Doctoral Students


Deadlines

Submit your graduate advisor approved Application for Graduate Degree to the Graduate School. You must also complete and submit the SED survey. You will receive email notification from the Graduate School once your application has been approved. The diploma fee and the UMI online publication fee are billed to your UTEP Goldmine account upon approval of the Application for Graduate Degree. Do not submit payment with the application and do not pay the diploma fee until your Application for Graduate Degree has been approved by the Graduate School.

PLEASE NOTE THAT IF YOU DO NOT GRADUATE YOU WILL BE REQUIRED TO RESUBMIT A GRADUATION APPLICATION.

Doctoral students must also complete the following (as applicable):

ProQuest/UMI
($55.00 fee) Submit the dissertation for online publication at http://dissertations.umi.com/utep 

Survey of Earned Doctorates
Submit your the Survey (Does not apply to EDD, DPT or DNP students : https://sed-ncses.org/GradDateRouter.aspx

Bio-sketch
Click here to obtain an example

MAY

15

Summer Application Begins–$35.00 Fee.
Graduation applications accepted for summer conferral. 

JULY

21

Last Day for On-time Application –$35.00 Fee.
Applications after this date will be assessed an additional fee

24

Late Application –$50.00 Fee.
Late graduation applications accepted for summer conferral. $15 late fee assessed.

AUGUST

04

Graduation Application Deadline Last day to apply for Summer 2017 Graduation

08

Defense & Dissertation Submission Deadline Deadline for Summer 2017 doctoral degree candidates to defend the dissertation and deadline to submit the Graduate School approved dissertation, signature page & defense form with original signatures. Submit ONE copy of the dissertation in PDF electronic format on a CD. The CD must be in a case labeled with student name and semester. Doctoral degree candidates must also submit the dissertation to ProQuest/UMI for on-line publication at  http://dissertations.umi.com/utep

15

Graduation – Summer 2017 Degree Conferral
Names of summer candidates will appear in the fall commencement program.

DECEMBER

10

Fall 2017 Commencement –Don Haskins Center

9:00 a.m. – College of Liberal Arts
2:00 p.m. – Colleges of Business Admin, Education & School of Nursing
7:00 p.m. – College of Engineering, Science & Health Sciences

 

Go to  www.utep.edu/commencement for more information on commencement.

AUGUST

16

Fall Application Begins–$35.00 Fee.
Graduation applications accepted for fall conferral. 

OCTOBER

06

Last Day for On-time Application –$35.00 Fee.
Applications after this date will be assessed an additional fee

09

Late Application –$50.00 Fee.
Late graduation applications accepted for fall conferral. $15 late fee assessed.

NOVEMBER

17

Printer's Deadline
Last day to submit your graduation application if you want your name included in the fall commencement program. Only the names of master's degree candidates who have submitted their graduation applications through this date will appear in the commencement program.

22

Dissertation Defense Deadline  
Deadline to defend the dissertation and submit the Defense Form to the Graduate School. (Doctoral degree candidates must defend by this date to participate in commencement.)

DECEMBER

08

Dissertation Submission Deadline

Deadline to submit the Committee and Graduate School approved dissertation and signature page. Doctoral degree candidates must submit the dissertation by this date to participate in commencement.

16

Fall 2017 Commencement –Don Haskins Center

9:00 a.m. – College of Liberal Arts
2:00 p.m. – Colleges of Business Admin, Education & School of Nursing
7:00 p.m. – College of Engineering, Science & Health Sciences

Go to www.utep.edu/commencement for more information on commencement.

DECEMBER 2017

18

Spring Application Begins–$35.00 Fee.
Graduation applications accepted for spring conferral.

FEBRUARY

16

Last Day for On-time Application –$35.00 Fee.
Applications after this date will be assessed an additional fee

19

Late Application –$50.00 Fee.
Late graduation applications accepted for spring conferral. $15 late fee assessed.

APRIL

13

Printer's Deadline
Last day to submit your graduation application if you want your name included in the spring commencement program. Only the names of master's degree candidates who have submitted their graduation applications through this date will appear in the commencement program. Names of summer candidates will appear in the fall commencement program.

20

Dissertation Defense Deadline
Deadline to defend the dissertation and submit the Defense Form to the Graduate School. (Doctoral degree candidates must defend by this date to participate in commencement.)

MAY

04

Dissertation Submission Deadline

Deadline to submit the Committee and Graduate School approved dissertation and signature page. Doctoral degree candidates must submit the dissertation by this date to participate in commencement.

 

12

Spring 2017 Commencement – Don Haskins Center
9:00 a.m. – College of Liberal Arts
2:00 p.m. – Colleges of Business Admin, Education & School of Nursing
7:00 p.m. – College of Engineering, Science & Health Sciences

Go to  www.utep.edu/commencement for more information on commencement.

MAY

16

Summer Application Begins–$35.00 Fee.
Graduation applications accepted for summer conferral. 

JULY

20

Last Day for On-time Application –$35.00 Fee.
Applications after this date will be assessed an additional fee

23

Late Application –$50.00 Fee.
Late graduation applications accepted for summer conferral. $15 late fee assessed.

AUGUST

10

Graduation Application Deadline Last day to apply for Summer 2017 Graduation

10

Defense & Dissertation Submission Deadline Deadline for Summer 2017 doctoral degree candidates to defend the dissertation and deadline to submit the Graduate School approved dissertation, signature page & defense form with original signatures. Submit ONE copy of the dissertation in PDF electronic format on a CD. The CD must be in a case labeled with student name and semester. Doctoral degree candidates must also submit the dissertation to ProQuest/UMI for on-line publication at  http://dissertations.umi.com/utep

15

Graduation – Summer 2017 Degree Conferral
Names of summer candidates will appear in the fall commencement program.

DECEMBER

10

Fall 2017 Commencement –Don Haskins Center

9:00 a.m. – College of Liberal Arts
2:00 p.m. – Colleges of Business Admin, Education & School of Nursing
7:00 p.m. – College of Engineering, Science & Health Sciences

 

Go to  www.utep.edu/commencement for more information on commencement.

 

Things to remember:

Submit your completed thesis or dissertation to the Graduate School for format check before you defend it.  Submit it for format check again afterward. 
We strongly recommend that you submit the complete dissertation to your committee for review at least TWO weeks before your scheduled defense.
Fees can be paid by accessing your Goldmine account online through https://my.utep.edu/ or at the Student Business Services Office.

Timeline

The following forms/items are required in your final semester:

  • Application for Graduate Degree
  • Final Degree Plan
  • Completion/Defense Form

If you have any questions, comments, or concerns that weren't addressed here, contact the Graduate School at (915) 747-5491 or gradschoolgraduation@utep.edu.

In your final semester, these are the steps you need to complete in order to graduate:

  1. Review the final degree plan with your advisor to determine your graduation eligibility.
    1. The final degree plan lists the courses you must successfully complete to meet degree requirements as determined by your Graduate Studies Committee and the Graduate Catalog. The final degree plan should only include courses that fulfill degree requirements.
    2. All coursework as stated on the Final Degree Plan must be completed by the end of the final semester of study, demonstrating a 3.0 or higher cumulative GPA.
    3. N grades, P grades and I grades received for graduate credit coursework must be changed to a Standard or Pass/Fail grade and posted on the transcript by the conclusion of the final semester of study. In regard to P grades for dissertation hours, check with the instructor of record and ensure that a standard or Pass/Fail grade is assigned to your last enrollment in dissertation hours. Assignment of a final grade will prompt Banner to update all P grades in dissertation hours.
    4. Verify your enrollment status. Graduate School policy requires students to be enrolled during the final term of study.
  2. Find out what the deadline is to submit your graduation application once your Final Degree Plan has been approved.
    1. The doctoral program advisor of your program and your college dean must approve your graduation application. Graduation applications submitted to the Graduate School without graduate advisor and college dean signature approval and final degree plan will not be processed.
    2. Ensure that all required information including scheduled defense date and committee membership is included in the application.
    3. The Graduate School sends email notification upon approval of the application. Please note that at this stage you are only a graduation candidate.
  3. Submit these additional required items to the Graduate School immediately after you receive notification that your graduation application is approved.
    1. Doctoral students need to complete and submit the doctoral bio form.
    2. The Survey of Earned Doctorates, a survey administered by the National Science Foundation and designed to form a national picture of graduating doctoral students.
  4. Defense date should be scheduled no later than two weeks before Dead Day of the intended term of graduation. Summer candidates who participate in spring commencement must defend the final dissertation two weeks before Dead Day of the spring term.
    1. Summer candidates who participate in spring commencement must defend the dissertation by Dead Day of the spring semester, although the final dissertation is due at the end of the summer term.
    2. Summer candidates who do not select to participate in spring commencement may participate in fall commencement.
  5. Submit dissertation to the Graduate School before the defense for formatting approval.
    1. All dissertations must be formatted the same way, and the most comprehensive guide for this may be found here.
    2. For your convenience, a Word template can also be found here.
    3. Please note that the signature page will not be accepted or approved by the Graduate School if the format is inconsistent or varies from established Graduate School formatting guidelines.
  6. Defend the dissertation and have committee members sign the dissertation defense/completion form.  Form must be submitted to the Graduate School by Dead Day of the graduation semester.
    1. Have your form completed and ready for signatures at your defense, so that you can submit it to the Graduate School immediately after the defense.
    2. Submit the dissertation for final format review after you defend and have made any final edits as recommended by your committee.
    3. After you receive approval from the Graduate School you may proceed with the final submission of the dissertation.
  7. Submit final copy of dissertation to Graduate School and ProQuest.
    1. After you receive approval from the Graduate School you may proceed with the final submission of the dissertation.
    2. Submit one complete copy of the dissertation in PDF format on a CD in a case along with a hard copy of the signature page to the Graduate School by the deadline stated in graduation deadlines. Label the CD with your name, graduation term, and indicate that it is a dissertation.
    3. You must also upload the Graduate School approved dissertation at the ProQuest/UMI website for online publication ‐ http://dissertations.umi.com/utep
    4. The UMI website requires that you create a unique personal password for submission purposes. Traditional publication was billed to your Goldmine account when you applied for graduation, so there are no additional fees associated with uploading the dissertation. Any additional charges incurred at the UMI/ProQuest website are for services you have chosen to purchase and must be paid directly to UMI/ProQuest. Please note that you are not obligated to purchase any additional service and any additional purchases you do make are strictly between you and UMI/ProQuest.
  8. Pay all relevant fees that have not been paid.
    1. After your graduation application is approved, the required fees (diploma fee and dissertation publication fee) will be assessed to your account.  You must pay these before graduating.
    2. Fees may be paid by accessing your Goldmine account on‐line through My.UTEP.edu, or in person at the Bursar’s Office.
  9. Register for Commencement
    1. Sometime after your application for graduation has been processed, you will receive an email generated by the Registration & Records Office with instructions on accessing the MarchingOrder website. Once access has been granted, please register at the MarchingOrder website to RSVP your participation in commencement. Any questions or concerns regarding the RSVP or MarchingOrder need to be addressed with the Registration & Records Office.
    2. Only the names of students who have applied for graduation in time to meet Printer’s Deadline will appear in the Commencement program. The Printer’s deadline is a very strict deadline, so exceptions for late submissions cannot be made. Check your student record for a “Confidential” indicator. A “Confidential” indicator prevents your name from being published in the Commencement program and in other graduation announcements. To release the “Confidential” indicator, please go to the Registration & Records Office.
    3. The name which appears in the program and on the diploma and transcript is your official name as it appears in your Goldmine record. Please refer to the Records & Registration Office for instructions on filing a name change.
    4. Please note that pre‐commencement is a college event, not a Graduate School event, so any questions, comments or concerns regarding pre‐commencement ceremonies need to be addressed with the office of your respective college dean.
    5. Former students who are granted permission to participate in commencement do not have access to MarchingOrderand cannot RSVP. Permission has to be granted by the Graduate School and the RSVP is manually entered by the Records Office.
  10. Graduation
    1. Degrees are awarded and posted on the final transcript approximately 60 days after the official degree conferral date.
    2. Email notification is sent by the Graduate School as soon as your degree posts. Official transcripts with the posted degree can be ordered from the Registration & Records Office – http://www.utep.edu/records
    3. The diploma lists your awarded major and degree only. The final transcript lists the officially awarded degree, major and concentration if applicable.
    4. Diplomas are mailed to your Mailing Address as listed in Goldmine in approximately 90 days after the official degree conferral date. Make sure you update your Mailing Address in Goldmine to ensure accurate delivery of the diploma. Diplomas will not be mailed outside the United States unless alternative arrangements are made through the Records Office. Additional fees will apply for shipping outside the U.S.A.
    5. The diploma and transcript will not be released if you have an outstanding financial obligation to the University.
    6. Refer ALL inquiries regarding diplomas and transcripts directly to the Registration & Records Office

DOCTORAL REGALIA

DOCTORATE REGALIA

  • Antique Gold Tassel
  • Black Gown with Black Felt
  • The color of the hood varies according to degree