DEFENSE AND DEGREE CLEARANCE GUIDELINES
IMPORTANT: if you plan on defending in the next semester, talk with Jessica Webber, MSW in the Grad Office ASAP
There are additional departmental procedures, forms, and deadlines that need to be coordinated with the Grad Office to graduate on time!
Verify all deadlines and procedures on Blackboard -> GradSpace -> Manuscript Clearance website
|Semester Deadline||Fall 2018||Spring 2019||Summer 2019|
| Last day to submit doctoral dissertation
or treatise for initial format review
| Last day to submit master’s thesis
for initial format review
| Last day for submission of final defended thesis,
dissertation or treatise and required forms
| Last day for thesis, dissertation and treatise students
to receive an email from Manuscript Clearance
confirming final clearance
60-Day Deadline: All manuscripts must be cleared within 60 days after a successful defense. A manuscript is considered cleared when the Clearance Advisor has approved the formatting and received and verified all forms. If a student defends early in the semester of graduation, or in a semester prior to graduation, the manuscript clearance deadline that applies is the 60-day deadline. For example, a student that defends on August 20 would have to have their manuscript cleared by October 20, even though the Fall semester clearance deadline is later in the semester. No exceptions will be made for this policy.
Please e-mail Jessica Webber firstname.lastname@example.org which one of the following statements applies to you:
If you are a PhD student then I need the following information from you regardless of whether or not you intend to participate in commencement
Commencement Info: Susie Doak Seminole – Creative Writing B.A., University of Georgia M.A., University of Georgia Major Professor: Dr. Campbell Stadium "Dissertation title"
All Electronic Thesis, Treatise and Dissertation information and required forms can be found on your BB site under the "GradSpace" link. From this link, select "Manuscript Clearance". There you will find checklists, deadlines, and all of the required forms.
A summary of the forms is located on the Bio site at
1. At least two weeks prior to defense: Defense Announcement Form – this is an on-line form which you will submit to the Graduate School. Save as a PDF file and e-mail to Jessica Webber. She will see that the defense is announced in BIONOTES.
2. Make sure all degree requirements are completed, Jessica will contact you about any necessary administrative paperwork.
3. Submit to the Biological Science Graduate Office your up-dated CV with a forwarding address.
4. Upon successful completion of the defense, submit the following to the Biological Science Graduate Office:
A committee-initialed copy of your abstract. (Doctoral candidates only)
Obtain required documents from your "GradSpace" in Blackboard. Bring Manuscript Signature and Final Term Degree Clearance forms to me and I will sign for the Chair. Note: The Clearance form must be signed by your major professor. The correct name of the Chairman is Don R. Levitan and it is the Department of Biological Science (not Sciences). You do not need the Dean’s signature on the Manuscript Signature form but you do need it on the Final Term Degree Clearance form. If you fail to come through the Graduate Office, you run the risk of being deleted from the graduation list and not graduating.
Download and fill out the Separation Checklist. Turn in to Debbie Jensen in the Fiscal Office, King 2065L.
NOTE: Students must complete the entire manuscript clearance process within 60 days of the defense of their manuscript. If a student is unable to successfully complete the entire process within the 60 days, they will have to redo the defense. Students can NOT receive waivers of the final semester registration policy. Students are required to register for 2 hours of thesis research (BSC 5971) or 2 hours of dissertation research (BSC 6980), as appropriate, the semester the degree is awarded.
After the departmental clearance, take the Clearance form to Arts & Sciences (010 Longmire) for the Dean's signature (see Ginger Martin).
Submit thesis/dissertation paperwork to Clearance Advisor, 314 Wescott.
Students using the Marine Lab for any part of their thesis or dissertation research should supply the Marine Lab with a ring-bound copy of the final document. The department will cover the costs of copying and binding this copy.
If you still need your computer account after graduation, contact Alex Stuy, 2054 KIN. Don’t forget to leave a forwarding address with Departmental Clerical Office, 2065 KIN, as well as the Biology Graduate Office.