School of Medicine Graduate Degree Completion

1. School of MedicineGraduate Degree Completion

2. School of Medicine Web Site • www.medschool.vcu.edu/graduate/student_res/ index.html • Academic Calendar • Stages in Degree Completion • Graduate Program Checklist • Oral Exam Scheduling in GradTrak • Graduation Application

3. Deadlines/Fall 2008 • September 26 – Deadline for Submission of Graduation Application • November 14 – Suggested Last Day to Submit Notice for Defense • December 1 – Suggested Last Day for Defense • December 11 – Firm Deadline for Completion of Signature Pages

4. Completing Your Degree • Advisor / Committee agreement on document content – Committee meeting held to ensure mutual understanding • Update Committee form if necessary • Ensure compliance with all other degree requirements (GPA, course requirements, etc.) • Check availability of Advisor, Committee members for review of thesis/dissertation and participation in final examination

5. Initial Steps • Register (you must be enrolled in the term in which you complete your degree requirements) • Submit a Graduation Application (a fresh Graduation Application must be filed in the semester in which completion is planned – there is no “carry over”

6. Graduation Application • Part I – signed by Advisor and Program Director (Section B), bring to SOM Office of Graduate Education • Part II – signed by Candidate and must accompany Part I • YOU DO NOT NEED TO SUBMIT PART III

7. Scheduling the Defense/Final Examination In advance, consult with Advisor and Committee members to plan date, time, place and time needed to read/review thesis/dissertation Thesis/dissertation distributed to Committee and SOM Dean’s office a minimum of two weeks in advance of the examination Follow GradTrak Protocol

8. Creating the Defense Form Make the appropriate entries of time, place, date and nature of the defense in the GradTrak system Print the Form and use to secure the required signatures Collect Committee signatures as you distribute the thesis/dissertation

9. Scheduling the Defense/Final Examination Use Defense Formto confirm receipt of thesis/dissertation draft and awareness of scheduled defense by Committee members Bring completed Defense Form and a copy of the thesis/dissertation draft to School of Medicine Office of Graduate Education two full weeks in advance of the scheduled date (ten working days)

10. Defense and Document Your thesis/dissertation defense is an oral examination on your research and your demonstrated ability to present the rationale for your study, the work conducted and its interpretation – your Committee votes to determine if this performance was satisfactory (pass or fail)

11. Defense and Document The document in which you have described your research (the thesis / dissertation) is also subject to Committee approval Approval is rendered by the signature of the Committee members and the Department Chair on the Thesis/Dissertation Signature Page

12. Thesis / Dissertation www.medschool.vcu.edu/graduate/student_res/ index/.html • Guidelines for Processing Theses and Dissertations VCU Library site Thesis and Dissertation Manual • Thesis / Dissertation Signature Page Format

13. Checklist ________ 1) Signature page ________ 2) Title page ________ 3) Acknowledgements ________ 4) Table of Contents ________ 5) List of Tables ________ 6) List of Figures ________ 7) List of Abbreviations ________ 8) Abstract ________ 9) Pagination for pages beginning chapters ________ 10) Figure Legends ________ 11) Table Titles ________ 12) Cover Sheet for References ________ 13) References ________ 14) Cover Sheet for Appendices ________ 15) Appendices ________ 16) Vita ________ 17) Other

15. Thesis/Dissertation Copies Paper – Paper labeled “bond, photocopier, laser, text, or opaque” meets the requirements for archiving. The technical standard is “acid free, 20-lb., bond” paper. Virtually all photocopier paper meets the standard. Format – Follow standards described in the VCU Thesis/Dissertation Manual Copying - No constraints

16. After the Defense www.medschool.vcu.edu/gradiate/stidemt_res/ index.html • After the Defense Complete corrections, with approval of advisor obtain signatures from Committee members and Department Chair on two copies – sign in black ink please • Survey of Earned Doctorates Form 2008 – 09

17. Electronic Thesis/Dissertation Consult with your advisor and program director first to determine if/how this is an option for you You must complete the Thesis/Dissertation Signature Pages in all cases Consult with the Library for the protocol for the Electronic submission

18. Final Contact with SOM Office of Graduate Education Bring two copies of thesis/dissertation signature pages with original signatures in black – up to and including Chair signature -- to School of Medicine Office of Graduate Education – do not obtain Deans’ signatures (SOM, Graduate School) yourself If Ph.D., bring completed Survey of Earned Doctorate Form On submission of your signature pages the SOM forwards your finalized Graduation Application

19. Final Contact with SOM Office of Graduate Education Dr. Chlebowski will secure/execute signature of Dean of the School of Medicine YOU will secure the last signature, that of the Dean of the Graduate School – the Graduate School is on the Monroe Park Campus near Cabell library

20. The Graduate School Take your signature pages and forms to Moseley House, 1001 Grove Ave., the VCU Graduate School The Office will render Dr. Boudinot’s signature,and assist in making any additional copies of the completed Signature pages If Ph.D. turn in your Survey of Earned Document form

21. Monroe Park Campus Grad School and Library • Campus Connector Shuttle Stop on Cathedral Place • 3 – Cabell Library • 7 – Moseley House - VCU Graduate School

22. Thesis/Dissertationto TML www.medschool.vcu.edu/graduate/student_res/ index.html • Guidelines for Processing Theses and Dissertations VCU Library site Binding Processing Form Special Collections and Archives Agreement Form Dissertation Publishing Agreement Form OptionalThesis Publishing Agreement Form

23. Thesis/Dissertationto TML Make arrangements for recovery of bound thesis/dissertations with Department • Cover Letter for Department Payment of Thesis/Dissertation Binding Completed signature pages are returned Take appropriate forms and copies for binding to Cabell Library (Monroe Park Campus) making additional copies of signature pages as needed

24. Delivery of Dissertation Cabell Library – Monroe Park Campus Shuttle bus from Sanger stops in front of Cabell Second Floor - Room 201 (Business Office) Open 8:00 – 5:00 M - F Take all copies for binding and required forms and be prepared to make payment (MasterCard, Visa, Discover, cash, check, or money order) or if advisor/department funds are to pay: • Cover Letter for Department Payment of Thesis/Dissertation Binding

25. Return of Bound Copies Unless you request that copies be mailed to you, all copies are returned to your Department. Please make arrangements for notification, distribution, etc. with your department. Binding requires 3-6 weeks but we do not have a mechanism for tracking progress.

26. Documentation of Degree Completion • If documentation of degree completion is needed before the end of the term please see Dr. Chlebowski • Degree is awarded as of the end of the term (not the date of Commencement) • “Degree awarded” will NOT appear on an official transcript until January