Information and forms for the Doctor of Philosophy program

Below you will find an outline of the steps toward graduation, with links to associated forms, and an informal time line for finishing these tasks.  Following the suggested time line will assist you in completing the degree in a timely fashion. Additionally, adhering to the time-line for completing degree requirements is one of the factors considered when decisions are made regarding allocation of departmental funds for stipend support.  

If any of the information below conflicts with the Guide for Biology Graduate Students or the Graduate School Bulletin please follow those documents and notify the Graduate Coordinator of the discrepancy.

Formation of the Advisory Committee

The student should form a committee by the end  of their 2^nd semester (for students with a master's degree) or 3^rd semester (for students without a master's degree). Membership should be reported using the Doctoral Advisory Committee Form (DOC, PDF).

Establishing a Plan of Study

With the assistance of the Advisory Committee, a plan of course work should be approved  during the 2^nd semester (for students with a master's degree) or 3^rd semester (for students without a master's degree). This plan of study is reported using the Degree Requirement Form.

For students who have previously taken courses at the graduate level in other graduate programs, up to 3 hours may be used to satisfy both the evolutionary biology requirement and the environmental biology course requirement (see the Guide for Biology Graduate Students for more details).  Following committee approval, the student should send the Graduate Coordinator the title of courses taken outside our program that will be used to satisfy these requirements. If there is a question about the appropriateness of the coursework, the coordinator will seek input from the Graduate Studies Committee. Note that use of past coursework to partially satisfy the evolutionary biology/environmental biology course requirements has no effect on the total number of credit hours required to graduate.  If the coursework to be used for this purpose was completed at a US institution as part of master's degree, the student does not need to apply for transfer of graduate credit (see below).

For students who have a previous master's degree from a US institution, 30 hours (including 6 thesis research hours) are automatically applied to the doctoral program.   If you wish to transfer more than 24 non-research hours, complete the Transfer Graduate Credits form (DOC, PDF), and ask your advisor and Graduate Coordinator to send supportive letters to the Appeals Committee of the Graduate School.

Students with a master's degree from a non-US institution  should complete the Transfer Graduate Credits form (DOC, PDF).  The advisor and Graduate Coordinator should be asked to send supportive letters to the Appeals Committee of the Graduate School.  The student should provide English translations of the transcripts and course descriptions that are part of the transfer request.  This request should be made after the student applies for Regular Status (DOC, PDF), usually after completion of 12 graduate credit hours. 

Approval of dissertation proposal

The research proposal should be presented to the Advisory Committee by the end of the 3^rd semester (for students with a master's degree) or 4^th semester (for students without a master's degree).  When approved, provide a copy, with committee signatures on the cover page, to the Graduate School.  Additionally, provide a copy of the signed cover page to the Graduate Coordinator.

Comprehensive Examinations

Following completion of most requested courses, normally in the end of the 4^th semester (for students with a master's degree) or 6^th semester (for students without a master's degree), written and oral comprehensive exams should be completed.  The advisor should notify the Graduate School and the Graduate Coordinator of the outcome of the exam via email or campus mail.

 Application to Candidacy

Following completion of required graduate credit hours and comprehensive examinations, complete the Doctoral Candidacy Form (DOC, PDF).

Preparation for Graduation

The Graduation Checklist (DOC, PDF) should be completed at the beginning of the semester in which you hope to graduate (ideally by the 9^th semester (for students with a master's degree) or 11^th semester (for students without a master's degree).

Be sure to review Guidelines for Graduate Theses and Dissertations and Checklist for Thesis & Dissertation Writers when writing your dissertation.  Students are strongly encouraged to prepare chapters for publication and to submit associated manuscripts in advance of completing the dissertation. Typically it takes at least 6 weeks between delivering the first draft of the dissertation to the advisor and submitting a clean, revised draft to the Advisory Committee.  Committees should be allowed at least 2 weeks to review the document prior to the defense. 

Final Seminar and Defense

The student will present the dissertation in a seminar open to the public. The seminar must be announced to the department’s faculty and graduate students at least 3 days in advance, and must be held on campus during normal business hours.   Immediately after the seminar, the student will defend the dissertation during a meeting with the Advisory Committee.  Prior to the defense, the Graduate School will provide the advisor with a form for reporting the outcome of the defense.  Additionally, the advisor should report the outcome of the defense to the Graduate Coordinator via email.

Submission of the Dissertation to the Graduate School

Following revision of the dissertation to the satisfaction of the Advisory Committee, the document should be delivered to the Graduate School, with the form indicating Preliminary Approval of Draft of Thesis or Dissertation.  This version of the dissertation should be submitted to the Graduate School at least 3 weeks prior to the deadline set by the Graduate School for delivery of the final, approved draft.

Separation/Clearance

Two weeks prior to graduation or departure, complete the Separation/Clearance form (DOC, PDF).

Forms due annually:

An Annual Progress Report and Funding Request Form (DOC, PDF) should be completed by all graduate students shortly after January 1^st each year.  The form is due January 20^th and covers activities from the previous calendar year as well as funding requests for the next academic year.  The completed form should be placed in the mailbox of the Graduate Coordinator after being signed by the advisor.

The Doctoral Student Progress Report (DOC, PDF) should be completed by all doctoral students and is due every April and submitted to the Graduate School.

The Fellowship Plan of Study (DOC, PDF)  should be completed by all doctoral fellows every October and submitted to the Graduate School.