Graduating soon

1. Graduating soon? What you need to know . . .

2. Filing Fee for MS Students Intended for the last quarter you are in the program Must have completed all course requirements (including EE 297 Seminar) If MS and staying to PhD you are ineligible for Filing Fee option If you only have to complete your MS project or file your master’s thesis and you are NOT continuing in the PhD program, you may be eligible for Filing Fee If a second quarter is needed, you must submit a letter explaining why an additional quarter is needed to complete your degree.

3. Filing Fee for PhD Students Intended for the last quarter you are in the program All requirements complete except the final oral and/or filing your dissertation Filing fee is only good for one quarter, you must file by the end of the interim period If you don’t think you are going to make the deadline, see Deeona prior to Friday of 10th week to discuss your options

4. Filing Fee Procedure Submit Filing Fee Application by the beginning of the 2nd week. Graduate Division Website WWW.GDNET.UCLA.EDU Master’s Filing Fee Application Doctoral Filing Fee Application Complete, Print & Sign Advisor’s signature only required for MS thesis option or PhD filing. Students on the MS project option do not need their advisor’s signature. If you have paid your registration fees already and would like to change to filing fee status, you must withdraw from the program following the refund schedule. Forms available in our office.

6. Filing Fee & Health Insurance Students on filing fee status are not eligible for health insurance unless……. You pay full registration fees, then withdraw from the program with less than 100% refund. Your refund would be minus the MIP fee This is an option to keep your health insurance at a reasonable cost.

7. Maximum Number of Filing Fee Quarters Ph.D. – 1 M.S. – 2 for domestic & permanent residents, 1 for international International Students ONLY (additional requirement due to VISA regulations) If you do not complete your degree requirements and a second quarter of filing fee is needed, your advisor must provide a letter explaining why you need an additional quarter before the 2nd filing fee application is approved. Filing fee application and letter must be submitted and approved by DCISS and gain their approval before turning into EE Office of Student Affairs. If you are doing 2nd term FF, then must submit by end of 1st week of the quarter.

8. Additional Notes on Filing Fee Students must have Advanced to Candidacy before submitting Filing Fee Application Once on filing fee you are no longer considered a student and must re-apply if you later decide to continue enrollment (see Deeona for additional guidance) Limited to 12 hours of University Resources (i.e., lab, faculty time, staff time) Under Filing Fee you are not supposed to be on campus (i.e. limited library privileges, not supposed to be in labs, etc.)

9. Completing a Master’s Degree? THESIS OPTION: Make sure your Program of Study is current and up-to-date. The Advancement to Candidacy form is due by April 8 for Spring graduation (the only signature required is yours). Forms are available on the Graduate Division website WWW.GDNET.UCLA.EDU. Nominate your master’s thesis committee www.gdnet.ucla.edu Attend one of the Thesis & Dissertation Meetings. File thesis with Graduate Division & Library. Email Deeona once you have successfully filed, include the date you filed and include a copy of your title page.

10. Completing a Master’s Degree? COMPREHENSIVE PROJECT OPTION: Make sure your Program of Study is current and up-to-date. The Advancement to Candidacy (ATC) form is due by April 8 for Spring Graduation (the only signature required is yours). Forms are available on the Graduate Division website WWW.GDNET.UCLA.EDU. Register for EE 299 during your last quarter registered in the MS program. Present project to advisor before June 3rd for Spring. Sample 299 projects and slides are available to view in the EE Student Affairs Office. Turn in Project & Presentation (hard copy) with graded MS Project Seminar form to Student Affairs Office (form at www.ee.ucla.edu – under Forms and Petitions). E-mail Deeona .pdf copies of your project and presentation (2 separate files).

11. Completing a PhD? You must be registered and enrolled the quarter you file or the quarter before you file. If you are registered you do NOT need to submit a Filing Fee Application. If you are graduating in the Spring and are not registered, you must have been registered Winter 2011. If you plan to graduate in Fall 2011 and were registered in the Spring 2011 or the Summer 2011 quarter, you may be eligible for the doctoral filing fee option.

12. Completing a PhD in the Summer? If you are not registered in the Spring quarter, i.e., on filing fee or a leave of absence, and you want to file in the Summer or the following Fall, you can enroll in 4 units of Summer Sessions. Cost for Summer enrollment is ~$1300. You Must notify Deeona by JUNE 10th so she can set up a 599 course and enroll you for Summer Sessions. If you enroll in Summer Sessions you may be eligible for Filing Fee status in the Fall.

13. Thesis & Dissertation Meetings for Spring Sunday, April 3, 2011 MS thesis – 1:30 p.m. PHD dissertation – 2:30 p.m. Young Research Library West Electronic Classroom Room 23167

14. Filing Deadlines SPRING May 31, 2011 Interim filing Deadline (Summer Degree): Between June 1 – 17, 2011* *If you register or have paid the filing fee, you do not have to pay any more money to graduate but your degree is awarded the following term.

15. Certificate of Completion Obtained from the Registrar’s Office. States that degree requirements are completed and the conferral date of degree. PhD Students may request a certificate of completion immediately after filing their dissertation. MS Thesis students may request a certificate of completion immediately after filing their thesis (assuming all grades are posted for lecture courses being applied toward degree) MS Project students may request a certificate of completion after all grades are posted for lecture courses being applied toward degree and AFTER Deeona has reported completion of project requirements (if you need this early for some reason, you must tell Deeona ASAP).

16. MS to PHD? Students admitted originally to the M.S. program or MS/PhD program must complete all M.S. program requirements with a GPA of at least 3.5 in order to be considered for admission into the Ph.D. program. Students may apply for admission to the Ph.D. program during their last quarter of M.S. studies. However, if granted, approval will be conditional on completing all M.S. program requirements within the time limit. If you are unsure if you were admitted to the MS or MS/PhD program, you can check with any of the EE Graduate Staff. Admission to PhD Program Forms & Procedures: www.ee.ucla.edu/Current-forms.htm

17. BAR Account after Graduation Even though you graduate with your MS or PhD degree, registration fees are automatically assessed for the following quarter. You can: Ignore the bill and it will eventually go away (assuming all other charges were paid in full). Go on to URSA and declare non-attendance for the term. Fees will de-assess overnight.

18. CEREMONY The HSSEAS graduation ceremony is held once a year: Saturday, JUNE 11, 2011, 9 am at Drake Stadium Optional attendance You will receive an invitation from HSSEAS TICKETS are required You need a ticket for yourself and for up to 8 guests Very important that you read all email and reply by the stated deadlines

19. CEREMONY continued Students who graduate in Summer or Fall may request to participate in the ceremony. Students may request VISA letters for family/friends coming to ceremony (see ceremony website) Ceremony website http://www.seasoasa.ucla.edu/seniors/commencement/home-page-commencement

20. Regalia Information MS Students – MAKE CERTAIN YOU RECEIVE THE GOLD HOOD. The orange hood is for Master in Engineering. We no longer offer Master in Engineering Degrees. Your degree with our department is a Master of Science in Electrical Engineering. You should have the GOLD hood.

21. DOCTORAL HOODING CEREMONY The campus-wide doctoral hooding ceremony is held once a year (typically the Thursday before HSSEAS graduation). Optional attendance. PhD students who file by May 31 will automatically receive an invitation from the University Graduate Division. Last year students were limited to 4 guest tickets – and tickets must be requested. If you wish to purchase your PhD Regalia instead of renting, you must follow the procedure outlined by the Graduate Division’s email. Very important that you read all email and reply by the stated deadlines.

22. DOCTORAL HOODING CEREMONY Held in Royce Hall on Thursday, June 9, 2011 (5:30 reception and robing, 6:45 processional line-up, 7:00 procession begins) RSVP required!! Students are usually hooded by one of the Chancellors

23. Useful Websites EE Department: www.ee.ucla.edu Graduate Division: www.gdnet.ucla.edu/current.html Thesis & Dissertation Rules & Regulations Publication: www.gdnet.ucla.edu/gasaa/library/thesisintro.htm Diploma FAQ: www.registrar.ucla.edu/faq/diplomafaq.htm

24. QUESTIONS?