be returned either on stage after the ceremony or to the Graduation Requirements Office (10A Alumni Hall, 515-294-2756) the following Monday. Starting with the Spring 2008 graduation ceremony, all doctoral students must either rent or purchase from the University Bookstore custom Ph.D. regalia for the ceremony. Doctoral students are responsible for making arrangement with their major professor to present them at the graduation ceremony. DiplomasApproximately one month before graduation, the Graduation Requirements Office emails graduating students at their in-session email address requesting information about attending the Graduate ceremony and providing future addresses. Diplomas are mailed by the Graduation Requirements Office (210 Alumni Hall, 515-294-2756) to all students approximately three weeks after graduation.Postage must be paid by the student for overseas mailings. Certification of DegreeIf a student has not yet received a diploma but needs evidence of the completion of degree requirements, the Office of the Registrar can provide a letter of certification. This letter of certification should be requested in the Graduate College upon completion of the Graduate Student Approval Slip and at least two days before the letter is needed. Registration Hold for GraduatesWhen a student receives a graduate degree, a hold on future registration will automatically be placed on that student’s record unless he/she previously has been approved to pursue a concurrent master’s degree. In order for this hold to be released so that the student may continue to register for courses, one of the following forms must be completed and sent to the Graduate College: A "Request To Transfer From One Major/Program/Department To Another" if the student is continuing in a different Master's or Ph.D. Program; a "PhD Track" form if a student wishes to continue taking classes but is not currently pursuing another degree, or a “Request to Transfer From One Major/Program/Department to Undeclared Nondegree” form if a student wishes to continue taking classes but is not currently pursuing another degree(only a total of 9 semester hours taken as an undeclared nondegree student may be later transferred to a graduate degree program at ISU). 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