School of Medicine Graduate Degree Completion

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School of MedicineGraduate Degree Completion
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School of Medicine Web Site

• www.medschool.vcu.edu/graduate/student_res/
• index.html
• Academic Calendar
• Stages in Degree Completion
• Graduate Program Checklist
• Oral Exam Scheduling in GradTrak
• Graduation Application

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Deadlines/Summer 2009

• June 12 Deadline for Submission of Graduation
  Application
• July 17 Suggested Last Day to Submit Notice
  for Defense
• July 31 Suggested Last Day for Defense
• August 6 Firm Deadline for Completion of
  Signature Pages

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Completing Your Degree

• Advisor / Committee agreement on document content
  Committee meeting held to ensure mutual
  understanding
• Update Committee form if necessary
• Ensure compliance with all other degree
  requirements (GPA, course requirements, degree
  candidacy form, etc.)
• Check availability of Advisor, Committee members
  for review of thesis/dissertation and
  participation in final examination

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Initial Steps

• Register (you must be enrolled in the term in
  which you complete your degree requirements)
• Submit a Graduation Application (a fresh
  Graduation Application must be filed in the
  semester in which completion is planned there
  is no carry over

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Graduation Application

• Part I signed by Advisor and Program Director
  (Section B), bring to SOM Office of Graduate
  Education
• Part II signed by Candidate and must accompany
  Part I
• YOU DO NOT NEED TO SUBMIT PART III

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Scheduling the Defense/Final Examination

• In advance, consult with Advisor and Committee
  members to plan date, time, place and time needed
  to read/review thesis/dissertation
• Thesis/dissertation distributed to Committee and
  SOM Deans office a minimum of two weeks in
  advance of the examination
• Follow GradTrak Protocol

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Creating the Defense Form

• Make the appropriate entries of time, place,
  date and nature of the defense in the GradTrak
  system
• Print the Form and use to secure the
  required signatures
• Collect Committee signatures as you
  distribute the thesis/dissertation

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Scheduling the Defense/Final Examination

• Use Defense Form to confirm receipt of
  thesis/dissertation draft and awareness of
  scheduled defense by Committee members
• Bring completed Defense Form and a copy of the
  thesis/dissertation draft to School of Medicine
  Office of Graduate Education two full weeks in
  advance of the scheduled date (ten working days)

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Defense and Document

• Your thesis/dissertation defense is an oral
  examination on your research and your
  demonstrated ability to present the rationale for
  your study, the work conducted and its
  interpretation your Committee votes to
  determine if this performance was satisfactory
  (pass or fail)

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Defense and Document

• The document in which you have described your
  research (the thesis / dissertation) is also
  subject to Committee approval
• Approval is rendered by the signature of the
  Committee members and the Department Chair on the
  Thesis/Dissertation Signature Page or the ETD
  Approval Page

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Thesis / Dissertation

• www.medschool.vcu.edu/graduate/student_res/
  index/.html
• Guidelines for Processing Theses and
  Dissertations
• VCU Library site ( anticipate changes
  in the information at the Library site)
• Thesis and Dissertation Manual
• Thesis / Dissertation Signature Page Format

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Checklist

• ________ 1) Signature page
• ________ 2) Title page
• ________ 3) Acknowledgements
• ________ 4) Table of Contents
• ________ 5) List of Tables
• ________ 6) List of Figures
• ________ 7) List of Abbreviations
• ________ 8) Abstract
• ________ 9) Pagination for pages beginning
  chapters
• ________ 10) Figure Legends
• ________ 11) Table Titles
• ________ 12) Cover Sheet for References
• ________ 13) References
• ________ 14) Cover Sheet for Appendices
• ________ 15) Appendices
• ________ 16) Vita
• ________ 17) Other

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Thesis/Dissertation Signature Page

• Use the School of Medicine format (see example)
• Separate signature lines for Advisor(s),
  Committee members, Department Chair, SOM Dean, GS
  Dean
• TWO original copies ONLY are required signed in
  black ink
• For an ETD Submission use the form posted on the
  SOM web site

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(No Transcript)
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Thesis/Dissertation Copies

• Paper Paper labeled bond, photocopier, laser,
  text, or opaque meets the requirements for
  archiving. The technical standard is acid free,
  20-lb., bond paper. Virtually all photocopier
  paper meets the standard.
• Format Follow standards described in the VCU
  Thesis/Dissertation Manual
• Copying - No constraints

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After the Defense

• www.medschool.vcu.edu/graduate/student_res/
• index.html
• After the Defense
• Complete corrections, with approval of advisor
  obtain signatures from Committee members and
  Department Chair on two copies sign in black
  ink please
• Survey of Earned Doctorates Form 2008 09
• Survey of Earned Doctorates Form 2009 - 10

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Electronic Thesis/Dissertation

• Consult with your advisor and program director
  first to determine if/how this is an option for
  you
• You must complete the Thesis/Dissertation
  Signature Pages in hard copy or use the ETD
  approval form for an electronic submission two
  original signature copies are required

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Archiving Your Thesis / Dissertation

• You are required to archive your
  thesis/dissertation with VCU Libraries and may be
  required to have copies provided to your
  Department.
• The Library will require submission of your
  thesis/dissertation as an electronic document
  (ETD) but you may need to provide a hard copy for
  your Department.

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Personal Bound Copies

• VCU Libraries no longer mediates the binding of
  the thesis/dissertation copies for the
  individual.
• The Library web site provides information on
  regional firms who can provide binding service.

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Final Contact with SOM Office of Graduate
Education

• Bring two copies of thesis/dissertation signature
  pages or ETD approval sheet with original
  signatures in black up to and including Chair
  signature -- to School of Medicine Office of
  Graduate Education do not obtain Deans
  signatures (SOM, Graduate School) yourself
• If Ph.D., bring completed Survey of Earned
  Doctorate Form
• On submission of your signature pages the SOM
  forwards your finalized Graduation Application

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Final Contact with SOM Office of Graduate
Education

• Dr. Chlebowski will secure/execute signature of
  Dean of the School of Medicine
• YOU will secure the last signature, that of the
  Dean of the Graduate School the Graduate School
  is on the Monroe Park Campus near Cabell library

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The Graduate School

• Take your signature and/or ETD approval pages,
  including the required number of copies and forms
  to Moseley House, 1001 Grove Ave., the VCU
  Graduate School
• The Office will render Dr. Boudinots signature
• If Ph.D. turn in your Survey of Earned Doctorate
  form

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Monroe Park Campus Grad School and Library

• Campus Connector Shuttle Stop on Cathedral Place
• 3 Cabell Library
• 7 Moseley House - VCU Graduate School

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Thesis/Dissertation to TML

• www.medschool.vcu.edu/graduate/student_res/
• index.html
• Guidelines for Processing Theses and
  Dissertations
• VCU Library site
• Binding Processing Form
• Special Collections and Archives
  Agreement
• Form
• Dissertation Publishing Agreement Form
• Optional Thesis Publishing Agreement Form

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Thesis/Dissertation to Cabell Library

• Cover Letter for Department Payment of
  Thesis/Dissertation Binding
• Completed signature pages are returned
• Take appropriate forms and copies for binding to
  Cabell Library (Monroe Park Campus) making
  additional copies of signature pages as needed

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Delivery of Dissertation

• Cabell Library Monroe Park Campus
• Shuttle bus from Sanger stops in front of
  Cabell
• Fourth Floor VCU Libraries Administration
  Office
• Open 800 500 M - F
• Take all copies for binding and required forms
  and be prepared to make payment (MasterCard,
  Visa, Discover, cash, check, or money order)
• or if advisor/department funds are to pay
• Cover Letter for Department Payment of
  Thesis/Dissertation Binding

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Return of Bound Copies

• If the Department/Program has requested bound
  copies they will be forwarded to the Department
  via VCU Libraries.
• Binding of personal copies of the
  Thesis/Dissertation is performed on the basis of
  arrangements made by the student.

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Documentation of Degree Completion

• If documentation of degree completion is needed
  before the end of the term please see Dr.
  Chlebowski
• Degree is awarded as of the end of the term (not
  the date of Commencement)
• Degree awarded will NOT appear on an official
  transcript until June

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Commencement Participation

• Degrees awarded during the Summer term are
  formally awarded in mid-August Summer and Fall
  graduates normally participate in the December
  commencement
• Permission to march in May commencement is
  arranged with the VCU Graduate School