1.10 Graduation

Search the Graduate POS Manual

English Department

Graduation Support Staff, Katie Siders (ksiders@iastate.edu)

1.10.1 Deadlines and resources

It is your responsibility to know and follow these deadlines and procedures imposed by the English Department, the Graduate College, and the Graduation Office. Missed deadlines may result in graduation being cancelled and postponed to a later semester.

Administrative procedures for graduation can appear imposing. However, with advance planning and attention to detail, everything should go smoothly. For detailed information about the graduation process each academic year, there are several helpful and necessary resources to assist you. Each fall there will also be a graduation advising meeting conducted by the Graduate Program Staff that all students (and their major professor) should plan to attend in the academic year they plan to graduate (if not sooner).

Graduation Bootcamp for Graduate Students
Monday, November 4, 2019
1:00-2:00 p.m.
212 Ross hall

Resources

1.10.2 The basics

Approved Program of Study and Committee Form (POSC)

The Graduate College suggests your Program of Study and Committee Form (POSC) be submitted and approved by the Graduate College in AccessPlus in your second semester but requires it by no later than the announced deadline in the semester before graduation (see Graduate College Deadlines Chart). However, the English Department requires the Degree Planning Sheet, applicable POS documentation, and the POSC Form be submitted and approved earlier by specific deadlines according to program level.

All POSC coursework must be completed or be in progress in the semester of graduation. No Incompletes (I’s) can be on your record except in Engl 599 or Engl 699, and these must be resolved before the stated deadline in the semester of graduation. Grades for Incomplete “I”, Nonreport “NR”, or F’s must be resolved/changed and submitted to the Registrar’s Office by the instructor and cannot remain on the student’s record even if the course is not counted towards POS requirements. Permission must be given by the Graduate College Dean via written petition by the student supported by the Major Professor and the DOGE.

Overall GPA of 3.0 is required in order to graduate unless Major Professor’s written petition to the Graduate College Dean is approved requesting graduation be allowed and stating extenuating circumstances.

Registration is required

Register for one of the following in the semester of the Final Oral Examination meeting. The Graduate College requires registration (a minimum of 1.0 credit) only in the same semester as the final oral examination.

  • Coursework—POSC Form related or not is acceptable after final coursework is complete
  • Thesis/dissertation research (699) or creative component (599)—request reference number from Graduate Program Staff Assistant
  • Required Registration: Final Exam Only (GR ST 681B) or GA Enrollment (GR ST 681C) 1.0 credit—only if other options are not appropriate
  • (Doctoral students only) Required Registration: Doctoral Continuous Registration (GR ST 681A) 1.0 credit—only if coursework is complete and the preliminary oral examination is passed (full or conditional). If you fail to register in semesters between oral examinations, you will be registered retroactively (fall and spring terms only) at the time of graduation and charged appropriate tuition and fees.
  • (Doctoral students only) Doctoral Post Prelim Continuous Registration (GR ST 680) a special minimum fee only—if coursework is complete and the preliminary oral examination is passed (full or conditional) for temporary lapse in registration due to military service, medical leave, maternity leave, or personal/family leave. See Graduate College Handbook for more details.

If the Final Oral Examination meeting date is between semesters (including the first day of classes of the next semester), registration is required for either semester.

If the Final Oral Examination meeting date is during a semester the student is registered but the student does not meet that semester’s graduation deadlines (the meeting date is after the Final Oral Examination Deadline that semester), the student delays graduation to the later semester but is not required to register during the actual semester of official graduation.

PhD Preliminary Examinations

PhD students are required by the Graduate College to have six (6) months between the dates of the Preliminary Oral Examination and the Final Oral Examination.

1.10.3 General requirements and processes

For a more exhaustive list and additional details, see the Graduation Checklist downloadable from the graduate program Deadlines website and created by the Graduate Program Staff in the English Department.

Dissertation/Thesis/Creative Component requirements

Apply for graduation

  • Apply for Graduation in AccessPlus by the deadline for the appropriate semester.
  • Register for the minimum of 1.0 credit if not already registered.
  • Review ISU Graduation and Commencement website (http://www.graduation.iastate.edu/) for details about ceremony attendance and instructions, diploma mailing, cap and gowns, photos, etc.

Final Oral Examination

  • Determine a date with your POS Committee for the Final Oral Examination meeting.
    • All POS Committee members must be present unless Graduate College approval is granted before the exam for distant participant(s) or for substitution or permanent replacement in the case of last minute emergencies.
      • Distance participant(s) can be approved for 1-2 POS Committee members depending on the size of your committee–1 for M.A. and M.F.A. committees; 2 for Ph.D. committees and special arrangements are required per Graduate College policy). The distant participant(s) or the Major Professor must submit the Committee Member at a Distance for Final Oral Examination form to the Graduate College prior to the exam, provide a reason, and indicate who will sign for them at the conclusion of the exam.
      • Committee substitutions or permanent replacements can be requested due to last minute emergencies by the Major Professor contacting the Graduate College and submitting the Committee Member Substitution at Final Oral Examination form. The replacement must be fulfilling the same role on the POS Committee as the faculty member approved on the committee (i.e., “outside” committee member, English Department member outside the major; co-major or minor representative).
    • (if applicable) Students can request to take their exam at a distance due to unusual circumstances that necessitate a defense at a distance with approval prior to the exam from the Graduate College by completing a Student at a Distance for Final Oral Examination form after the Online Final Oral Examination request is submitted. See the Graduate College Handbook for more complete details and requirements.
  • Reserve a meeting room with the help of your Major Professor (usually 215 or 212 Ross Hall) or see the Graduation Support Staff for assistance.
  • Submit Request for Final Oral Examination at least 3 weeks before the requested exam date. Must be received by the Graduate College approved by your Major Professor no later than the Cancellation Date (refer to Graduation Deadlines Chart). Notify the Graduation Support Staff immediately if you need to change the date after the request has been submitted.
  • Graduate College Cancellation Date
    • Absolute deadline to submit the Request for Final Oral Examination form and for the Major Professor to approve the request via the link emailed to them. The request must be received by the Graduate College by no later than this deadline.
    • Students on the graduation list who have not requested the date of their final oral exam by this date will be dropped from the graduation list for the that semester.
    • If you need to cancel graduation after the Application for Graduation deadline and before the Cancellation Date, contact the Graduate College to cancel your current requested semester of graduation so you can apply to graduate during a new semester (such as Summer if delaying Spring graduation).
  • Finish up the Dissertation/Thesis/Creative Component
    • At least 4 weeks before the final oral exam date (or sooner if required by your Major Professor), a draft of your dissertation/thesis/creative component must be given to your Major Professor in order to get final feedback prior to providing copies to your entire POS committee.
    • At least 2 weeks before the final oral exam date, a final version of your completed dissertation/thesis/creative component must be given to your POS Committee members (a POS Committee member can cancel the exam if not received at least 2 weeks in advance).
  • Open ProQuest or ISU Library Account
    • Dissertation/Thesis students open account with ProQuest by the deadline (same as Final Oral Examination Deadline) and input their project title to appear in the commencement program.
    • Creative Component students open account with the ISU Library Repository (https://lib.dr.iastate.edu) by the deadline (same as Final Oral Examination Deadline).
  • Final Oral Examination Meeting conducted by Major Professor
    • The Report of Final Oral Examination form (not downloadable) is prepared by the Graduation Support Staff approximately 1 week before the exam and given to your Major Professor to bring to the exam meeting. This is the form which records the results of the exam.
    • Graduate College email reminders of the upcoming exam are sent to the student, POS Committee members, and the Graduation Support Staff 2 days before the exam.
    • Major Professor is responsible for ensuring that all POS Committee members will be/are present or are approved before the exam by the Graduate College to participate at a distance or as a substitute or permanent replacement in the case of a last minute emergency. The replacement must be fulfilling the same role on the POS Committee as the faculty member approved on the committee (i.e., “outside” committee member, English Department member outside the major; co-major or minor representative) and the Major Professor submits a Committee Member Substitution for Final Oral Examination.
    • Major Professor conducts the Final Oral Examination meeting and oversees the completion of the Report of Final Oral Examination form at the conclusion of the meeting.
      • Results are marked.
      • Conditional Pass conditions must be marked and noted if applicable.
      • Signatures are provided by all POS Committee members.
      • Signature of the student is required.
      • Submit the signed Report of Final Oral Examination form to the Graduation Support Staff (Katie Siders; 603 Ross mornings/503 Ross afternoons) immediately following the exam who will submit the results to the Graduate College.

Finishing Up

  • Dissertation/Thesis/Creative Component completion
    • Make final changes and edits to your project as recommended by your POS Committee.
    • Dissertation/Thesis students refer to the Dissertation / Thesis Home website and the Dissertation / Thesis Checklist to make a final review of formatting requirements.
    • Creative Component students consult with their Major Professor to put project in final agreed upon format.
    • Submit FINAL version of Dissertation/Thesis/Creative Component to Major Professor for review and approval for electronic submission.
  • English Department’s Graduation Exit Information and Survey form is required from ALL students; submit electronically to the Graduation Support Staff (Katie Siders).
  • Graduate Student Approval Form deadline
    • Student completes the Graduate Student Approval Form (must be typewritten, including names for all signatures required).
      • Make sure grades for Incompletes “I”, Nonreports “NR”, or F’s are resolved/changed by instructor(s) by complete Grade Report Form(s) and submitting them to Deanna Ward (203 Ross) for department chair signature and submission to the Registrar’s Office.
      • A Conditional Pass (if applicable) must be removed by the Major Professor by completing the Conditions Met Memo for Final Oral Exam. The Major Professor signs as well as POS Committee members (if applicable) based on the conditions submitted to the Graduate College. The Major Professor submits the form to the Graduate College (PDF can be emailed to Natalie Robinson nbr@iastate.edu).
    • Student obtains Major Professor signature once they can approve the content and format of the final version your project for electronic submission.
    • Student obtains DOGE signature from the Graduation Support Staff (Katie Siders) only after the Major Professor signs and after the
    • English Department’s Graduation Exit Information and Survey form is received.
    • Student is responsible for submitting the form to the Graduate College, 1137 Pearson, by the deadline. Do not upload the electronic dissertation/thesis/creative component until this form has been received by the Graduate College.
  • Electronic Submission to ProQuest or the ISU Library Repository

1.10.4 Commencement and Diplomas

    • Commencement participation (optional)–Spring or Fall Commencement only.
    • Ceremony Attendance and Diploma Mailing information must be completed in AccessPlus (select Graduation and the Diploma/Ceremony) by the deadline indicated on the ISU Graduation and Commencement website (https://www.graduation.iastate.edu/).
    • Receive Diploma 3-4 weeks after commencement if ALL ISU requirements have been met.
    • Pick up your diploma in the Graduation Office, 210 Enrollment Services, unless you have requested it be mailed on the date specified on their website. Diplomas will only be available for pick up or mailed for graduates who have met ALL ISU graduation requirements (Registrar’s Office, Accounts Receivable, Financial Aid, College Placement, Facilities Management key return, etc.).

1.10.5 Delaying graduation

If you are not able to complete all requirements and deadlines set by the Graduate College for a particular semester and must delay your graduation, you must cancel your current Application for Graduation (unless you have been dropped by the Graduate College for not meeting a deadline) and reapply for the new intended term of graduation.

If you need to postpone your final oral examination date that has been scheduled and approved by the Graduate College, notify the Graduate College (515-294-4531) and the Graduation Support Staff (Katie Siders; ksiders@iastate.edu). Consult with your Major Professor to decide on a new date for your orals. This can be important, because if you have your final oral examination on or before the first day of classes for the next term (Summer Session 1 first day of class if you delay to summer graduation), your current term registration covers the registration requirement and you will not have to register and pay tuition and fees in the semester you actually graduate. If you must delay your final oral examination beyond the first day of the next term, you must register for a minimum of 1.0 credit or for GR ST 681B (Examination Only) in order to meet the registration requirement.

1.10.6 Job Placement

Mentoring

As you prepare your dossier to go on the job market, you should seek out advice and mentoring, particularly from your major professor as well as from other graduate faculty. If your major professor is unable to perform this mentoring, please contact the DOGE, who will put you in touch with a member of the departmental faculty who can serve as an alternate mentor.

Students looking for non-academic positions may also wish to contact LAS Career Services (131 Carver Hall, 294-8691, lascs@iastate.edu).

Job listings

Students may access the MLA Job Information List using the departmental access code. Please check with the English Department 203 Ross Hall staff to acquire access.

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