Fall 2018 
      Checklist for GWS graduate students and faculty

August –September- All GWS 767 students should communicate with their advisor about the expectations and timeline for progress during the semester. Copies of these communications need to be kept by the student and the advisor.

September 20- last day to apply for a Dec 2018 degree
September 20- Last day for doctoral candidates for an Dec 2018 degree to submit a Notification of Intent (NOTIF) to schedule a final examination to The Graduate School.
November 2- last day to apply for Bonnie Cox research funding
November 8- Last day for candidates for Dec 2018 degree to submit the request for final exam form to The Graduate School.  
November 29- last day to sit for a doctoral defense
December 7- last day for all third semester students to form and meet with their doctoral committee
December 7- last day for the chair of a student’s advisory committee to inform the DGS in writing about the student’s progress on the dissertation. The chair of the advisory committee is also responsible for submitting a grade for GWS 767.

1. For those taking Qualifying Exams: 
Student Responsibilities:

 	Confirm that you have met coursework requirements (check your coursework sheet, discuss this with committee chair, check with DGS)
 	Work with your chair and committee to compile the Reading List
The reading list must be approved by all committee members.
 	Select a date and time for the written and oral exam
The student should work with the committee chair and committee to select a date and time for the written exam. The written exam is three weeks long. The oral exam must be passed within one month after the day the written exam is turned in. The student should send out a Doodle poll, in consultation with the chair. Once a date and time is determined, contact Michelle Del Toro for the room reservation.
 	Submit Request form for the Oral Exam
The request to schedule the Oral Qualifying Examination (see Appendix A) should be submitted to the graduate school t least two weeks prior to the date of the examination. The official form link to schedule the exam: http://www.research.uky.edu/cfdocs/gs/DoctoralCommittee/Selection_Screen.cfm The oral exam is conducted by all members of your committee and lasts up to
two hours. Typically, in the oral examination faculty members ask students to expand on and clarify their written answers to questions. Students must pass both parts of the exam (written and oral). Students will be informed no later than the end of the oral examination whether they have passed or failed the written and oral components of the examination.
 	Begin and end exam on agreed upon start and end date/time.
Make sure you have discussed with your chair who will send you the exam and who you should return the exam to once you have completed it.

 	Decide how each committee member will receive the written exam.
The student should ask each committee member whether an electronic copy or hard copy is preferable. If committee members prefer hard copies, it is the student’s responsibility to make copies and provide these to the committee member(s). 

Advisory Committee Chairs:
__Confirm that the student has met coursework requirements (check their coursework sheet, discuss this with student, check with DGS)
__Work with the student and committee to compile the Reading List
___On the day of the oral exam: Print and bring form to sign for Qualifying Exam 
You should have received a form from the Graduate School 2-3 days before the exam. If you have not received it via email 2-3 before the exam, contact the DGS asap. After it is signed, let the DGS know it is completed and place in the DGS mailbox. The DGS will forward it to the Graduate School. 

2. Dissertation Defense Checklist: 

For those planning to defend their dissertations this academic year: September 20th and February 20th are the deadlines for filing degree applications with the graduate school for academic year 2018-19: 
o	Apply for the degree via myUK: https://myuk.uky.edu/irj/portal 
Click on Student Services / myRecords / Graduate Degree Application
o	Submit a Notification of Intent (NOTIF) to schedule a final examination to The Graduate School: https://ris.uky.edu/cfdocs/gs/DoctoralCommittee/Selection_Screen.cfm 
Note: In order to provide sufficient time for the Graduate School to identify an outside examiner, you must submit the NOTIF a minimum of eight weeks prior to the anticipated defense date. 
o	Submit request for final exam to grad school: https://ris.uky.edu/cfdocs/gs/DoctoralCommittee/Selection_Screen.cfm  Please note that the request for final exam form must be received by the Graduate School a minimum of two weeks prior to the intended exam date, so be sure to submit it as far in advance as possible.

Due Dates: 
• _May degree - February 20 
• _August degree (early summer; degree conferred in August) - April 15 
• _August degree (late summer; degree conferred in September) - June 20 
• _December degree - September 20 

If you submitted a degree application for a previous semester, but did not graduate you must complete a new degree application for the current semester. 

NOTIF: A minimum of eight weeks prior to the anticipated defense date (but encouraged to submit sooner). The graduate school will appoint an outside examiner. In order to provide sufficient time for the graduate school to identify an outside examiner, you must submit the NOTIF a minimum of eight weeks prior to the anticipated defense date. Assigning the outside examiner typically takes 4-5 weeks. You will receive an email notification once an outside examiner has been assigned.
 
At least two weeks prior to examination, students are required to submit a Request for Final Doctoral Examination to the graduate school (See Appendix). The final examination must take place no later than eight days prior to the last day of classes of the semester in which you expect to graduate. Final examinations may not be scheduled during the period between semesters. Check the Graduate School Calendar http://gradschool.uky.edu/calendar for semester deadlines for the scheduling of final examinations. You have up to 60 days following the date of your defense OR by the end of the semester in which you plan to graduate (whichever comes first) to submit your dissertation to the Graduate School via UKnowledge. Check http://gradschool.uky.edu/calendar for semester deadlines. Within 2-3 days of submission, the Graduate School will review your dissertation and check the format to ensure that it meets all requirements. Note, the last few weeks of the semester are peak periods for dissertation submission, so it is best to submit your dissertation as soon as possible so that the final version can be accepted by the semester deadline. Dissertations must be prepared in conformity with the instructions published by the Graduate School. Specific formatting instructions and sample pages can be found at http://gradschool.uky.edu/thesis-dissertation-preparation.

3. General Reminders

à The dissertation proposal defense
The dissertation prospectus must be defended in front of the entire advisory committee. The prospectus must be defended within 6 months of passing the qualifying exam.
Prospectus components are listed in the GWS Graduate Handbook.

àGWS 767: This is a 2-credit course, but counts as the equivalent of full-time status. It is the residency credit for dissertation research after the qualifying examination. You may register for this course in the semester of the qualifying examination. After the qualifying exam, continuous enrollment (Fall and Spring) until the dissertation is completed and defended is required. (However, you do not need to be physically present on campus while enrolled for credit after the qualifying examination.) You can only register for 767 during the semester when you will complete the exam, which means that the written and oral parts need to be completed and evaluated before the end of that semester. Before you enroll in 767, you should have completed all other coursework. (If you have funding: The Graduate School will not cover any additional coursework if you are enrolled in 767. The only exceptions are certificate courses and remedial courses, and both require petitions for exceptions before you enroll in them).
Appendix A:
Online Required Graduate School Forms, Dates, and Procedures:  
Formation of an Advisory Committee: Your major professor and advisory committee should be formally appointed by the Graduate School before the end of your third semester of coursework. This will require completion of the online "Doctoral Advisory Committee Request" form.  Every effort should be made to maintain the same committee composition throughout your tenure as a doctoral student.  Should a change be necessary, for example when a committee member leaves the university or retires, a formal request must be made to and approved by the Graduate School.  To do this you must complete a "Doctoral Advisory Committee Modification Request" form. Additionally, you need to notify the DGS and department manager when you form your committee.
The Qualifying Examination: At a minimum, you must complete the equivalent of two years of residency (36 graduate credit hours) to be eligible to sit for the qualifying examination. The request to schedule the qualifying examination must be submitted to the Graduate School a minimum of two weeks in advance of the planned date.
Dissertation Defenses: 
1. Notification of Intent to Schedule a Final Doctoral Examination (NOTIF): You are eligible to sit for the final doctoral examination after completion of two semesters of post-qualifying residency. In order to provide sufficient time for the Graduate School to identify an outside examiner, you must submit the NOTIF a minimum of eight weeks prior to the anticipated defense date. To prevent multiple submissions of the NOTIF, this step should not be completed until a complete draft of the dissertation has been submitted to your committee chair for review.
2. Request for Final Doctoral Examination: This request must be submitted a minimum of two weeks prior to the scheduled date of the examination. Your outside examiner should be provided with a final copy of the dissertation at this time.