Finishing Your MS Degree

1. Finishing Your MS Degree Unofficial information for graduate students in the CEE department at Virginia Tech READ ALL PAGES 1

2. Steps to Complete Your Degree Meet with advisor/committee and agree upon a date for your final. Thesis students: meet with advisor about your paper. Complete and obtain signatures--several forms (listed with links in this document) Request a room for final/defense—email Jeny with date and time to reserve Observe and adhere to deadlines (link pg. 4) Finish forms early so that you can concentrate on completing your academic coursework A Glossary is included on the last page 2

3. Major Requirements You must have an approved Plan of Study You must coordinate with your advisor/committee on a date to take your final/defend. You must be registered for classes in the semester you plan to take your final (research, class or defending student status—DSS) You must apply for your degree (AFD form) http://www.grads.vt.edu/forms/academics/Application_for_Degree_or_Certificate.pdf ) You must apply to be admitted to the final (final exam request form) http://www.grads.vt.edu/forms/academics/Request_to_Admit_Candidate_to_Final_Exam_NonThesis_EdS.pdf If you are completing a THESIS, you must submit your electronic thesis http://etd.vt.edu (complete instructions there) and make sure your faculty turns in the ETD approval form http://www.grads.vt.edu/forms/academics/ETD/Thesis_Dissertation_Approval.pdf . Detailed information for THESIS OPTION, page 8. 3

4. You owe it to yourself to complete this process: follow through and receive your degree Help is available—Jeny Beausoliel jeny15@vt.edu; (703) 538-8431 DEADLINES— http://www.grads.vt.edu/academics/dates_deadlines/commencement_deadlines.html Jeny Beausoliel signs the DSS and final exam forms AFTER your advisor/committee has signed as needed 4

5. Registration – Two Kinds Regular – register for class online for three or more hours Special – also called Defending Student Status (DSS) You do NOT register online Fill out a Defending Student Status form: http://www.grads.vt.edu/forms/index.html Caution: special deadlines apply to DSS. Read the form carefully for additional necessary forms. Contact the Graduate School for deadlines and more information A person can be DSS anytime during a summer semester 5

6. DSS Registration, cont. International students may defend within the first 15 days of the semester OR any time during the semester using DSS, IF your principal activity is other than being an F-1/J-1 student enrolled full-time in pursuit of a degree (i.e., already on OPT or Academic Training). See http://www.grads.vt.edu/igss/general_info/faq.html for more information. International students should check with Ruth Athanson or Zelma Harris in our Immigration Office (110 Graduate Life Center) to see if they qualify for the October 1st DSS deadlines or will be held to the first 15 days to defend rule (September 9th) required by SEVIS and immigration policy. Spring 2012 Students must turn in their DSS and Final Exam forms by February 3rd (first 15 class days or 2 weeks prior to defense, whichever comes first). They can defend by March 1st without permission from Dr. DePauw. After March 1st they need to have permission for a late exam under DSS from Dr. DePauw. 6

7. Application for Degree (AFD) The AFD alerts the Graduate School of your plans to complete your degree that semester Complete the AFD through your HokieSPA account by the posted deadline Fill out the form for the semester that you will complete your final The $25.00 fee is good for one year If you do not finish in the semester you applied for your degree, e-mail the Graduate School to inactivate your AFD, then re-apply for the correct semester 7

8. Request a Final Exam Form Confirm a date and time with your faculty BEFORE completing this form Be aware of time constraints for faculty—including holidays—that occur during the time frame you are considering This form confirms your plan to defend with the Graduate School You MUST turn in the form to the Graduate School TWO WEEKS before your final Upon submission, the Graduate School generates a final exam card and an email Your final exam card will be sent directly to your advisor/chairman Upon receipt of your completed final exam card, the Graduate School will send you an official e-mail regarding the outcome of your exam 8

9. Electronic Thesis For students pursuing the thesis option: Instructions are located in the e-mail sent by Graduate School which officially schedules your defense A thesis must be submitted electronically within TWO WEEKS following the final exam It is the student’s responsibility to make sure that the faculty has turned in the ETD approval form IF the two week deadline (above) has passed, your advisor must send an e-mail explanation to the Graduate School If you are granted special permission to take your final after the posted “last day to defend,” you will have less than two weeks to submit your electronic thesis If your thesis is NOT submitted by the “last day for all requirements,” you will have to register again to submit your thesis 9

10. Summary Obtain an approved Plan of Study Decide on registration for class—regular or special—and REGISTER Apply for your degree (AFD) Request a final exam (form) Defend and confirm with your advisor that you have completed all requirements If THESIS, submit your electronic dissertation and confirm that the faculty turns in the ETD approval form. Check your VT e-mail account to see if changes need to be made to the ETD. Respond accordingly Check your Graduate Student Requirement Checklist on your HokieSPA account 10

11. Glossary AFD – application for degree DSS – defending student status ETD – electronic thesis and dissertation web site Final Form – Request Candidate to the Final Exam form Final Exam – any final work such as an oral exam, project presentation or a thesis defense 11