Final Thesis Approval and Other Graduation Requirements Related to Students with Theses (in Sequence)
1. Approval by the Office of Graduate Studies
Students are to submit their theses (and other culminating projects* requiring Director of Graduate Studies approval and signature) to the Office of University Graduate Studies (145 Graff Main Hall). The theses (and project reports*) must include a Editor Communication Record Form which can be obtained by clicking here. Because of possible revisions, theses (and project reports*) submitted should not be on bond paper, except for the signature page (which already includes all signatures except that of the Director of Graduate Studies). All theses (and project reports*) must include the cover page as shown.
If a program permits a thesis to be written in the format of a target journal for publication, the student must submit with his/her thesis a copy of the (1) Instructions to Authors for that journal, and (2) at least one reprint of a recent article from that journal (if possible, it would be preferable to have an entire issue of the journal). Theses formatted according to a target-journal format must still follow the graduate program thesis guidelines for the title page, signature page, acknowledgments, table of contents, list of tables, list of figures, and appendices.
All theses (and project reports*) will be reviewed by a thesis editor. This arrangement is being accommodated through an Academic Support Services Agreement with the editor, who will pick up theses (and project reports*) and will then review them according to the University guidelines or according to the journal instructions to authors. The editor will then contact the student and/or advisor about revisions needed.
When the thesis (or project report*) is acceptable, the director of University Graduate Studies will (1) sign the signature page and (2) contact the student via an email stating that the thesis has received final approval from the Office of University Graduate Studies. The subject line of the memorandum will be Final Approval, Required Document Binding Procedures, and Other Graduation Requirements.
This memorandum is copied to the thesis (or project) director, graduate program director, associate dean and assistant to the dean for the college in which the student is enrolled, Office of University Graduate Studies (file copy), and Office of International Education if the student is an international student.
2. Change of Grade for Thesis Credits
Upon receiving a copy of the memorandum to the student indicating final approval, the thesis (or project) advisor should process a change of grade form (to change any incomplete grades related to the thesis (or project), e.g., for the 799 thesis course).
3. Binding
Students must submit copies of their theses (or project reports*) to the Office of University Graduate Studies for binding within one week of notification of the approval by the Office of University Graduate Studies. They must also provide a receipt verifying that they have paid for the binding. Please click here for complete directions for binding.
Upon receiving theses for binding (including verification of payment for binding), the Office of University Graduate Studies will send an e-mail to the assistant to the dean in the college in which the student is enrolled, thereby verifying that this graduation requirement has been fulfilled.
4. Final Report for Graduate Research, Service and Educational Leadership (GRSEL) Grants
Students who have received a GRSEL grant are required to submit a final report at least two weeks prior to graduation; this is a graduation requirement. The reporting requirements are relatively simple and can be found at the Graduate Studies website by clicking here. This report is needed to properly assess the value of this Graduate Student Grant Program.
Upon receiving final reports, the Office of University Graduate Studies will send an e-mail to the assistant to the dean in the college in which the student is enrolled, thereby verifying to the assistant to the dean that this graduation requirement has been fulfilled.
5. Final Approval for the Degree
When all requirements for graduation have been fulfilled, the assistant to the dean for the college in which the student is enrolled will send a notification to the Office of Records & Registration, which will then post the degree.
* Project Reports
The Graduate Council approved that all project reports deemed to be appropriate for UW-L library collection must use the project signature page and the project cover page. These reports should be submitted for editorial review in the Office of University Graduate Studies and the student must pay as is done for theses.
