Doctoral Degree Program (Ph.D.)
Pre-candidacy
Upon entering the initial phase of the program, which involves studying related disciplines and preparing for the qualifying examination, each student is paired with a faculty advisor to guide their academic journey The curriculum is designed to encompass a major field of study along with two minor or supporting fields It is advisable to consult the relevant department for specific requirements.
When applying for graduate studies, applicants can request a specific professor as their academic advisor, and departments typically accommodate this request If no advisor is specified, one will be assigned based on the applicant's research interests and faculty expertise In certain departments, a faculty committee may serve as the advising body instead of a single advisor The admission letter will specify the assigned academic advisor, and it is highly recommended to reach out to them promptly.
Students should rely on their academic advisor for guidance on their individualized degree program and to help address any issues that may arise during their studies The advisor's signature is only needed for course registration during the initial enrollment Throughout their time at GW, students are encouraged to consult their advisor for valuable insights, as they possess expertise in the field However, students should not expect their advisor to provide tutoring for coursework.
Establishing a strong working relationship with your advisor is crucial for academic success If you need to switch to a different advisor, you can easily do so by completing a simple form (refer to Appendix A: Forms).
Program Plan of Study: FORM 1
Each student, in collaboration with their academic advisor, creates a personalized program of study, which is documented in the Degree MAP that outlines degree requirements This form should be completed shortly after enrollment and requires approval from both the advisor and the department chair To ensure eligibility for graduation, students must finalize their program as specified in the Education Planner within the Degree MAP.
Minimum Course and Research Requirements
To meet the requirements for a graduate-level program, students must complete at least 30 credit hours if they hold a master's degree, or 54 credit hours if they do not This total includes both course credits and Dissertation Research credits For detailed information, please refer to the specific departmental requirements.
After each semester concludes, students can access their grades through the Office of the Registrar The grading system includes A for Excellent, B for Good, C for Satisfactory, and F for Fail, along with additional grades such as A-, B+, B-, C+, C, and C-.
AU Audit; I Incomplete; IPG In Progress; W Authorized Withdrawal; Z Unauthorized
Withdrawal; P Pass; NP No Pass
At this University, students are generally not allowed to retake a course in which they earned a grade of C- or higher, unless explicitly permitted by the course guidelines or required by their department In such cases, a formal written request must be submitted to the student's dean by the relevant department chair.
Courses cannot be repeated for credit unless the Department Chair provides a written request for permission to the Associate Dean for Academic Affairs Any repeated courses without this approval will not be counted towards the program requirements, GPA, or the student's degree.
The symbol Z is used for students enrolled in a course they did not attend or participated in briefly without completing any graded assignments At the end of the academic year, if a student has more than one Z notation per semester, their academic record will be encumbered until resolved by their advisor or academic dean It is important to note that Z is not a grade but rather an administrative notation.
The symbol "I" (Incomplete) signifies that a student has provided a satisfactory explanation to the instructor for their inability to complete coursework during the semester This designation may be granted at the instructor's discretion if the student informs them of valid reasons before grades are due, and only if the student's prior performance and attendance have been satisfactory If a student fails to complete coursework without an acceptable explanation, they will receive an "F" (Failure) Should valid reasons be presented later, the instructor may initiate a grade change, which will include the "I." Coursework must be completed within a timeframe agreed upon by both the instructor and student, not exceeding one year from the semester's end Once completed, the instructor submits a grade change form to the Associate Dean, indicating the final grade alongside the "I." Notably, the "I" remains on the student's permanent record, even after successful course completion If the coursework is not finished within the agreed period, the grade will automatically convert to an "F."
IF, Incomplete/Failure, 0 quality points, and the grade-point average and academic standing recalculated The form to Request an Incomplete is available in the Departmental Offices.
The Grade-Point Average (GPA) for scholarship eligibility is calculated by dividing the total quality points earned by the total credit hours a student has registered for at the University The GPA scale is as follows: A equals 4.0, A– is 3.7, B+ is 3.3, B is 3.0, B– is 2.7, C+ is 2.3, C is 2.0, C– is 1.7, and F is 0 This calculation is based solely on the academic record of degree-seeking students.
Courses in which a grade of F is earned will appear on the transcript for GPA calculations, but no academic credit is granted If a student repeats a course, the original grade remains on their record and is factored into the cumulative GPA Additionally, grades marked as AU, CR, I, and IPG are also noted on the transcript.
W, or Z are not considered in determining the average, except that courses marked I will be considered when a final grade is recorded With the exception of Consortium courses, grades in courses taken at other institutions are not considered in computing the grade-point average.
Changes to the Program of Study
To modify your program of study, you must complete a Program of Study Change Request form, which requires the signatures of your current academic advisor and either your secondary or third faculty advisor who approved your original plan If you are requesting a course waiver, additional signatures may also be needed.
Exploration of Possible Dissertation Topics
Graduation
VERY IMPORTANT: You must apply to graduate
Graduation application forms (See Appendix A: Forms) may be obtained from the departmental advance degree program coordinators, and are due October 1 for graduation at the end of the
To ensure a smooth graduation process, students must contact the advanced degree program coordinator before applying for graduation, which is due by February 1 for Spring semester candidates and during the Fall semester The coordinator will verify that all graduate courses have been satisfactorily completed and that all degree requirements are met They will compare the student's completed courses and grades with the Graduate Program of Studies (Form 1) and review all necessary documentation, as any discrepancies may delay graduation.
The deadline for Spring 2014 graduation applications is February 1, while the final day for departments to submit Summer 2014 graduate clearances is September 18 For Spring 2014, department graduate clearances must be submitted by June 8, but those submitted by February 1 will be processed in time for commencement weekend For any inquiries, please reach out to Jaime Bromley at the Registrar’s Office via diploma@gwu.edu.
The University has eliminated the $100 graduation fee, but a late processing fee of $35 will apply for applications submitted after the deadline This fee should not be included with the application; instead, it will be added to your student account upon receipt in the Office of the Registrar and is due immediately.
After a successful final examination and thesis defense the departmental advance degree program coordinators assembles all the necessary documentation for final graduation clearance.
Degrees are awarded in January, May, and August, and to graduate, students must meet specific criteria set by the faculty This includes fulfilling admission requirements, completing all necessary coursework and residency obligations, submitting a graduation application by the deadline, and settling any debts owed to the University Additionally, students must be enrolled during the semester or summer session when their degree is conferred, with all degree requirements finalized by the last day of final exams.
Scholarship and Residence - Students must meet the scholarship and residence requirements for the degree for which they are registered.
Walk Through Policy - Doctoral candidates who have not successfully defended their dissertation may not participate in either the May commencement or hooding ceremony. http://www.gwu.edu/~regweb/web-content/graduation.html
The following clearance documentation should be submitted by the advance degree program coordinator to the ADAA:
1 Graduation clearance form signed by the person responsible for the validity of the data (designated faculty and
Graduate Records Coordinator) of the department.
2 Dissertation Completion Certificate signed by committee members and department chair.
If any revision to the dissertation was required at the time of the defense, then the advisor should approve that the revisions are made and accepted
3 A copy of the dissertation defense announcement should be in the students folder
4 ETD approval form properly filled out (list of uploaded FINAL files, filenames, date of upload of the final dissertation)
This legal form must be signed by both the research advisor and the graduating student, and initialed by the SEAS ETD representative, Marilyn Shazier-Shields, to certify that the uploaded files represent the final version of the dissertation.
(student record), number of credit hours, GPA Courses credited toward the degree should be marked (deficiencies do not count)
Upon submission of the required documentation, the ADAA will grant permission for SEAS ETD representative Marilyn Shazier-Shields to submit the dissertation Subsequently, the clearance package will be sent back to the department for final submission to the Registrar Once the Office of the Registrar receives the clearance form, the degree will be conferred, and the diploma will be ordered.
Diplomas are sent out 8-12 weeks after the degree conferral date, unless there are unexpected delays They will be mailed to the address listed in the candidate's records, which must be entered and updated through the GWeb information system prior to submitting the graduation application Detailed instructions for this process are provided on the Application for Graduation.
If you haven't received your diploma within 8-12 weeks post-graduation, first verify your online transcript to confirm if your degree was conferred If it was, report the missing diploma to the Registrar’s Graduation Services Office within 6 months to avoid a replacement fee Additionally, ensure there are no financial holds on your account, as diplomas are only issued if the outstanding balance is under $500 If your degree wasn't conferred, contact the SEAS Deans Office for further assistance.
Participation in the Commencement Ceremony
Students eligible to participate in the May commencement ceremony include those graduating in the current spring semester and those who graduated in the previous fall or summer sessions However, doctoral candidates who have not yet fulfilled their degree requirements are not permitted to take part in the May ceremonies.
Doctoral candidates must successfully defend their dissertation and submit the ETD Approval form by April 1 to participate in the May commencement and hooding ceremony Those who do not meet this deadline will not have their names or dissertation titles included in the commencement program.
Students who apply after the published deadlines are not guaranteed commencement materials and may not be listed in the commencement program
The Hooding Ceremony for doctoral students will take place at the Smith Center on Thursday, May 16, 2014, starting at 5:00 PM Graduates and their guests are advised to arrive by 4:00 PM, as seating is first-come, first-served Graduates should check in downstairs from the lobby to receive their hoods and line up for the ceremony Following the event, the University will host a reception Please note that the date and time may change.
Starting in March, the SEAS Dean's Office will distribute Hooding Tickets in exchange for a completed student graduation survey or an email confirmation of its completion, available at www.gwu.edu/oapa/graduation Each doctoral graduate is entitled to a maximum of four tickets, with additional requests placed on a waiting list If extra tickets are available, they may be given to SEAS doctoral graduates who request them, though availability is not guaranteed Additionally, each graduate can request one parking pass.
The SEAS Celebration is a formal event where graduates wear caps and gowns, which can be ordered at the Commencement Fair or online at www.herffjones.com/college/graduation, with a $20 shipping fee for online orders After the online ordering deadline, graduates can purchase regalia from the GW Bookstore, with different regalia available based on the degree It is important to pick up all pre-ordered regalia from the GW Bookstore, while online orders will be shipped to the address provided during the purchase.
During the SEAS Celebration, each graduating student will have their name announced and will walk across the stage to receive personal congratulations from the Dean and faculty members A professional photographer will capture the moment, including a handshake with the Dean Graduates can order their photos by visiting www.photograds.com.
Tickets for the SEAS Celebration will be distributed from the Dean's Office, in the SHE building, starting Tuesday, March 24.
The Commencement Web site www.commencement.gwu.edu, will be up and operating as graduation approaches Check regularly for updates and answers to frequently asked questions.
Academic Department Specific Rules
Department of Civil and Environmental Engineering
For CEE specific rules and regulations consult the CEE Graduate handbook. http:// www.cee.seas.gwu.edu
Department of Computer Science
For CSci specific rules and regulations consult the CSci Graduate handbook http://www.cs.gwu.edu
Department of Electrical and Computer Engineering
For ECE specific rules and regulations consult the website: http://www.ece.gwu.edu/prospective/grad/dsc.htm
Department of Engineering Management and Systems Engineering 19 3.5 Department of Mechanical and Aerospace Engineering
Engineering: http://www.emse.seas.gwu.edu
In the EMSE Ph.D program, students needing fewer than 9 credits (3 courses) to complete their coursework may register as full-time students by enrolling in additional EMSE 8998 (Independent Study) credits Once the student's clearance letter is signed by the Department Chair, these EMSE 8998 credits will be converted to EMSE 8999 (Dissertation Research).
Doctoral students can incorporate 6000 and 8000 level courses into their study program However, they are limited to a maximum of nine hours of independent study (EMSE 8998) within their curriculum, with no more than six of those independent study credits being taken under a single faculty member.
Further details are available in the EMSE Doctoral handbook.
3.5 Department of Mechanical and Aerospace Engineering http://www.mae.seas.gwu.eduFor MAE specific rules and regulations consult the MAE Graduate handbook.
Registration Procedures
The Registration Transaction Form (RTF)
The RTF is essential for paper registration when online or telephone options are unavailable, such as for courses requiring departmental approval, research course registrations, add/drop requests, late registrations, changes in grading options, or corrections to existing registrations Students must complete and date the RTF, obtain the necessary signatures, and submit it to the ADAA Office located in Tompkins Hall 101.
For straightforward registration processes such as adding or dropping courses, late registration, or withdrawal, students should utilize the Easy RTF-EZ form This form must be fully completed by the student, and once all required signatures are collected, it should be submitted to the Registrar's Office Student Services located at the Colonial.
Central in the Marvin Center Ground Floor Colonial Central is open Fall & Spring Semesters
Monday – Thursday: 8:30am – 7:00pm, Friday: 8:30am – 5:30pm ADAA approval is not required for RTF-EZ.
The RTF is typically submitted together with a Petition for Exception to Stated Academic
To support actions on the RTF, necessary policies and documentation must be included in the student's folder The Registrar will not complete any actions unless the corresponding RTF is submitted by the ADAA.
For the fall 2014 semester late registration takes place from August 25, through September 19,
2014 During the late registration period, an $80.00 Late Fee is assessed for any initial registration Registration ends at 8:00 pm on September 19, 2014
Starting in the first week of classes, students can add or drop courses without financial penalties if the requests are made within the same calendar week and involve an equal number of credit hours However, individual program changes that do not meet these criteria or involve courses outside the Foggy Bottom or Mount Vernon campuses may result in additional tuition charges and fees.
During the registration period, which lasts until the end of the second week of classes, students can easily add or drop courses through GWeb However, after this period, students wanting to modify their course schedule must fill out a Registration Transaction Form (RTF-EZ) and submit it accordingly.
Colonial Central Adding a course after the second week requires a signature of the instructor or other authorized member of the department.
A course dropped during the first four weeks of classes will not appear on the student's transcript.
A course dropped after the fourth week but before the end of the eighth week will be assigned a notation of W (Authorized Withdrawal).
Students can drop a course without academic penalty until the end of the eighth week of classes during the fall and spring semesters After this deadline, dropping a course requires a petition to the Dean and written approval.
Students who withdraw from courses must adhere to the refund policy outlined in the Fees and Financial Regulations section of the Bulletin Not following the proper withdrawal procedures may lead to continued financial responsibilities and the assignment of an F (Failure) grade or a Z (Unauthorized Withdrawal) notation on their academic record.
Students can withdraw from a course without academic penalty by submitting a signed drop/add form before the last day of classes If a withdrawal occurs after the drop/add period, which typically ends after the fourth week, a grade of W will be recorded on the transcript, but it will not impact the GPA For information on tuition refunds, please refer to the Bulletin, as these refunds are managed by the University administration and are not controlled by SEAS.
An Incomplete grade (I) requires students to fulfill the course requirements to remove it; simply re-enrolling in the course at GW or taking a similar course elsewhere will not suffice To clear the Incomplete, students must complete the original course If the Incomplete is not resolved within one calendar year, it will automatically convert to a failing grade (F).
The School advises students to promptly address any incomplete grades by submitting a formal written request The instructor will outline the specific work required and the deadline for its completion to remove the incomplete grade It is important to note that only the instructor who assigned the incomplete grade has the authority to change it.
Students looking to drop, add, or withdraw from a course are required to fill out a Registration Transaction Form (RTF) For adding a course, prior approval from the instructor or department is necessary The completed form must then be submitted to the Dean's Office of the student's enrolled school It's important to note that a note from an instructor cannot be used as a valid method for dropping or withdrawing from a course.
RTFs can be obtained from all departments, deans' offices, and the Office of the Registrar Students must drop a course by the end of the fourth week of the Fall and Spring semesters to avoid academic penalties, as courses dropped within this timeframe will not appear on their transcripts If a course is dropped after the fourth week but before the eighth week, it will be marked with a grade of W (Authorized Withdrawal) Withdrawals requested after the eighth week require a petition submitted to the ADAA office.
Complete Withdrawal From the University
Financing Your Graduate Education
Financial Support
The George Washington University provides a comprehensive financial support program for students, encompassing assistantships, fellowships, traineeships, graduate scholarships, research appointments, part-time employment, the Federal Work-Study Program, and loans Additionally, various forms of aid that do not rely on financial need are accessible To qualify for financial aid, students must maintain good academic standing, meet specific grade-point average requirements for certain awards, and not have any financial obligations to other University offices.
The University maintains the authority to request documentation to assess eligibility for financial aid Once submitted, all documents related to aid applications become the University's property and cannot be returned In accordance with federal regulations, the University is obligated to report any suspected fraud or misrepresentation to the relevant federal, state, and local authorities.
Gift aid, including scholarships, grants, fellowships, assistantships, and tuition awards, is subject to taxation when it surpasses the allowable expenses for tuition, fees, and necessary books and supplies, or if it is allocated for other expenses like room and board Additionally, federal grants may also be taxable if the total amount of gift assistance exceeds the permitted costs.
To apply for assistantships, fellowships, traineeships, or graduate scholarships, applicants must send their applications and supporting documents directly to the relevant department Unless stated otherwise, all submissions should be completed by February 1 preceding the academic year for which the award is sought It is important to note that applying for admission to graduate study is a necessary step for consideration.
The information provided in this Handbook is current as of its publication date; however, changes in federal regulations or institutional policies may affect application requirements and program guidelines in the future.
Office of Graduate Student Assistantships and Fellowships
The Office of Graduate Student Assistantships and Fellowships offers valuable resources regarding various awards to support graduate studies, typically funded by foundations, professional societies, industries, and other organizations These services cater to both incoming and current graduate students, with comprehensive details accessible at www.gwu.edu/~fellows/.
Research Assistantships (RA) May be available in departments with faculty who are participating in sponsored research.
Graduate Teaching Assistantships (GTA) are offered to graduate students enrolled in master's and doctoral programs across various departments at the University These positions provide financial compensation in exchange for designated service within the assistant's major department Additionally, all new graduate teaching assistants are required to participate in an orientation program and complete an online course.
Fellowships, Scholarships, and Related Programs
Graduate students enrolled in master's and doctoral programs across various departments at the University can apply for available university fellowships These fellowships are awarded based on academic merit, and recipients may benefit from a stipend and/or tuition assistance.
External Funding Opportunities for Graduate Students
The Office of Graduate Student Assistantships and Fellowships provides information about endowed fellowships, for SEAS students only and about national fellowships Some of these are listed below:
The National Science Foundation (NSF) Graduate Research Fellowship Program offers valuable opportunities for graduate students Interested applicants are encouraged to visit the NSF's official website at www.nsf.gov/grfp for detailed information and application guidelines Additionally, applicants can check the NSF FastLane website at www.fastlane.nsf.gov for the availability of the online application and important deadlines.
National Defense Science and Engineering Graduate Fellowship
The Department of Defense (DOD) is committed to increasing the number and quality of our nation's scientists and engineers Usually, these students are supported wholly by the DOD grant or contract Applications and deadlines can be found at: https://www.asee.org/resources/fellowships/ndseg/online/online.cfm
The National Academies Ford Foundation Fellowships/Diversity Fellowships
The Fellowship Office administers predoctoral, dissertation, and postdoctoral fellowship programs in research-based fields of study Apply online at: http://national-academies.org/fellowships.
Open to students of the applied physical sciences who are citizens or permanent residents of the United States College seniors wishing to pursue the Ph.D degree in any of the fields of particular interest to the Foundation, as well as graduate students already in the process of doing so, may apply at: http://www.hertzfoundation.org/awards.html
American Association of University Women Selected Professions Fellowships (AAUW)
Awarded to women who intend to pursue a full-time course of study during the fellowship year in one of the designated degree programs where women have been traditionally underrepresented. Applicants must be U.S citizens or permanent residents Candidates in all programs except the master's in engineering and medicine are eligible to apply for support for the final year of study only and are expected to receive their degrees at the end of the fellowship year Apply at: http://www.aauw.org/fga/fellowships_grants/selected.cfm
National Consortium for Graduate Degrees for Minorities in Engineering and Science, Inc GEM Fellowship
The GEM Fellowship Program is designed to offer opportunities for underrepresented students to obtain MS and PhD degrees in engineering and the natural and physical sciences through a program of paid summer internships and graduate financial assistance To apply and for further information including deadline dates please visit: https://was.nd.edu/gem/gemwebapp/
Department of Homeland Security Graduate Fellowships
Open to US citizens and permanent residents Areas of study include: physical, biological, social and behavioral sciences including science policy, engineering, mathematics, and computer science For information on applying and deadline dates go to: http://www.orau.gov/dhsed/
Bell Labs Graduate Research Fellowship Program
Open to women and members of minority groups underrepresented in the sciences who are U.S. citizens or permanent residents: http://www.lucent.com/news/foundation/blgrfp/index.html
Society of Women Engineers (SWE)
Various fellowship/scholarship opportunities open to U.S citizens: http://www.societyofwomenengineers.org/scholarships/Endowed.htm#PP
Henry Luce Foundation Clare Booth Luce Graduate Fellowship Program
The Clare Boothe Luce Program promotes the advancement of American women through higher education in the sciences, engineering, and mathematics Preference is given for those expressing a career interest in academia Open to women who are U.S citizens: http://www.hluce.org/4genfm.html.
Women In Engineering Programs and Advocates Network (WEPAN)
Financial Information
The following fees and financial regulations were adopted for on-campus programs for the academic year 2014-15 For students enrolled in graduate degree programs on the main campus of the School of Engineering and Applied Science tuition is charged at the rate of $ 1,490 per credit hour http://studentaccounts.gwu.edu/graduate-tuition 2014-15
The following fees may apply:
Registration for Continuous Enrollment (CE) $ 35
Course fees, if applicable (listed in the Schedule of Classes) varied
Late registration fee (see Schedule of Classes for dates) $ 80
Each semester, the Registration Schedule and Invoice offer a voluntary contribution option for the University libraries If you prefer not to include this library gift in your payment, simply check the box labeled "Library Gift Decline" to exclude the amount from your reimbursement to the University.
Accounts that are past due are encumbered by the University A student whose account is encumbered may not register for future semesters and may not receive diplomas or transcripts. Late payment fees and interest may also be assessed each month that the account has an overdue outstanding balance Please see the University's Tuition Payment Disclosure Statement at http://colonialcentral.gwu.edu/billing/Disclosures/ for more information on those fees and billing practices
Accounts overdue by over 90 days will be sent to a collection agency or attorney, making the student liable for all associated charges, costs, and fees incurred by the University as well as those from the agency or attorney, including legal fees Students whose registrations are revoked or canceled due to late payments are prohibited from attending classes and occupying University housing.
To withdraw from the University or a course after the registration period, students must follow the procedures specified in the University Regulations for Complete Withdrawal and Adding and Dropping Courses Financial aid recipients are required to inform the Office of Student Financial Assistance in writing Authorized withdrawals and schedule changes will result in the cancellation of semester tuition charges and fees according to the established schedule for fall and spring semesters.
1 Complete withdrawal from all courses (on-campus students) (Fall 2014-Spring 2015) :
Students can withdraw from a course with varying refund percentages based on the timing of their withdrawal during the semester A withdrawal completed by the end of the first week entitles the student to a 90% refund If the withdrawal occurs by the end of the second week, a 60% refund is available Withdrawing by the end of the third week allows for a 40% refund, while a withdrawal by the end of the fourth week provides a 25% refund However, any withdrawal made after the fourth week does not qualify for a refund.
Partial withdrawal : If the change in program results in a lower tuition charge, the refund schedule above applies to the difference.
Regulations governing student withdrawals as they relate to residence hall and food service charges are contained in the specific lease arrangements.
During the Summer Sessions, students who withdraw from courses within the first seven calendar days will receive an 85% refund of their tuition and fees However, no refunds will be issued for courses dropped after this period.
Courses that do not follow the traditional semester may have different refund policies.
The University’s refund policies align with the guidelines set by the American Council on Education, ensuring compliance with federal regulations These regulations mandate that financial aid recipients must use any refunds to repay the financial aid received for the semester This requirement also extends to institutional aid.
Tuition fees will not be reduced or refunded due to class absences, and students with unclear financial records will not receive authorization to withdraw or certification for completed work.
The following chart explains the purpose of administrative forms that are needed during GW education The following forms are available on the Registrar’s website (http://www.gwu.edu/~regweb/web-content/indext.html) by clicking on the Online Forms menu at the left side of the screen, including:
The following academic forms are available from the Graduate Coordinators, in the departmental offices, in the ADAA office, and online at:seas.gwu.edu/graduate
Graduate advising form For planning the academic program with the advisor (core courses, prerequisites and electives)
Begin the process with the academic advisor
Forms are available via GWEB info system Degree Map
Application for Graduate Transfer Credit Students may transfer in approved credits of courses taken no more than five years ago from an accredited university
A maximum of 6 credits may be transferred into the doctoral program (check with your advisor)
Begin the process with the academic advisor
Forms are available in the department.
Registration Transaction Form (RTF) To be used for special registration Forms are available in the Office of the Registrar (Colonial
Central), in the departments, and in the ADAA Office
RTF-EZ For standard registration transactions
(add/drop, late registration, simple withdrawal) Apply on-line See page 16 of this handbook
Forms are available in the Office of the Registrar (Colonial
Central), in the departments, and in the ADAA Office Request for Certification for Half-time/Full-
Certifies student status as a half-time or full-time for a requesting agency or organization
Begin the process with the advisor Forms are available in the department.
Continuous Enrollment/ Leave of Absence See page 5 of this handbook Must be submitted along with an
RTF Available in the department Late Withdrawal Form To be used in the event a student withdraws from one or more classes after the end of the 9 th week
Must be submitted along with an RTF and a Petition Form Available in your department Request for an Incomplete Grade Request for additional time to complete course requirements
Petition for Exception to Stated Academic
Request for exception to academic policies
Must be submitted along with an RTF
Available in the department Research course registration form
CEE, CS, ECE, EMSE, MAE
To register for 8998,399,8999 courses Available in the department
The intent to take the Qualifying Exam Available in the department
Formal declaration of the title of the dissertation
Start with the research advisor
Forms can be obtained from the Departmental Graduate Records Coordinator
1 Establish academic advisor (designated and/or approved by the department chair)
2 Complete any prerequisite work (or other conditions of admission).
3 Complete and file a Program Plan of Study: Form 1
4 Complete all course requirements on your Program Plan of Study
5 Complete the preliminary / qualification examination forms and file by the deadline.
6 Maintain continuous enrollment Be actively enrolled in at least one credit hour during the semester in which you intend to sit for the comprehensive examination.
7 Successfully complete all sections of the comprehensive examination.
1 If you have not already done so, establish a doctoral dissertation committee
2 Committee Membership and Proposal Approval form with Part I completed.
3 Obtain your dissertation committee’s approval of your dissertation proposal Complete and file two copies with your department: (1) Proposal, (2) Dissertation Committee Membership and Proposal Agreement form with Part II completed, and if required, (3) the Human Subjects forms This is needed to gain final approval of the proposal.
4 Successfully complete the oral defense of the proposal.
5 Submit drafts of dissertation to the dissertation chair and committee members for review and feedback, as requested by the department chair
6 Enroll in a minimum of 24 credit hours of Dissertation Research.
7 Check with your graduate coordinator for deadlines for scheduling dissertation oral examinations.
8 Complete an Application for Graduation form for the semester in which you plan to graduate by established semester deadline Check with the graduate coordinator for the deadline to submit.
9 Secure an appointment to meet with the graduate coordinator to review your academic record.
10.Establish a dissertation oral examination committee with the assistance of your dissertation committee chair (Dissertation Oral Examination form).
To complete the dissertation submission process, provide the graduate coordinator with one paper copy and one electronic copy of the abstract (350 words), along with the Dissertation Approval Form and the Request for Dissertation Oral Examination Form.
12.Receive confirmation from the department chair concerning committee approval & date, time, and location of the oral examination.
Submit copies of your dissertation to the examining committee members at least three weeks before the oral examination date, and keep one copy for yourself.
Candidates must address any revisions requested by the oral examination committee within 30 days following their final oral examination, or 14 calendar days before the semester concludes for summer and fall graduates, and by April 1 for spring graduates.
Within 30 days, submit the final electronic copies of your dissertation to the department, including the abstract, UMI Information, Survey of Earned Doctorates, and any other relevant materials Ensure you upload the final, revised version of your dissertation.
16 Fill out the ETD approval form completely; secure the necessary signatures (advisor, ETD coordinator, ADAA) After the ETD form is approved the dissertation will be submitted by SEAS.
17.Be cleared for graduation upon a final check of your academic record and receipt of the above mentioned materials See clearance checklist.
18.See Advanced degree program coordinator for the Ph.D program.
For any questions on dissertation format, please contact:
Marilyn Shazier-Shields at x48323 or by email at mshazier@gwu.edu
Marking Citations in the Text