thesis completion form

Commonly Used Forms

To help you navigate your academic program, there are several processes that are in place. Some processes are conducted electronically, while others require manual processing with physical signatures. Forms included in this section are either Portable Document Format (PDF) files, dynamic forms, or HTML files that may be downloaded, filled out, and given to the appropriate university officials for approval. Many of these forms have been implemented by the College of Graduate Studies and have been adopted across UCF’s various colleges. Some forms are specific to CECS. Regardless, this list is not comprehensive, and your department may have additional forms to support your academic progress.  For College of Graduate Studies (CGS) forms, please visit: https://graduate.ucf.edu/forms-and-references/

Registration

• The deadline for Restricted Registrations/Overrides for Summer 2024 Registration is May 10, 2024 by 4pm .
• If you receive an email from [email protected] , this is because there is an issue with your registration.  Please read the email as there is very important information therein that will prevent the Office of Graduate Affairs from registering you for the requested classes.
• UCF CECS Registration Agreement Dynamic Form – THIS IS NOT THE OVERRIDE FORM! This form is a dynamic form for CECS Special Registration Agreement .  This form is needed for graduate students to register for any Variable Credit Hour Course in our college (XXX 6908, XXX 6918, XXX 6946, XXX 6958, XXX 6971, XXX 7919, or XXX 7980) .
• UCF CECS Graduate Override Dynamic Form : The Graduate Override form is only for access to a class where a prerequisite is required, 0V91 section of courses AFTER APPROVAL FROM COVE , or for IDS 6999.
• Administrative Record Change Registration/Override Attachment form : Please use this form when needing an Administrative Record Change completed by the department after the late registration deadline.
• SACM AND FULLBRIGHT ONLY:   If you are a SACM or Fullbright student please use this Override Dynamic Form to register for Section 002 courses ONLY.
• For Student guides on how to fill out the dynamic forms, please see the Guide for Restricted Registration – Student Edition and the Guide for Override Forms – Student Edition .
• For Instructor Guides on how to fill out the dynamic forms, please see the Instructor’s Guide on How to Complete Override Forms and Instructor’s Guide on How to Completed Restricted Registration Forms .

Program of Study

• Each graduate student must have a Program of Study on file by their 12th hour in their program.  These forms can be located on your department’s home pages and are simply the courses you have completed and plan to complete to meet your degree’s requirements.
• CECE – https://www.cece.ucf.edu/graduate/
• CS – https://www.cs.ucf.edu/academics/current-graduate-students/
• ECE – https://www.ece.ucf.edu/graduate-programs/
• IEMS – https://iems.ucf.edu/graduate
• MSE – http://mse.ucf.edu/graduate-program/
• MAE – http://mae.ucf.edu/advising/graduate-forms/
• Modeling & Simulation – https://msgrad.ist.ucf.edu/Forms.aspx

CECS How to Access Unofficial Transcripts

Here is a step by step guide on how to access your unofficial transcripts through your myUCF Portal.

Committee Forms

• The College of Graduate Studies has both the Doctoral and Thesis Committee Forms in dynamic forms.
• For doctoral students (at a minimum), you must have three members from your department and one member from outside of your department.  For both thesis and dissertation students, most of your committee members must be Graduate Faculty members.
• Before submitting either a thesis or dissertation committee for approval, please make sure that your Program of Study is approved and processed by the College of Graduate Studies.  These eForms originate by your program’s Graduate Advising Office.
• To find out committee member status, please visit the Graduate Faculty Page .
• To initiate a thesis or dissertation committee form, please fill out the dynamic Thesis and Dissertation Committee Form .
• To initiate a dissertation committee form where you need six members, please fill out the dynamic Dissertation Committee Form – 6 Members .

Graduate Procedures

• Filing your Intent to Graduate – The Intent to Graduate is filed online during the period designated on UCF Academic Calendar
• Graduate Petition Form  – Graduate students who wish to request an exception to university policy must complete this form to begin the process.
• Traveling Scholar Form – To request that courses taken at another institution apply toward completion of your UCF degree. After reading the form, complete the fields, have your advisor sign it, then submit the endorsed form and syllabus (or syllabi) to [email protected] .
• Thesis/Dissertation Approval Form – This form is used by Thesis and Dissertation students who have successfully defended.  It will be started by the student once they have completed their defense and automatically sent from member to member.  Students MUST complete their final submission before Graduate Studies will approve this form.

Student Services

• Change of Address Form
• Name Change Form 
• Student Grade Appeal Form 
• Thesis & Dissertation Webcourse ( https://webcourses.ucf.edu/enroll/EREP7Y )
• Integrity Training ( https://graduate.ucf.edu/pathways-to-success/#Academic Integrity Workshops)
• Binding Services for students who want their Thesis and Dissertation presentation bound

Forms for Research-Oriented Students

• Defense Link – Submit your request to convene your thesis/dissertation defense.

Performance Assessment

• PhD Annual Review
• GTA Assessment  

More graduate forms can be found at: https://graduate.ucf.edu/forms-and-references/ .

7-Year Plan

Students nearing 21 semesters since their admit term will need to complete a   7-Year Plan .

Probation Plan Agreement

Students who are placed on probation by the College of Graduate Studies are required to meet with their graduate program director to create a Probation Plan .

How to Apply for an IRB

NOTE: You must complete CITI Training before submitting an IRB application.

Follow these steps to complete an IRB application:

• If you are a graduate student, new submissions require principal investigator, faculty advisor, and departmental sign-off prior to submission to IRB. Complete form HRP 251  and upload it with your study submission.
• Visit HURON and login with your UCF NID.

• Once you have submitted the study, you can check your task list (items that require clarification) and track the IRB work-flow by selecting the study in “My Inbox.”

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Dissertation and Thesis Forms

You will need  Adobe Acrobat  to use the signature page template. 

Before Your Defense

• Download the appropriate signature page from the  Signature Page Box File  based on the number of committee members including your chair. (4 committee members = 4 Line Signature page, etc.)
• Fill it with your information using the  signature page model  and upload it to Vireo along with your formatted thesis/dissertation.
• We will check this for accuracy at your preliminary review.

At or Immediately After Your Defense

• Obtain signatures from all committee members
• Obtain the signature of your department chair 
• The Graduate School will obtain the Dean's signature upon final approval.
• Upload the signed PDF to Vireo along with your revised manuscript within 10 days of your defense.

See  FAQs  if you are having trouble downloading, signing, or scanning the signature page.

Complete the Doctoral Investment Form before your preliminary review.

After your Defense

Do not submit this form until AFTER you have defended.

Complete your Copyright and Final Approval Form . 

Discuss and agree on an embargo option with your committee chair. Information about embargos is listed below as well as on the form itself.

Within 10 days after the defense, students must submit this form using Bear ID and Duo Authentication. 

Committee chairs will receive an automated email with a link to approve the student's embargo selection and the final manuscript using Bear ID and Duo Authentication. 

Students and advisors will receive a confirmation email after the advisor's approval response has been received.

Information about Embargo Options

Options Immediate Release Two-year embargo Five-year embargo

Baylor University’s Policy Unless you choose to embargo (delay release) your Electronic Thesis/Dissertation (ETD), your document will be findable and openly accessible  on the Internet  via BEARdocs ( http://beardocs.baylor.edu ) in the semester following your graduation. Why would I choose a two-year embargo? You may desire this option if you have a pending journal publication and the publisher requests that you delay access to your thesis or if you have patent and/or similar proprietary reasons for withholding your thesis from open access. This option restricts access to your work for a period of two years. This embargo may be extended if an email is sent to the address below  before  the initial embargo ends.  Note:  Once your article is published, please send library personnel the citation information so that we can add this information to the descriptive information associated with your ETD so researchers will be aware of the publication. Why would I choose a five-year embargo? You may desire this option if you are (or will be) submitting material to a journal or book publisher. Some publishers prefer not to publish material that has been openly accessible. This option restricts access to your document for five years. This embargo may be extended if an email is sent to the address below  before  the initial embargo ends.  Note:  Once your article or book is published, please send library personnel the citation information so that we can add this information to the descriptive information associated with your ETD so researchers will also be aware of the publication. Can I extend my embargo? Yes. If you find it necessary to extend your embargo, send an e-mail to  [email protected]   before  the initial embargo period ends. Questions about availability options? If you still have questions or concerns about availability options, please e-mail us at  [email protected] . 

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Faculty advisers, committee members, and program directors all play key roles in providing the guidance and support that students need to complete a thesis or dissertation successfully.

Thesis and Dissertation Office

The Thesis and Dissertation Office in the College of Graduate Studies advises students about UCF electronic thesis and dissertation requirements, information regarding graduation deadlines and formatting of the manuscript.

Students should become familiar with the thesis and dissertation webpage and enroll in the Thesis and Dissertation Webcourse which contains all student resources related to the thesis and dissertation process, including information on how choose an adviser and committee, formatting resources, how to conduct the defense, and more.

Faculty and staff can join the free, self-paced webcourse, “ How to Help Grad Students: Thesis and Dissertation ” to learn more about the thesis/dissertation process in order to better help graduate students. This reference tool provides a timeline for thesis/dissertation completion, as well as information on communications, deadlines, reports, forms, the defense and format review processes and more.

The Thesis and Dissertation Office may be reached at  [email protected] , and the semester deadlines for theses and dissertations are listed in the  UCF Academic Calendar .

For a thesis/dissertation student planning to graduate in the semester, the Graduate College requires that the student:

• Submit the bookmarked ETD PDF file for Format Review by the semester Format Review deadline
• Submit the Thesis/Dissertation Release Option eForm in myUCF Student Center by the semester Format Review deadline
• Receive Format Review approval and permission to do Final Submission from the Graduate College editor
• Announce the defense at least two weeks prior to the defense date
• Defend successfully by the semester Defense deadline
• Complete Final Submission of ETD and deliver a signed Thesis/Dissertation Approval Form to the Graduate College editor by the semester Final Submission deadline

Setting the Groundwork: Program Handbook

Having a detailed Program Handbook can help students know what to expect at all stages of their graduate study in your program, including the thesis and dissertation stage. Here are some essential elements:

• Have your graduate program committee specify guidelines for acceptable and exceptional theses and dissertations and scholarly work in your program handbook.
• For all official exams, explain the intent of the exam, schedule when the exam will be offered, number of attempts allowed, what constitutes success, how to prepare and defend, how the defense will be evaluated, and attendance procedures.
• Include a blank annual evaluation form in your program handbook.

Thesis and Dissertation Stages

This guide defines the following six stages of thesis and dissertation work and provides guidance and best practices for each stage.

Stage 1. Initiating Thesis/Dissertation Work Stage 2. Enrolling in Thesis/Dissertation Stage 3. Research Phase Stage 4. Thesis and Dissertation Review Stage 5. Defense Stage 6. Thesis and Dissertation Final Submission

FAQs  related to the thesis and dissertation process

Policies Related to Thesis/Dissertation

Dissemination (Release) of Theses and Dissertations

Human Subjects Research

• Patent and Invention Policy
• Proprietary and Confidential Information

Review of Theses and Dissertations for Original Work

Viewing Thesis/Dissertation Status and Release Options

PeopleSoft GRAD Custom > Graduate Summary > Academic Progress page

PeopleSoft GRAD Custom – thesis/dissertation status fields being added to Intent to Graduate lists

DocView – Document name is T_D RELEASE OPTION

myUCF Student Center > Graduate Students section > Thesis and Dissertation Status page

Best Practices for Thesis and Dissertation

• Be aware of important thesis/dissertation deadlines including format review, defense, and final submission dates in the  UCF Academic Calendar .
• Students are expected to familiarize themselves with the resources located in the Thesis and Dissertation Webcourse. Students at every stage of the thesis and dissertation process should use this non-credit Webcourse as their primary source for information on policies, procedures, formatting resources, and more.
• Faculty are also welcome to access the Webcourse should they wish to familiarize themselves with its contents.
• All thesis and dissertations must pass format review by the College of Graduate Studies TD office in order to receive permission to upload their final document by the final deadline. Students should submit their work for review as early as possible and at least by the format review deadline of the semester that the student plans to graduate. Students will need to continue to submit their document for review until they receive format approval. Students will not be able to complete all TD requirements without format approval.
• Have the student file an Intent to Graduate Form at the beginning of the semester they plan to defend their thesis/dissertation. Be sure that the degree audit is clean and the student has met all degree requirements other than the thesis or dissertation requirement. Master’s students must have clean audits in the semester before they graduate since no petitions or exceptions to university policies will be approved in the semester of graduation.
• Several weeks before the defense, have the student provide the Thesis and Dissertation Approval Form to you. It is important to check it early enough to allow time for any needed corrections, especially the advisory committee information. If the committee is incorrect, submit a correction to the Graduate College. After corrections have the student print an updated Thesis and Dissertation Approval Form for the defense. Do not use an incorrect Approval Form for the defense.
• Students are responsible for collecting the appropriate committee and college signatures on the Thesis and Dissertation Approval Form. The student or a designated representative must email the completed form to [email protected] by the final semester deadline. Departmental approval pages will not be accepted. The signature of the Dean of the College of Graduate Studies will be collected on behalf of the student once the approval form has been submitted to the College of Graduate Studies office. Extra copies of this form will not be accepted for signature.
• All theses and dissertations at UCF are electronic. No paper copies are ever required.
• Barring restrictions, all final TD submissions are available through the STARS Theses and Dissertations page .
• For university support services for thesis and dissertation students, refer to  Thesis and Dissertation .

Stage 1. Initiating Thesis/Dissertation Work

Best Practices

Research and scholarly work.

• Ensure that students use citations from authoritative sources, follow an acceptable citation style, and have complete citations.
• Recommend that the student attend a citation management workshop offered by the UCF Libraries and consider using a citation management software. Share how you manage your own research work and what tools you have found helpful.

Process and Policy

• The doctoral candidacy examination must be completed early enough so the student can be advanced to candidacy before the first day of classes for the semester in which they will begin to enroll in dissertation hours.
• All transfer work, course substitutions, traveling scholar, and all exceptions to university requirements must be completed by this time.
• Advise the student to attend  ethics/responsible conduct of research workshops . These workshops are free for graduate students and are offered every fall, summer, and spring semester.

Feedback and Evaluation

• Have the advisory committee regularly evaluate the student on progress and record these evaluations in your student files.
• Complete the Program of Study such that the student has time to complete all required coursework in a timely fashion.

Stage 2. Enrolling in Thesis/Dissertation

Doctoral Committee/Candidacy Status Form

Thesis Advisory Committee Form

Nomination and Appointment to Graduate Faculty and Graduate Faculty Scholars Form

• Please make sure that committee members are all graduate faculty or graduate faculty scholars and satisfy committee requirements. If a person you would like to be on the committee is not a graduate faculty member or graduate faculty scholar, then the person must submit a CV and the program must complete a Nomination and Appointment to Graduate Faculty and Graduate Faculty Scholars Form.
• Schedule the candidacy exam for your doctoral student. If the candidacy exam is an oral exam of the dissertation prospectus, be sure to provide copies of the prospectus to the advisory committee; advance notice of two weeks is minimally acceptable. Your department or college may have other requirements.
• Have your program staff run a degree audit for your student and ensure that it is up to date and shows that all coursework requirements are met and that courses that are not completed are registered for. If the audit is not up to date, this can cause delays while the college updates the audit.
• Thesis Advisory Committee Form, with the program of study or up to date degree audit attached, submitted to the Graduate College. This point is the final check for the student before graduation so that the only remaining requirement is successful completion of the thesis.
• Doctoral Committee/Candidacy Status Form, with the program of study or up to date degree audit attached, submitted to the Graduate College

Students may only register for dissertation hours once they have officially been changed to candidacy status. This point is the final check for the student before graduation so that the only remaining requirement is successful completion of the dissertation. Students must have completed this requirement before the first day of classes of the semester in which they wish to enroll in dissertation hours. Students enrolling in dissertation hours for the first time during the summer must have their paperwork submitted prior to the first day of classes for Summer C, regardless of which summer session they will enroll.

• Help your student choose the advisory committee. It is important that together you choose people who will have an interest in the subject, expertise in the subject, who have no conflict of interest either in the student (such as employment off campus) or in the research (paying for the project directly), and who are not related to the student. It is important that the advisory committee members fully intend to attend the advisory committee meetings yearly and at the final defense. The advisory committee members are there to guide the student and the research; they are not solely final readers of the research.

Stage 3. Research Phase

The biggest problem during this period will be to ensure that the student is making timely progress on the thesis/dissertation. Good practice says to meet regularly with your student. Meeting once a week is recommended, although this will vary by subject matter and expectations.

Please refer back to the schedule that you developed with the student about chapter delivery at your regular meetings with the student to ensure that the schedule is being maintained. If not, then either redo the schedule or have a frank discussion with the student about your expectations for progress. If necessary, please document in writing the progress to date at certain points.

Lay out the thesis or dissertation with the student, so they can see the chapters that must be written, and provide assignment deadlines for the chapters that are realistic. This will help students with procrastination and motivation issues and keep everyone on track. The deadlines can be flexible as the research warrants.

• Have a discussion with your student about intellectual property and the necessity, if it exists, for holding the dissertation pending copyright or patent. Both you and the student need to understand and agree on how the dissertation will be handled, once approved.
• Review the choices that UCF allows for  ETD dissemination (release)  and advise the student on the option that is best for their research. This decision does not have to be made until the beginning of the student’s last semester of thesis or dissertation.
• Please do not continue to give S (Satisfactory) grades on research hours if students are not making adequate degree progress.
• If a student’s performance becomes unacceptable at any point, please familiarize yourself with the requirements found in the  Assistantships  section of the Graduate Guide regarding the “Resignation Process” and “Early Termination Before End of Appointment” for assistantship students.

Stage 4. Thesis/Dissertation Review

• Review the final draft in its entirety with the student. Please be sure that this is done in a timely manner. If the thesis/dissertation still needs editing, then please do not schedule the defense, even if the student wants to graduate. Please take the time to edit the thesis/dissertation, ensure the citations are accurate, appropriate, and complete, and be sure that the student has done the research envisioned in the research prospectus.
• Once the final draft is ready, please send a copy to each of the Advisory Committee members and ensure that they have a minimum of two weeks to review it. Please ask Advisory Committee members to tell you if they have major concerns with the research prior to scheduling the defense and give them a date by which you need to know when it is good to proceed with the defense.
• Your department may have a requirement that the program director be provided a copy of the thesis/dissertation prior to scheduling the defense and if that is the case, please be sure to send the program director a copy.
• Several weeks before the defense, have the student provide the Thesis and Dissertation Approval Form to you. It is important to check it early enough to allow time for any needed corrections. If the committee is incorrect, have your graduate program office submit a correction to the Graduate College. Check the dissemination (release) option on the form; if it is not acceptable, have the student re-submit the TD Release Option eForm in their myUCF Student Center to correct it. After corrections have the student print an updated Thesis and Dissertation Approval Form for the defense. Do not use an incorrect Approval Form for the defense.
• Refer the student to the Thesis and Dissertation Webcourse for UCF formatting requirements for thesis and dissertation.
• The UCF thesis/dissertation formatting requirements override discipline preferences. Questions about formatting should be submitted to [email protected] .
• Help your students in learning good practices for scholarly writing in your discipline. Now is the time to ensure that our students have the skills they will need for their professional careers.
• If students lack the appropriate writing skills, please send them to the UCF Writing Center.

Stage 5. Defense

• As mentioned in Stage 4, do not schedule the defense unless the student’s thesis or dissertation is ready for this evaluation.
• Schedule the defense and issue the invitation widely. It is recommended that a staff person in your unit be charged with entering thesis and dissertation announcements in the Events Calendar of the Graduate College. Individual departments will have rules to follow with regard to how much notice is required for the defense announcement, but two weeks is minimal. No defense should be held without the prior public announcement of the type appropriate to the program. If this condition is not met, the defense should be rescheduled and re-announced.
• Before the defense, have the student provide the Thesis and Dissertation Approval Form to you and check it for accuracy. Do not use an incorrect Approval Form for the defense. Corrections in the university system must be made and a new Approval Form printed for the student’s defense.
• Note that the committee chair’s signature on the Approval Form indicates that the Review for Original Work requirement has been met. The student’s work must be submitted through iThenticate.com and the results reviewed and approved by the committee chair and discussed with the advisory committee at the defense.
• Hold the defense. It is common to hold a general presentation of the research and allow the audience to ask questions, and then to dismiss general members of the audience, and have the advisory committee review the research, ask questions, and finally evaluate the research. Share with the advisory committee the results of the Review for Original Work. Review the Thesis and Dissertation Approval Form in advance of the defense and have it ready to be signed by the committee members at the defense. If minor changes are required, then most committee members will sign at the defense. If major changes are required, then signatures may have to be obtained later. If deadlines are looming, it is important that you know how to contact each of the advisory committee members before the end of the semester to get signatures.
• All thesis/dissertation defenses should be held when scheduled unless there are truly extraordinary circumstances. If there are extraordinary circumstances and the thesis/dissertation defense cannot be held at the time scheduled, then please cancel the defense, and then reschedule and re-announce it.

Stage 6. Thesis/Dissertation Final Submission

• Students complete the final submission in UCF’s institutional repository, STARS. Students are not provided access to make their final submission until they receive format approval.
• Once final submission is approved for a student, no changes may be made to the student’s dissemination (release) option for the TD.
• The student must complete format review, defense, and final submission by the university thesis/dissertation deadlines. Otherwise, the student’s graduation will be delayed to the next term.
• If a student’s graduation is delayed to the next semester, the student will need to file a new Intent to Graduate for the next semester. After that, the student will need to submit a new Thesis and Dissertation Release Option eForm in myUCF.

Review for Original Work

The University requires all students submitting a thesis or dissertation as part of their graduate degree requirements to first submit their electronic documents through iThenticate for advisement purposes and for review of originality. The thesis or dissertation chair is responsible for scheduling this submission to iThenticate and for reviewing the results from iThenticate with the student’s advisory committee. The advisory committee uses the results appropriately to assist the student in the preparation of their thesis or dissertation.

Before the student may be approved for final submission to the university, the thesis or dissertation chair must indicate completion of the Review for Original Work requirement by signing the student’s Thesis and Dissertation Approval Form.

Fostering Academic Integrity

The Faculty Center for Teaching and Learning has posted guidance regarding  Promoting Academic Integrity  for university faculty.

Requesting Access to iThenticate.com

For information about iThenticate at UCF, please see the iThenticate section on the  Responsible Conduct of Research (RCR) website . For iThenticate’s login (set-up) actions and/or system-related questions, thesis and dissertation chairs should contact RCR at  [email protected]  for guidance. Request for iThenticate Report

The best practice is for committee chairs to continue to run the iThenticate report themselves and complete the review before scheduling the student’s defense. However, for those who need assistance, the College of Graduate Studies will be available to run the standard Similarity Report for the full text of the document and will send the mhtml file (a portable file that offers limited interactivity) to the chair. The College of Graduate Studies will not review or interpret the report.

To request a report:

• Send all requests to  [email protected]
• Requests should come from the chair of the thesis or dissertation committee with the Word or PDF file attached
• If a program staff or student sends the email, the chair must be copied, to confirm the file is ready for iThenticate review
• Following the best practice mentioned above, please send requests for iThenticate reports prior to scheduling the defense and no later than two weeks prior to the defense

Faculty are encouraged to run the iThenticate report and take advantage of the site’s features, as there are distinct advantages to faculty running the reports, including the ability to:

• Select different modes of viewing the data
• Exclude quotes and the bibliography
• Exclude small sources (select word count or percentage)
• Exclude small matches (select word count)

Graduate College Division of Research

Thesis & dissertation.

Please make sure to read the Thesis & Dissertation Guide in its entirety, as it is crucial and the best guide available.  An application of a Thesis or Dissertation Committee must be submitted once a committee has been selected. If there is a change of committee member(s) at any time, a Change of Committee form must be submitted. Lastly, a Certification of Completion of Thesis or Dissertation form must be submitted immediately after a successful defense. Please find the forms below and deadline information.

For any assistance or any questions regarding the following, please email [email protected] .

• Creating your Thesis/Dissertation Draft
• Formatting Guidelines for Thesis/Dissertation Draft
• Important Deadlines

S chedule an appointment by clicking on the icon below.

All thesis/dissertation drafts (preliminary rough draft and final draft) must be submitted through ProQuest. If you need assistance uploading your draft, please email [email protected] .

*Please note that all students are required to submit their thesis or dissertation (T/D) draft for a formatting check by Preliminary Draft Deadline. Failure to do so will result in the T/D title not being included in the commencement program. No exceptions.

**All thesis/dissertation students must inform the Graduate College of their T/D defense date by completing the electronic defense form .

***The thesis/dissertation defense and any revisions recommended by the thesis/dissertation committee must be completed before submitting the Certification of Completion of Thesis/Dissertation Form. Once the form is signed and submitted to the Graduate College via email [email protected], the student will not be able to make any changes to the content without further approval from the thesis/dissertation committee.

Extension requests regarding the preliminary draft deadline or the thesis/dissertation defense date must be received a week before the actual deadline. Please contact the Graduate College's Electronic Thesis/Dissertation (ETD) Team at [email protected] .

Note:  Per the Graduate Catalog, students who have successfully completed all the requirements for their degree will be required to graduate in the term during which they satisfy such requirements.

For additional information, please visit the General Graduation Information of the Student Policies Publication: https://www.utrgv.edu/academics/catalogs/index.htm

Thesis/Dissertation Forms:

• Application for Dissertation Committee
• Application for Thesis Committee
• Change of Committee Form
• Electronic Defense Form
• Certification of Completion of Thesis or Dissertation
• Certification of Completion of Doctoral Project
• Dissertation/Thesis Embargo Request
• Thesis/Dissertation Final Draft Deadline Extension Form

Survey of Earned Doctorates (SED)

As a requirement of graduation, all doctoral candidates must complete the Survey of Earned Doctorates .

Useful tools and information:

• Thesis Formatting Guide
• Dissertation Formatting Guide
• Creative Writing Formatting Guide
• Quick formatting tips for Word
• Shortcut Keys Cheat Sheet
• T/D Progress Checklist
• Upcoming Workshops
• Need help creating your ProQuest account

FREQUENTLY ASKED QUESTIONS (FAQs)

Am I allowed to have a committee member from outside UTRGV?

Yes, but that person may not be your Chair. If you want someone on your committee who is not employed by UTRGV, you will need to include that person’s curriculum vitae (CV) as part of the approval process.

What if one of my committee members has left UTRGV?

If one of your committee members has left UTRGV, contact your GPC for his/her recommendations for a new member. If that committee member is not your Chair, has not retired, and has not left the education field, he/she can still be part of your committee. If your Committee Chair has left UTRGV you must select a new Chair from the UTRGV faculty and submit a Change of Committee Form which will need to be signed by your GPC, the new members, and the Associate Dean of the Graduate College. We strongly suggest that you use DocuSign for all forms that need signatures. Link to form: Thesis and Dissertation Comittee Form

How do I send something via DocuSign?

Link to DocuSign: Docusign Access

If you have not used DocuSign before you, will need to activate your esign account and set up your profile. There is an IT Chatbot on the landing page if you need any assistance.

Do I have all of my credits?

Please reach out to [email protected] or to your GPC to verify that status of your credits

What are the steps for submitting my first draft, or open a ProQuest account?

• Find UTRGV under “Select Your Institution”: it is listed as The University of Texas Rio Grande Valley
• Create account with name (name on file with registrar’s office), student ID, etc. Include two emails: personal and UTRGV
• Select access options: recommend immediate release
• Institutional repository: recommend “make immediately available”
• Enter T/D details – language, title, abstract/li>
• Graduation information: date, degree, college, keywords (may use up to six)
• List committee members
• Upload the file: We recommend converting to pdf prior to uploading so you can verify formatting. This is where you indicate if you have copyright documents.
• Notes to Administrator (formatting editor)
• Option to register copyright with the U.S. Copyright Office, or ProQuest will handle it (for a fee)
• Order copies of your draft
• 1Final review of your submission: do this before you submit!

Is there ProQuest FAQ page?

Link to ProQuest FAQ page

When do I submit my Thesis or Dissertation draft for formatting review?

Click the link to see the scheduled due dates for the first and final Thesis or Dissertation draft deadlines: Thesis or Dissertation draft deadlines

Reminder: Please do not open a new account in ProQuest. Make sure that you make a note of your login and password for future uploads. You may submit a T/D draft to ProQuest for review by one of the formatting editors as many times as you consider necessary.

Can I get writing support for my Thesis/Dissertation?

The UTRGV Writing Center can help. Services:

• Submit your T/D draft online and receive feedback
• Schedule appointments for sessions – online, in person or, walk-ins (Tues & Weds only)
• Sessions are 30 minutes long and each student can schedule up to four sessions per week.

Edinburg campus location: ESTAC 3.119 Brownsville campus location: BLIBR 3.206 Email: [email protected] Website: UTRGV Writing Center

How can I get help with formatting?

You can meet with a Graduate College Formatting Editor either online or in person at our office on the Edinburg campus. You can schedule an online appointment by using the online scheduler or you may call our office to schedule an in-person appointment (at the Edinburg campus), at (956) 665-3661. We are in the Marialice Shary Shivers Bldg. 1.158 (EMASS).

Click the link to schedule an appointment. You can select an available day and time that works for you. Schedule an appointment

What is an inverted pyramid? What does that have to do with my Thesis/Dissertation Title?

An inverted pyramid formatting style is having the longest line of your title first followed by progressively shorter lines. The Thesis/Dissertation Title on the Committee Page and the Title Page must be identical, word for word, double spaced, and written in uppercase.

A visual example of an inverted pyramid:

What date should be on my Title page and Committee page?

The date on your Title and Committee pages should be the month and year of your actual graduation ceremony, not the date you completed your Thesis/Dissertation. It will be located centered at the bottom 1” margin of the page without commas. <month year&gr;

How do I format page numbers?

Page numbers should be centered at the bottom 1” margin.

The formatting standards require the use of two separate page numbers: Roman numerals (e.g. iii, iv, v) for the preliminary pages beginning with the abstract page, and Arabic numerals (e.g. 1, 2, 3) for the chapters and supplementary pages. The font used should also be in Times New Roman, 12 point.

To achieve separate page numbers in Word, complete the following steps:

• At the bottom of the page before you want to switch numbering systems, click on Layout > Breaks > and create Section Break on the Next Page. Turn off the Link to Previous button in the Header & Footer Design Tab.
• Note: A Section Break must be inserted between the Copyright Page and the following page and the Link to Previous button turned off so that the page number does not appear on the Title, Committee, or Copyright pages.
• Double click on the footer in the first section where you want the page numbers to start.
• Insert a Page Number on the bottom center of the Page, as mentioned above.
• Click Page Number > Format Page Number.
• Choose the correct number format. Change Start at to "iii”.
• On the next section, your first chapter section, double-click the footer and choose Format Page Number.
• Choose the correct number format, and change Start at to "1" for your page 1.

How do I format block quotes?

If you need to include a long direct quote of three lines or longer it should be set apart from the main text in a block quote format. This means indented on the left and right sides and we recommend justifying the text.

Sample of a block quote: Jimmy Buffett gives this advice to recent college graduates:

Do I need to have a List of Tables or a List of Figures?

If you have more than one table and/or figure within your document, a List of Tables/List of Figures must be included following the Table of Contents.

Format: The tables and/or figures and their titles must be listed in order with appropriate page referencing. Titles must be the exact title from the text. If the title is more than one line, only the first sentence should be used. If the list of tables/figures is more than one page, subsequent pages should be set to the 1” margin.

Where should my titles be located for my tables and figures?

Table titles should be located above the tables and be single spaced if more than one line in length. Figure titles should be located below the image and also be single spaced if more than one line in length. Because tables are read from the top down, Table titles must always be placed directly above the table. Because figures are read from the bottom up, figure titles must always be placed directly below the figure.

How should my references be formatted?

Unless the style manual used by your department/college requires something different, references must be organized in alphabetical order and must be formatted using hanging indent (first line is not indented, but subsequent lines are). Lines within each entry should be single spaced; each reference should be double spaced.

What is a Vita? What do I need to include in my Vita?

A vita (formerly called Biographical Sketch) is the final page of the Thesis/Dissertation document. It is a synopsis of your educational achievements and degrees with dates and the school(s) where the degrees were earned, including the degree currently being attained. You may also include your research experience, publications, awards, presentations, honors, academic and professional employment, military service, and other additional details. The vita is written in paragraph form, in past tense, in the third person, and should include the author’s personal email address.

How many times may I upload a Thesis/Dissertation draft to ProQuest for a review by the Graduate College?

You may upload a T/D draft to ProQuest for a review by one of the formatting editors as many times as you need, but you are required to upload your first and last draft by the posted due dates.

After you submit your preliminary draft, please do not open a new/another account in ProQuest. On ProQuest, under “PDF and Supplementary Files”, there should be a “revise pdf” option. This is what you will click to upload all drafts after your initial submission.

If you open an additional account, it could prevent the Graduate College from seeing the draft immediately, which will delay review and possibly add an additional month for the review process. Make a note of your login and password for future uploads.

How long does it take for the Graduate College to review my Thesis/Dissertation?

Theses/Dissertations will be reviewed in the order they are received. We hope to have a response within a week of submission. You will be notified by email when your draft is reviewed with any revisions that need to be made. If major revisions are required, these must be addressed, and the draft resubmitted for review via ProQuest; we recommend resubmitting within two weeks. Do not wait until the final draft deadline to resubmit a draft the Graduate College indicates needs major revisions.

Where do I find content-related requirements?

You and your committee are responsible for your document’s quality and content. For questions concerning the content of your work or requirements, you should ask your committee chair or department GPC who is familiar with your work and the practices in your field.

The Graduate College office has formatting editors who can help you understand the UTRGV formatting guidelines. However, for writing and organizing your project, your committee would be the best source of guidance. Formatting = Graduate College. Content = Committee/Writing Center.

WThe Graduate College Formatting Editor tells me one thing about the format of my draft and my Chair tells me another. Who is right?

The matter of formatting can be subjective, and there may not always be a clear-cut right or wrong approach, though it is important to follow the fundamental guidelines outlined in UTRGV's formatting guide. Our goal is to do our very best to fulfill the formatting requests of your committee. We recognize various programs might have distinct formatting standards or templates, and we urge you to communicate with the Graduate College by email at [email protected] should you have any specific queries or apprehensions about formatting. Moreover, you can also reach out to your formatting editors for additional support.

When do I need to defend?

Your Defense must be scheduled at least two weeks prior to final draft deadline. Announcements must be made to Grad College at least a week prior to the defense date. Submit announcement to [email protected] .

Do I still need to submit a draft by the preliminary draft deadline if I submitted a draft last semester?

Yes, all students should submit a draft by the preliminary draft deadline in the semester in which they intend to graduate.

I submitted by the final deadline. I’m done now, right?

Not necessarily. You may still have some revisions to make pending review of your final draft submission.

My final draft is approved. What are my next steps?

Verify with your GPC that all paperwork for graduation has been signed and received by the GC. Ensure the GC has a copy of you Application for T/D Committee and the Certificate of Completion forms. If you are a doctoral student, don’t forget to complete the Survey of Earned Doctorates: SED link

Can I make changes after my Thesis/Dissertation has been cleared for formatting?

Once your draft has been cleared for formatting by the Graduate College and your Certificate of Completion has been submitted, your draft will be approved by the Graduate College. At this point, no revisions or changes will be allowed to your document. If extenuating circumstances arise, please have your Committee Chair reach out to [email protected] .

How long does it take to actually get published?

It will take approximately three months from graduation before publication takes place. The Degree Audit office must verify student records before the Graduate College can send drafts to ProQuest. It takes about two months for ProQuest to prepare for production.

How do I order more printed copies of my Thesis or Dissertation?

Reach out ProQuest Customer Service: 1-800-521-0600 ProQuest Support

I thought I was going to graduate this semester, but I won’t be ready. What should I do?

If your research isn’t complete or you just won’t be ready to defend, you will need to transfer your graduation date. Please send a quick email to [email protected] to advise the Graduate College. Officially, this form will need to be completed so your records may be updated: Transfer Graduation Date Form

I thought I was done with everything, but Degree Works indicates I am incomplete. Why?

It is possible you have not completed all of your requirements, please reach out to [email protected] to verify. You may also reach out to [email protected] to verify.

Thesis and Dissertation Videos and PowerPoints

Edinburg Campus: Marialice Shary Shivers Bldg. 1.158   Phone: 956-665-3661 Brownsville Campus: Sabal Hall 1.202   Phone: 956-882-4026 Email: [email protected]

Thesis and Dissertation Assistance

The following is a quick checklist to help you complete your thesis/dissertation. Please read through all of these links prior to beginning your thesis/dissertation.

• Review dates & deadlines
• Thesis/Dissertation Writing
• Ethical Use of Generative AI
• The Proposal
• Defense and Thesis/Dissertation Revisions

The following are guides to assist you with formatting your thesis/dissertation.

• Formatting your own document
• Using the Template

If you are working on a thesis or dissertation and have a question not answered on this web site, email [email protected] for assistance.

Drop-in Hours

If you would like to schedule an appointment to discuss thesis or dissertation formatting issues please click here to see available dates and times. These appointments are not intended to replace the formal format check process that can be requested once your document is complete. 

How To Videos

A series of video guides have been created to assist you with the thesis/dissertation template. Each video covers a specific aspect of the template, and Word, in relation to creating the final document (whether thesis or dissertation). The videos can be found on the Thesis/Dissertation Writing webpage .

Forms and Deadlines

The essentials of the Thesis and Dissertation appoval process:

Proposal Appoval Form

• Have all committee members and department chair sign
• Address any exceptions on the form
• Acquire any copyright and the signature of the Copyright Officer if necessary

Feel free to contact the Copyright Officer at any time with any questions.

[email protected]

Committee Change Form

• Only necessary if your committee has changed
• Must be turned in before the Right to Defend

At any time before your defense you can request an optional format check. However, you can only request it once!

Right to Defend

• Turn in at least 10 days before defense

After your Right to Defend is approved send an email to [email protected] with the time, date, location, and any other relevant details about your defense. 

Outcome of Defense

• All committee members must sign this form
• Turn in along with Final Desposit Checklist to begin Final deposits

Final Deposit Checklist

• Provide long-term contact information
• Must be turned in to complete Final Deposit Process

Call or email us: (309) 438-2583 [email protected]

Save the Forms and Deadlines graphic

Additional Links

• Apply to Graduate School
• Our Graduate Programs

University Resources

Thesis Writing and Filing

The following guidelines are only for master’s students. If you are pursuing a doctoral degree, please see the Dissertation Filing Guide .

Filing your master’s thesis at the Graduate Division is one of the final steps leading to the award of your graduate degree. Your manuscript is a scholarly presentation of the results of the research you conducted. UC Berkeley upholds the tradition that you have an obligation to make your research available to other scholars. This is done when the Graduate Division submits your manuscript to the University Library.

Your faculty committee supervises the intellectual content of your manuscript and your committee chair will guide you on the arrangement within the text and reference sections of your manuscript. Consult with your committee chair early in the preparation of your manuscript.

The specifications in the following pages were developed in consultation with University Library. These standards assure uniformity in the degree candidates’ manuscripts to be archived in the University Library, and ensure as well the widest possible dissemination of student-authored knowledge.

Research Protocols

Eligibility, fall and spring semesters, summer filing, formatting your manuscript, special page formats, organizing your manuscript, procedure for filing your thesis, permission to include previously published or co-authored material, inclusion of publishable papers or article-length essays, withholding your thesis, changes to a thesis after filing, diploma, transcript, and certificate of completion, certificate of completion, common mistakes, mixed media guidelines, definitions and standards, electronic formats and risk categories, frequently asked questions.

If your research activities involve human or animal subjects, you must follow the guidelines and obtain an approved protocol  before you begin your research.   Learn more on our website   or contact the Committee for the Protection of Human Subjects ( http://cphs.berkeley.edu/  or 642-7461) or the Animal Care and Use Committee ( http://www.acuc.berkeley.edu/  or 642-8855).

In addition to the considerations explained below, your Expected Graduation Term (EGT) must match the term for which you intend to file. EGT can be updated at any time using an eForm available in CalCentral.

To be eligible to file for your degree, you must be registered or on approved Filing Fee status for the semester in which you file. We encourage you to file your thesis as early in the semester as you can and to come in person to our office to submit your supporting documents. If you cannot come to our office, it is helpful if you have a friend bring your documents. The deadline to file your thesis in its final form is the last day of the semester for your degree to be awarded as of that semester.

Filing during the summer has a slightly different set of eligibility requirements. If you were fully registered during the immediately preceding Spring semester, and have not used Filing Fee already, you may file your thesis during the summer with no additional cost or application required. This option is available for both Plan I master’s degree students filing a thesis and Plan II students completing a capstone. Summer is defined as the period from the day after the Spring semester ends (mid-May) until the last day of the Summer Sessions (mid-August).

International students completing degree in the Summer must consult Berkeley International Office before finalizing plans, as in some cases lack of Summer enrollment could impact visa status or post-completion employment.

If you have already used Filing Fee previously, or were not registered the preceding Spring semester, you will need to register in 1.0 unit in Summer Sessions in order to file.

Theses filed during the summer will result in a summer degree conferral.

You must be advanced to candidacy, and in good standing (not lapsed), in order to file.

All manuscripts must be submitted electronically in a traditional PDF format.

• Page Size : The standard for a document’s page size is 8.5 x 11 inches. If compelling reasons exist to use a larger page size, you must contact the Graduate Division for prior approval.
• Basic manuscript text must  be a non-italic type font and at a size of 12-point or larger. Whatever typeface and size you choose for the basic text, use it consistently throughout your entire manuscript. For footnotes, figures, captions, tables, charts, and graphs, a font size of 8-point or larger is to be used.
• You may include color in your thesis, but your basic manuscript text must be black.
• For quotations, words in a foreign language, occasional emphasis, book titles, captions, and footnotes, you may use italics. A font different from that used for your basic manuscript may be used for appendices, charts, drawings, graphs, and tables.
• Pagination:   Your manuscript is composed of preliminary pages and the main body of text and references. Page numbers must be positioned either in the upper right corner, lower right corner, or the bottom center and must be at least ¾ of an inch from the edges. The placement of the page numbers in your document must be consistent throughout.

Be Careful!   If you have any pages that are rotated to a landscape orientation, the page numbers still need to be in a consistent position throughout the document (as if it were printed and bound).

• Do not count or number the title page or the copyright page. All other pages must have numbers. DO NOT SKIP PAGE ” 1 “.
• The remaining preliminary pages may include a table of contents, a dedication, a list of figures, tables, symbols, illustrations, or photographs, a preface, your introduction, acknowledgments, and curriculum vitae. You must number these preliminary pages using   lower case Roman numerals  beginning with the number “i” and continue in sequence to the end of the preliminary pages (i, ii, iii, iv, v, etc.).
• An abstract is optional, but if you chose to include one, your abstract must have  Arabic numeral  page numbers. Start numbering your abstract with the number “1” and continue in sequence (1, 2, 3, etc.)
• The main body of your text and your references also use Arabic numerals. Start the numbering of the main body with the number “1” and continue in sequence (1, 2, 3, etc.), numbering consecutively throughout the rest of the text, including illustrative materials, bibliography, and appendices.

Yes! The first page of your abstract and the first page of your main text both start with ‘1’

• Margins:   For the manuscript material, including headers, footers, tables, illustrations, and photographs, all margins must be at least 1 inch from the edges of the paper. Page numbers must be ¾ of an inch from the edge.
• Spacing:  Your manuscript must be single-spaced throughout, including the abstract, dedication, acknowledgments, and introduction.
• Tables, charts, and graphs   may be presented horizontally or vertically and must fit within the required margins. Labels or symbols are preferred rather than colors for identifying lines on a graph.

You may choose to reduce the size of a page to fit within the required margins, but be sure that the resulting page is clear and legible.

• Guidelines for Mixed Media:   please see Appendix B for details.

Certain pages need to be formatted in a very specific way. Links are included here for examples of these pages.

Do not deviate from the wording and spacing in the examples, except for details applicable to you (e.g. name, major, committee, etc.)

• As noted in the above section on pagination, the abstract is optional but if included must be numbered  separately  with arabic numerals starting with ‘1’
• IMPORTANT: A physical signature page should no longer be included with your thesis. Approvals by your committee members will be provided electronically using an eForm.
• The title page does not contain page numbers.
• Do not bold any text on your title page.
• The yellow bubbles in the sample are included for explanatory purposes only. Do not include them in your submission.
• If you are receiving a joint degree, it must be listed on your title page ( Click here for sample with joint degree )

The proper organization and page order for your manuscript is as follows:

• Copyright page or a blank page
• Dedication page
• Table of contents
• List of figures, list of tables, list of symbols
• Preface or introduction
• Acknowledgements
• Curriculum Vitae
• References or Bibliography

After you have written your thesis, formatted it correctly, assembled the pages into the correct organization, and obtained verbal approval from all members of your committee, you are ready to file it with UC Berkeley’s Graduate Division.

Step 1:  Convert your thesis to a standard PDF file.

Step 2: Log into your CalCentral account. Under Student Resources in your Dashboard find Submit a Form and choose Final Signature Submission .

Step 3:  Complete the eForm in its entirety and hit submit once all  required documents are submitted:

• Attach the PDF of your thesis and
• Attach a copy of the approval letter for your study protocol from the Committee for Protection of Human Subjects, or the Animal Care and Use Committee if your research involved human or animal subjects. 

(Step 4): Congratulations you’re done! The traditional lollipop will be mailed to you following the end of the semester. Please be sure to update your mailing addresses (especially the diploma mailing address).

Important Notes: 

• DO NOT SUBMIT A DRAFT. Once your thesis has been submitted, you will not be allowed to make changes. Be sure that it is in its final form!
• Check your email regularly. Should revisions be necessary the eForm will be “recycled” to you and you will be notified via email. To resubmit your thesis, go back to Student Resources in your CalCentral account find Manage Your Forms and select Update Pending Forms . Here you can search for your submitted Final Signature form and make necessary updates and/or attach your revised thesis.
• After your thesis has been approved by Graduate Division, it will be routed to the listed committee members for electronic approval. Once all members have provided approval you will be notified.
• The review of your thesis may take up to four business days.

Important note for students in a Concurrent Degree Program (e.g. Landscape Architecture & City Planning):

• If you are filing a thesis to satisfy both master’s degrees, do not submit two eForms. Please select one plan only on the eForm and the Graduate Division will update your record accordingly.

If you plan use of your own previously published and/or co-authored material in your manuscript, your committee chair must attest that the resulting thesis represents an original contribution of ideas to the field, even if previously published co – authored articles are included, and that major contributors of those articles have been informed.

Previously published material must be incorporated into a larger argument that binds together the whole thesis. The common thread linking various parts of the research, represented by individual papers incorporated in the thesis, must be made explicit, and you must join the papers into a coherent unit. You are required to prepare introductory, transitional, and concluding sections. Previously published material must be acknowledged appropriately, as established for your discipline or as requested in the original publication agreement (e.g. through a note in acknowledgments, a footnote, or the like).

If co-authored material is to be incorporated (whether published or unpublished), all major contributors should be informed of the inclusion in addition to being appropriately credited in the thesis according to the norms of the field.

If you are incorporating co-authored material in your thesis, it is your responsibility to inform major contributors. This documentation need not be submitted to the Graduate Division. The eform used by your committee chair to sign off on your thesis will automatically include text indicating that by signing off they attest to the appropriateness and approval for inclusion of previously published and/or co-authored materials. No addition information or text needs to be added.

Publishable papers and article-length essays arising from your research project are acceptable only if you incorporate that text into a larger argument that binds together the whole dissertation or thesis. Include introductory, transitional, and concluding sections with the papers or essays.

Occasionally, there are unusual circumstances in which you prefer that your thesis not be published immediately.  Such circumstances may include the disclosure of patentable rights in the work before a patent can be granted, similar disclosures detrimental to the rights of the author, or disclosures of facts about persons or institutions before professional ethics would permit.

The Dean of the Graduate Division may permit the thesis to be held without shelving for a specified and limited period of time beyond the default, under substantiated circumstances of the kind indicated and with the endorsement of and an explanatory letter from the chair of the thesis committee.  If you need to request that your manuscript be withheld, please consult with the chair of your committee, and have him or her submit a letter requesting this well before you file for your degree. The memo should be addressed to the cognizant Associate Dean, in care of Graduate Services: Degrees, 318 Sproul Hall.

Changes are normally not allowed after a manuscript has been filed.  In exceptional circumstances, changes may be requested by having the chair of your thesis committee submit a memo to the cognizant Associate Dean, in care of Graduate Services: Degrees, 318 Sproul Hall.  The memo must describe in detail the specific changes requested and must justify the reason for the request.  If the request is approved, the changes must be made prior to the official awarding of the degree.  Once your degree has been awarded, you may not make changes to the manuscript.

After your thesis is accepted by Graduate Services: Degrees, it is held here until the official awarding of the degree by the Academic Senate has occurred.  This occurs approximately two months after the end of the term.  After the degree has officially been awarded, the manuscripts are shipped to the University Library.

Posting the Degree to Your Transcript

Your degree will be posted to your transcript approximately 3 months after the conferral date of your degree.  You can order a transcript from the Office of the Registrar (https://registrar.berkeley.edu/academic-records/transcripts-diplomas/).

Diploma Your diploma will be available from the Office of the Registrar approximately 4 months after the conferral date of your degree.  For more information on obtaining your diploma, visit the Registrar’s website .  You can obtain your diploma in person at the Office of the Registrar, 120 Sproul Hall, or submit a form to have it mailed to you. Unclaimed diplomas are retained for a period of five (5) years only, after which they are destroyed.

If you require evidence that you have completed your degree requirements prior to the degree being posted to your transcript, request a “ Certificate of Degree Completion “.

Please note that we will not issue a Certificate of Completion after the degree has been posted to your transcript.

• The most common mistake is following a fellow (or previous) student’s example. Read the current guidelines carefully!
• An incorrect committee — the committee listed on your title page must match your currently approved committee. If you have made any changes to your committee since Advancement to Candidacy, you must request an official change from the Graduate Division. Consult your departmental adviser for details.
• Do not use a different name than that which appears in the system (i.e. the name on your transcript and Cal Central Profile). Students are allowed to use a Lived Name, which can be updated by self-service in CalCentral.
• Page numbers — Read the section on pagination carefully. Many students do not paginate their document correctly.
• Page rotation — some pages may be rotated to a landscape orientation. However, page numbers must appear in the same place throughout the document (as if it were bound like a book).
• Do not include the signature/approval page in your electronic thesis. Signatures will be provided electronically using the eForm.
• Do not include previous degrees on your title page.

In May, 2005, the Graduate Council established new guidelines for the inclusion of mixed media content in theses.  It was considered crucial that the guidelines allow theses s to remain as accessible as possible and for the longest period possible while balancing the extraordinary academic potential of these new technologies.

The thesis has three components: a core thesis, essential supporting material, and non-essential supplementary material.

Core Thesis.   The core thesis must be a self-contained, narrative description of the argument, methods, and evidence used in the thesis project.  Despite the ability to present evidence more directly and with greater sophistication using mixed media, the core thesis must provide an accessible textual description of the whole project.

The core thesis must stand alone and be printable on paper, meeting the formatting requirements described in this document. The electronic version of the thesis must be provided in the most stable and universal format available—currently Portable Document Format (PDF) for textual materials. These files may also include embedded visual images in TIFF (.tif) or JPEG (.jpg) format.

Essential Supporting Material.   Essential supporting material is defined as mixed media content that cannot be integrated into the core thesis, i.e., material that cannot be adequately expressed as text.  Your faculty committee is responsible for deciding whether this material is essential to the thesis.  Essential supporting material does  not  include the actual project data.  Supporting material is essential if it is necessary for the actual argument of the thesis, and cannot be integrated into a traditional textual narrative.

Essential supporting material  must  be submitted in the most stable and least risky format consistent with its representation (see below), so as to allow the widest accessibility and greatest chance of preservation into the future.

Non-essential Supplementary Material.   Supplementary material includes any supporting content that is useful for understanding the thesis, but is not essential to the argument. This might include, for example, electronic files of the works analyzed in the thesis (films, musical works, etc.) or additional support for the argument (simulations, samples of experimental situations, etc.).

Supplementary material is to be submitted in the most stable and most accessible format, depending on the relative importance of the material (see below). Clearly label the CD, DVD, audiotape, or videotape with your name, major, thesis title, and information on the contents. Only one copy is required to be filed with your thesis.  A second copy should be left with your department.

Note . ProQuest and the Library will require any necessary 3rd party software licenses and reprint permission letters for any copyrighted materials included in these electronic files.

The following is a list of file formats in descending order of stability and accessibility. This list is provisional, and will be updated as technologies change. Faculty and students should refer to the Graduate Division website for current information on formats and risk categories.

Category A:

• TIFF (.tif) image files
• WAV (.wav) audio files

Category B:

• JPEG, JPEG 2000 (.jpg) image files
• GIF (.gif) image files

Category C:

• device independent audio files (e.g., AIFF, MIDI, SND, MP3, WMA, QTA)
• note-based digital music composition files (e.g., XMA, SMF, RMID)

Category D:

• other device independent video formats (e.g., QuickTime, AVI, WMV)
• encoded animations (e.g., FLA or SWF Macromedia Flash, SVG)

For detailed guidelines on the use of these media, please refer to the Library of Congress website for digital formats at  http://www.digitalpreservation.gov/formats/index.shtml .

Q1: Can I file my thesis during the summer?

A1: Yes. There are 2 ways to file during the summer:

1)     If you have never used Filing Fee before AND you were registered during the immediately preceding spring semester, you can file your thesis during the summer with no further application or payment required. Simply submit your thesis as usual and the Graduate Division staff will confirm your eligibility. If you are an international student, you must consult the Berkeley International Office for guidance as this option may have visa implications for you.

2)     If you weren’t registered in spring, you can register for at least 1.0 unit through Berkeley Summer Sessions.

Q2: If I chose that option, does it matter which session I register in during the summer session?

A2: No. You can register for any of the sessions (at least 1.0 unit). The deadline will always be the last day of the last session.

Q3: If I file during the summer, will I receive a summer degree?

A3: Yes. If you file before the last day of summer session, you will receive an August degree. If you file during the summer, remember to write “Summer” on your title page!

Q1: I’ve seen other theses from former students that were / that had  __________, should I follow that format?

A1: No. The formatting guidelines can be changed from time to time, so you should always consult the most current guidelines available on our website.

Q2: I want to make sure that my thesis follows the formatting rules. What’s the best way to do this?

A2: If you’ve read and followed the current guidelines available on our website, there shouldn’t be any problems. You are also always welcome to bring sample pages into the Graduate Degrees Office at 318 Sproul Hall to have a staff member look over your manuscript.

Q3:  Does my signature page need to be printed on some special paper?

A3: Signatures are now an eForm process. A physical signature page is no longer required.

Q1: I’m away from Berkeley. Is there any way to file my thesis remotely?

A1: Yes! The whole process is done remotely.

Q2: Can I have a friend file my thesis for me?

A2: No. You will need to CalNet authenticate in order to file.

Q3: What’s a Receipt of Filing? Do I need one?

A3: The Receipt of Filing is an official document that we produce that certifies that you have successfully filed your thesis on the specified day and that, if all other requirements are met, the date of the degree conferral.

Some students may need the receipt in order to prove to an outside agency that they have officially filed their thesis. Many students simply keep the receipt as a memento. Picking up your receipt is not required.

Q4: What’s the difference between a Receipt of Filing and a Certificate of Completion?

A4: A Receipt of Filing is automatically produced for all students upon successful filing of their thesis. However, it only certifies that the thesis has been accepted. The Certificate of Degree Completion  must be requested. It will state that all requirements  have   been met and notes the date that the degree will be conferred. This is a useful document for students who file early in the semester and need some verification of their degree in advance of its conferral (note: degrees are only conferred twice each year).

Q5: How to I know if I’m eligible for a Certificate of Completion?

A5: In order to be eligible to receive a Certificate of Completion, you must:

1) Successfully file your thesis

2) Have a completed (satisfied) Academic Progress Report. Your department can assist you with this if you have questions.

3) Pay all of your registration fees. If you have a balance on your account, we may be unable to provide a Certificate of Completion.

Q6: I’m supposed to submit my approval letter for research with human subjects or vertebrate animals, but it turns out my research didn’t use this after all. What should I do?

A6: If you’re research protocol has changed since you advanced to candidacy for your degree, you’ll need to ask you thesis chair to write a letter to the Graduate Division explaining the change. It would be best to submit this in advance of filing.

Q7: My thesis uses copyrighted or previously published material. How to I get approval?

A7: The policy on this has recently changed. There is no need to for specific approval to be requested.

Q9: I found a typo in my thesis that has already been accepted! What do I do?

A9: Once a thesis has been submitted and accepted, no further changes will be permitted. Proofread your document carefully. Do not submit a draft. In extreme circumstances, your thesis chair may write a letter to the Graduate Division requesting additional changes to be made.

Q10: Oh no! A serious emergency has caused me to miss the filing deadline! What do I do? Are extensions ever granted?

A10: In general, no. In exceptional circumstances, the Head Graduate Advisor for your program may write to the Graduate Division requesting an extension. Requests of this type are considered on a case by case basis and, if granted, may allow you to file after the deadline. However, even if such an exception is granted you will receive the degree for the subsequent term. Your first step is to consult with your department if an emergency arises.

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Workshops | Formatting | Pagination | Submission Prep

UNO graduate program requirements include an electronic version of the thesis, thesis-equivalent project, Ed.S. field project, or dissertation (collectively referred to as ETDs). An ETD is a document expressed in a format simultaneously suitable for machine archives and worldwide retrieval. Preparation of the ETD may be done using most word processor or document preparation systems that incorporate relevant multimedia objects. The ETD has many benefits including:

• More access to research both on campus and worldwide
• Less expense to authors as there are no paper costs
• Can provide a better presentation of the research than available in the traditional paper format

The Culmination of Your Dedicated Graduate Work: Master's Thesis or Ed.S. Field Project A master's thesis, thesis-equivalent project, or Ed.S. field project provides the opportunity for students to acquire first-hand experience in research or creative activities with the supervision of experienced faculty. A thesis (or thesis-equivalent project) is equivalent to six credit hours; and the Ed.S. field project is equivalent to three credit hours.

The Culmination of Your Scholarly Work in Graduate School: Doctoral Dissertation

The doctoral dissertation should make a creative contribution to knowledge in the field while also demonstrating mastery of relevant resources and methods. Given the diverse nature of the fields in which dissertations are written and the wide variety of topics that are explored, it is impossible to designate an ideal length for the dissertation. A long dissertation is not necessarily better than a shorter one since the value and scale of the dissertation topic ultimately depends on the quality of its thought and the clarity of its exposition. Your dissertation supervisory committee will determine the appropriateness of these and other issues.

Thesis and Dissertation Formatting Workshops

Join us at an upcoming live workshop to review detailed instructions on the required formatting of a thesis, Ed.S. field project, or dissertation - including important forms, steps to take, and pitfalls to avoid.

Fall 2024 workshops

• Wednesday, October 2 from 4:00 PM-5:00 PM - In person - Location TBD
• Tuesday, November 5 from 12:00 PM-1:00 PM - Virtual

Contact Joe Champion at [email protected] with questions, clarifications, or to schedule a virtual appointment.

Document Formatting Instructions

Page numbering.

Number all pages in your ETD, except the Title Page and the Abstract. Page numbers appear in page headers and are right justified. For pages before the introductory text, use small Roman numerals (i. ii. iii. iv. etc.) placed in the upper right corner of the page. Number all pages through the remainder of the ETD using Arabic numbers (1,2,3 etc.). These numbers are to appear in the upper right corner and are to be placed so that, when printed, they are at least 1/2" from the top and 1" from the right margin. Do not include a running head. (Consult the help files of your software on how to set up "Page Headers.")

All margins for your ETD should be as follows: Left: 1 1/2", Right 1"; Top and Bottom 1". This format applies to all materials in the document. The extra space along the left margin allows space for binding.

Double-space all sections of the ETD except footnotes/endnotes, bibliographic entries, and lists in appendices. Single spacing may be used on tables and figures at the discretion of the student's supervisory committee.

Times New Roman or a comparable appearing font, usually at 12 pt, is recommended for best readability. All fonts must be embedded fonts and used consistently throughout the text.

Manuscripts will appear in color when viewed electronically. Microfilm and print reproductions of the manuscript, however, will occur only as shades of gray so consider this when deciding how or whether to use color in your ETD.

Section Summary | Order of Pagination

Be sure the title you provide on the submission form is the same one you show as the title on the Title Page.

Review sample Title Pages on the Forms and Documents page.

Each ETD must be accompanied by an abstract that has been approved by the student's Supervisory Committee. Abstracts are limited to 350 words including the title. Note, however, that the thesis and project abstracts published by ProQuest will be truncated to 150 words.

Review a sample Abstract on the Forms and Documents page.

Copyright Page

In any work, copyright implicitly devolves to the author of that work. One may make a statement of ownership explicit, however, by including a copyright notice, such as "Copyright 1988, John J. Smith" on a separate page of your ETD. Additionally, you may pay an optional fee, to ProQuest to register your copyright with the U.S. Copyright Office. This option is offered when you submit your final PDF file to ProQuest. You and your advisor should discuss copyrighting and whether copyrighting as the sole owner is an option for you.

• Dedication (optional)
• Author's Acknowledgement (optional)
• Grant Acknowledgement Information (optional)

Table of Contents

Include the section headings of your ETD as well as the page on which each begins.

Lists of Multimedia Objects

On a separate page, list the number and title for each of the multimedia used (e.g. table, figure, graph, diagram, equation, etc.) list the number and title of the object and the page on which it occurs.

In general, the following format is recommended although, specific formatting (e.g. chapters, sections, etc.) should be consistent with your discipline. See your Supervisory Committee for guidance. Label the beginning of each chapter or section (e.g. Introduction, Methods, etc.) using a font larger than that used in the subsequent text. Follow a standard format of your discipline for sub-section formatting. Chapters, sections, etc. should be separated by an extra space. Indent quotes on both left and right margin.

• Footnotes: You may use footnotes and/or endnotes. Lengthy footnotes are probably best formatted as endnotes. Place footnotes on the same page as the statement to which they refer. Footnotes in the main body text should be numbered consecutively in Arabic numerals, starting with 1.
• Multimedia Objects: Multimedia objects include tables, figures, complex equations, graphs, diagrams, digital pictures, digital video, digital audio, virtual reality, and even computer software that you have developed.
• Simple Objects: Most simple objects (e.g. tables, figures, graphs, and diagrams) are embedded in your ETD using your word processor. Typically, they are embedded immediately after they are mentioned in the text. Center the object between the left and right margins of the text or page. Titles are placed directly below for figures, graphs, etc. and directly above for tables. Figures and tables are separately numbered consecutively (e.g. Figure 1, Figure 2, etc. and Table 1, Table 2, etc.). Numbering may be further divided into chapters (e.g., in Chapters 5 we may have Table 5.1, Table 5.2, and Figures 5.1, 5.2, and 5.3). Titles should be concise but sufficiently descriptive to explain all aspects of the object.
• Complex Objects: Most complex multimedia objects, require special treatment since they may not fit naturally on the page or the file size may be too large to fit reasonably within a document. For complex objects, place the type and number of the object along with its concise, descriptive title, centered on a line by itself. In parentheses, include the media encoding (e.g., JPEG) and file size (e.g., 1.5 Megabytes). Then, connect each object title to a separate file containing the object. Many complex multimedia object types have a simple object version (often called "thumbnail") that is a reduction of the picture or one frame of the video. If possible, include this reduction in the main document along with a PDF link to the complex object. Be sure you submit the object file(s) with your ETD.

Consult your departmental/school guidelines for the standard forms for citations.

A separate page with the word "Appendix" centered on it is recommended as an easily observed indication of the break between the main body and appendices. The source code or output of computer programs may be included as an enumerated appendix.

Place figures references with PDF links to multimedia objects in the Appendix as well. Following the same format in the Appendix as you followed in the main body of your ETD, place the word "Appendix", the appendix letter or letters, and the appendix title in large type at the beginning of each appendix section. Appendices are enumerated alphabetically from A to Z, then AA, AB, and so on to ZZ, then AAA, AAB, etc.

Thesis and Dissertation Submission

As a part of the ETD submission students' abstracts are published in ProQuest's Master's Theses or Dissertations Abstracts publications. Upon submission, you are authorizing ProQuest to produce copies of your work on demand for a fee. However, you may request ProQuest not distribute (or embargo) your ETD until further notice (up to two years). Some reasons for this may be if there is a patent-pending, your employers require a review of your work, or a publishing agreement requires initial publication.

Theses, Thesis-Equivalent Projects, and Ed.S. Field Project Submission Preparation

At least one semester prior to your anticipated graduation date, you must initiate the thesis, thesis-equivalent project, or Ed.S. field project. Students must file the following forms with the Office of Graduate Studies (Forms & Resources page):

• Proposed Supervisory Committee form
• Thesis Proposal Approval Form

The Supervisory Committee’s final recommendations of the final product are typically provided to the student at the time of the final oral examination, although details vary among department/schools and individual faculty. Final approval of the document (in PDF format) is contingent upon approval by the supervisory committee and the Office of Graduate Studies. Once approved, the student must submit the Report on Completion of Degree form, signed by supervisory committee, to the Office of Graduate Studies.

Dissertation Submission Preparation Procedures

Final recommendations from the dissertation committee are provided to the student at the time of the final oral examination, although details vary among department/schools and individual faculty. Final approval of the dissertation is contingent upon approval by the supervisory committee and the Office of Graduate Studies. At least three (3) weeks prior to the last published date for holding oral exams, provide the following to the Office of Graduate Studies:

• Application for Final Oral Examination or Waiver

When the final dissertation has been approved by the dissertation committee, the student must submit the following to the Office of Graduate Studies for the final, administrative step in the approval process:

• Report on Completion of Degree form, signed by the dissertation committee
• Completed Survey of Earned Doctorates

ProQuest Account Set-Up and Document Submission

The final step in submitting your ETD to ProQuest involves setting up an account and transmitting your ETD. After the documents noted above are submitted to the Office of Graduate Studies, the student must upload their thesis, Ed.S. field project, or dissertation to ProQuest. Be certain the electronic version, in PDF format is exactly as approved by the Supervisory Committee. ETDs are to be checked for formatting, pagination, spelling, grammar, and typos by the student and the student's Supervisory Committee.

Since errors may occur when converting from a word processor file to a PDF, it is essential the student review the final version of the PDF. There may be fees incurred if you select options such as copyright or open access, or if you wish to order bound copies of your document, which is determined based upon your selections at the time of account creation with ProQuest. The amounts are noted on the ProQuest website.

Once submitted, the Office of Gradu ate Studies will review the submission for formatting. A student often has formatting edits required and may need to submit a second time. Final approval must be granted by the Office of Graduate Studies before 5:00 P.M. (CST) on the deadline, which is 12 working days prior to the commencement ceremony/last day of the semester in the case of summer graduation.

• Connect to ProQuest online.
• Create a new account.
• Follow the directions on the screen to answer all required questions within your ProQuest account. You will then be prompted to upload your ETD, so be sure to have the ETD file on an internal or connected hard drive. If the document is to be held pending patent issuance, etc., you must specify that at the time the PDF file is submitted to ProQuest.

CONNECT TO PROQUEST

Open access.

During the submission process you will be asked if you wish to select "Open Access," which includes an additional fee. Be aware that selecting this option allows full web access to your entire document. For reasons that include concern for plagiarism of your work, the Office of Graduate Studies does NOT recommend this option.

After Submission

After submitting the ETD to ProQuest, the Office of Graduate Studies will be notified electronically of the submission and asked to provide final approval. If formatting edits are required, you will receive an email notification that prompts those changes. You will then also receive an email for each step of the process until the ETD is transmitted to ProQuest and finally accepted.

If you also wish to submit a copy of your thesis/dissertation to Digital Commons ( UNO’s institutional repository ), email a copy with any embargo information to [email protected] . You can also email them with any questions you may have on submitting to the repository. This step is voluntary.

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• Knowledge Base
• How to Write a Thesis Statement | 4 Steps & Examples

How to Write a Thesis Statement | 4 Steps & Examples

Published on January 11, 2019 by Shona McCombes . Revised on August 15, 2023 by Eoghan Ryan.

A thesis statement is a sentence that sums up the central point of your paper or essay . It usually comes near the end of your introduction .

Your thesis will look a bit different depending on the type of essay you’re writing. But the thesis statement should always clearly state the main idea you want to get across. Everything else in your essay should relate back to this idea.

You can write your thesis statement by following four simple steps:

• Start with a question
• Write your initial answer
• Develop your answer
• Refine your thesis statement

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Table of contents

What is a thesis statement, placement of the thesis statement, step 1: start with a question, step 2: write your initial answer, step 3: develop your answer, step 4: refine your thesis statement, types of thesis statements, other interesting articles, frequently asked questions about thesis statements.

A thesis statement summarizes the central points of your essay. It is a signpost telling the reader what the essay will argue and why.

The best thesis statements are:

• Concise: A good thesis statement is short and sweet—don’t use more words than necessary. State your point clearly and directly in one or two sentences.
• Contentious: Your thesis shouldn’t be a simple statement of fact that everyone already knows. A good thesis statement is a claim that requires further evidence or analysis to back it up.
• Coherent: Everything mentioned in your thesis statement must be supported and explained in the rest of your paper.

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The thesis statement generally appears at the end of your essay introduction or research paper introduction .

The spread of the internet has had a world-changing effect, not least on the world of education. The use of the internet in academic contexts and among young people more generally is hotly debated. For many who did not grow up with this technology, its effects seem alarming and potentially harmful. This concern, while understandable, is misguided. The negatives of internet use are outweighed by its many benefits for education: the internet facilitates easier access to information, exposure to different perspectives, and a flexible learning environment for both students and teachers.

You should come up with an initial thesis, sometimes called a working thesis , early in the writing process . As soon as you’ve decided on your essay topic , you need to work out what you want to say about it—a clear thesis will give your essay direction and structure.

You might already have a question in your assignment, but if not, try to come up with your own. What would you like to find out or decide about your topic?

For example, you might ask:

After some initial research, you can formulate a tentative answer to this question. At this stage it can be simple, and it should guide the research process and writing process .

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Now you need to consider why this is your answer and how you will convince your reader to agree with you. As you read more about your topic and begin writing, your answer should get more detailed.

In your essay about the internet and education, the thesis states your position and sketches out the key arguments you’ll use to support it.

The negatives of internet use are outweighed by its many benefits for education because it facilitates easier access to information.

In your essay about braille, the thesis statement summarizes the key historical development that you’ll explain.

The invention of braille in the 19th century transformed the lives of blind people, allowing them to participate more actively in public life.

A strong thesis statement should tell the reader:

• Why you hold this position
• What they’ll learn from your essay
• The key points of your argument or narrative

The final thesis statement doesn’t just state your position, but summarizes your overall argument or the entire topic you’re going to explain. To strengthen a weak thesis statement, it can help to consider the broader context of your topic.

These examples are more specific and show that you’ll explore your topic in depth.

Your thesis statement should match the goals of your essay, which vary depending on the type of essay you’re writing:

• In an argumentative essay , your thesis statement should take a strong position. Your aim in the essay is to convince your reader of this thesis based on evidence and logical reasoning.
• In an expository essay , you’ll aim to explain the facts of a topic or process. Your thesis statement doesn’t have to include a strong opinion in this case, but it should clearly state the central point you want to make, and mention the key elements you’ll explain.

If you want to know more about AI tools , college essays , or fallacies make sure to check out some of our other articles with explanations and examples or go directly to our tools!

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A thesis statement is a sentence that sums up the central point of your paper or essay . Everything else you write should relate to this key idea.

The thesis statement is essential in any academic essay or research paper for two main reasons:

• It gives your writing direction and focus.
• It gives the reader a concise summary of your main point.

Without a clear thesis statement, an essay can end up rambling and unfocused, leaving your reader unsure of exactly what you want to say.

Follow these four steps to come up with a thesis statement :

• Ask a question about your topic .
• Write your initial answer.
• Develop your answer by including reasons.
• Refine your answer, adding more detail and nuance.

The thesis statement should be placed at the end of your essay introduction .

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McCombes, S. (2023, August 15). How to Write a Thesis Statement | 4 Steps & Examples. Scribbr. Retrieved August 21, 2024, from https://www.scribbr.com/academic-essay/thesis-statement/

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The grade completion process is for students who currently have a grade of C but had recently completed:

Thesis 1 (minor revision) : defense & Form Submissions

Thesis 1 (major revision) : revisions, signatures in Form E & Form Submissions

Thesis 2: Submitted all progress reports and attended the thesis colloquium

Thesis 3 (minor revision) : defense, SLHS edit & Form Submissions

Thesis 3 (minor revision) : revisions, signatures in Form E, SLHS edit & Form Submissions

Grade Completion

1) Secure from the Customer Service the Request to Complete Course Form per member with a C grade

2) Fill out and sign all copies of the Request to Complete Course Form

3) Have the Thesis Coordinator sign the Request to Complete Course Form

4) Go back to the Customer Service and wait for them to assign a Billing Number to your account

5) Go to the Treasury , Pay Php 50.00 and secure the Receipt

6) Go back to the Customer Service and show them your Receipt. They will give you the Change of Grade Form together with your Request to Complete Course Form.

7) Sign and Fill-up the Change of Grade Form

8) Have the Thesis Coordinator sign the Change of Grade Form

9) For the signature of the Dean , leave the Request to Complete Course Form and Change of Grade Form to the Technical Assistant at the Dean's Office

10) Wait for 1-2 weeks for the new grade to be reflected

1Q2021 Update (temporary work-around for fully online accommodation):

1) Download Completion Report Form (CRF; FM-RO-20-01) in BB Course MME_Thesis

2) Fill up following details: Name , Nationality , Student number , Degree Program/Year , Course Code , Section , When Obtained (this is the AY/Q when the subject was first taken), Instructor (this is the thesis coordinator)

3) Send filled out CRF to thesis coordinator

Note : Thesis coordinator will then sign CRFs, send it to the dean of school for signing, and will forward to Registrar's Office for crediting -- students will be sent carbon copy (CC) e-mails during this process

4) Wait for 1-2 weeks for the new grade to be reflected

Webforms are now closed on this site and will re-open on Tuesday, August 27.

This website is moving to a new version of The Centre website on August 27 and forms will be temporarily closed August 23-27. Learn more .

Doctoral Thesis Completion Award application

Doctoral Thesis Completion Award application (PDF)

Use this form to:

• apply for a doctoral thesis completion award

A limited number of awards are available each academic term to support doctoral students who are within the last two terms of program completion (term of award plus one additional term). The intention is to assist highly qualified, full-time doctoral students to complete their thesis writing and defence. 

Priority will be given to applicants who identify as Indigenous*

*For the purpose of this award, an Indigenous person is one who is a citizen or member of a First Nations community (Status/Non-Status), Métis, or Inuit as defined in the Canadian Constitution Act 1982. To protect the integrity of Indigenous graduate students eligible for specific funding, those identifying as Indigenous must be verified by the Office of Indigenous Relations at the University of Waterloo through the  Indigenous verification process .  

Value: Varies

Eligibility and Requirements:

Applicants must:

• be registered full time in a PhD program
• be in good academic standing with a realistic plan of completing their degree within 1-2 terms of receiving the award (term of award plus one additional term)
• not have previously received this award

Preference will be given to doctoral students who are no longer receiving minimum funding and/or have experienced research interruptions that were beyond their control.

A change of enrolment status to part-time, inactive, withdrawal or degree completion during the term in which the award is paid will require repayment of all or part of the award. Repayment amounts are recalculated based on the University of Waterloo tuition refund policy . Any inquiries regarding OSAP/provincial student loans should be directed to the Student Awards and Financial Aid Office . 

Departmental deadlines:

Fall term – July 15     

Winter term – November 15  

Spring term – March 15     

Where the advertised deadline falls on a Saturday or Sunday, the deadline date will be the following Monday.

Application process, notification, and payments:

• Applicants will submit their complete application to their department co-ordinator.
• Departments review and submit the applications to their Faculty.
• The Faculty sends forward their top four applications to Graduate Studies and Postdoctoral Affairs (GSPA) and notifies those that were not selected for Faculty endorsement.
• GSPA ranks, makes final selections, and notifies applicants of the results.
• Awards will be applied to the student's Quest account at the beginning of each term.

Graduate Studies and Postdoctoral Affairs (GSPA)

Needles Hall , second floor, room 2201

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The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations .

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Office for global engagement, main navigation, post-completion optional practical training (opt).

Learn about the process of applying for Post-Completion OPT to work after graduation.

Navigate ISSS

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• 24 Month STEM OPT Extension
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Students are not allowed to work on or off-campus, paid or unpaid, after your program end date on your I-20 until you receive your EAD card AND your Post-Completion OPT start date on the EAD has begun.

overview and definition

Post-Completion Optional Practical Training (Post-Completion OPT) is designed to provide graduating students an opportunity to gain temporary employment experience within their program of study for one year after completing their program. Permission for this temporary employment is obtained through the United States Citizenship and Immigration Services (USCIS). The employment must be directly related to the student's major field of study and appropriate for the level of education. Students may work anywhere in the United States and are required to report their employment . 

icon Please note that this is not an entitled benefit. USCIS has the right to deny any OPT application at their discretion. It is the student's responsibility to ensure they are paying the correct fee and filling out the correct application. 

icon OPT Workshop Event Details

Attendance is mandatory to avoid any confusion in the process and ask advisors questions. Registration is required through UAtlas and opens 30 days prior to each workshop. Below is a schedule of dates for the 2024 year.

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Application Review

Students interested in attending walk-in advising are encouraged to come with specific questions to the application but we will not review the entire application. Please review the " Applying for the Post-OPT I-20 " section below.

Eligibility Requirements

icon Lawful Status

Students must have been lawfully enrolled full-time for at least two consecutive semesters and in active F-1 status immediately prior to finishing your degree and applying for OPT.

icon More information can be found in the Frequently Asked Questions under "General." 

icon Program End Date

Students must have an anticipated program end date.

icon Graduate with a Degree

Students must be graduating with a Bachelor's, Masters or Ph.D. degree. 

icon Non-degree students, students attending certificate programs, and those doing post-doctoral research are not qualified for OPT.

icon Full-Time CPT (12 Months)

Students must not have accumulated more than 12 months of full-time CPT during the student's current degree level. Students are responsible for tracking their full-time CPT months. 

Utah Asia Campus (UAC) Students

Students transitioning to the University of Utah main campus from the Asia Campus must have completed two consecutive full-time semesters at the main (Salt Lake City) campus and must be attending the main campus in their final semester to be eligible to apply for OPT.

Processing Time & Expedited Requests (ISSS)

The Post-Completion OPT I-20 will be processed by ISSS within 10 business days once the application is submitted.

ISSS is not able to expedite any request as we strive to provide fair and equitable service to all students. It is the student's responsibility to ensure they submit their request in a timely manner.

Calling or emailing ISSS to ask for your request to be expedited will slow down the process.  We ask that you patiently wait until a decision is made. 

OPT I-20 (30 Day Validity)

Student must submit the OPT application to USCIS within 30 days from when the I-20 was issued by ISSS. Contact ISSS immediately if you have not submitted your OPT application to USCIS and your I-20 is older than 30 days. 

icon To request a new OPT I-20, students must submit a NEW OPT I-20 request to ISSS and not an I-20 Reprint Request. 

90 Days of Unemployment

Students on approved Post-OPT are allowed up to 90 days of unemployment during their authorized OPT. Students must work at least 21 hours per week or more to be considered employed full-time. If students work fewer than 20 hours per week, they will be using up unemployment days. 

icon If students use up all of their unemployment days, they are considered out of status. Students do not get an additional grace period, and should leave the U.S. before the end of their unemployment period.

SEVP Portal

Students are responsible for notifying USCIS of their employment within 10 days of starting or ending their job. For more information about the SEVP Portal and reporting employment, students are encouraged to navigate to the Reporting Post-Completion OPT page. 

Traveling on Post-Completion OPT can be complicated depending on when the student plans to travel and if the application is pending or approved. More information about traveling can be found in our Frequently Asked Questions section. 

graduate thesis students

A graduate thesis student who only has the thesis or equivalent remaining may either apply for Pre-completion OPT or Post-Completion OPT while completing the thesis/dissertation. If a student in this situation applies for Pre-completion OPT , he or she:

• May work full-time. 14 SEVP Policy Guidance 1004-003 Updates to Optional Practical Training
• Is not subject to the unemployment provision, and may receive a program extension.
• May not apply for the 24-month extension from a period of Pre-completion OPT.
• Would not be eligible for the cap gap extension of OPT.

Alternatively, if a student in this situation applies for Post-Completion OPT , he or she:

• May work full-time.
• Would be eligible for the cap-gap extension.
• May apply for the 24-month extension if otherwise eligible.
• Would be subject to the unemployment provisions.
• Would be unable to receive an extension of his or her course of study. 

Post-completion opt process

Before submitting an e-form to ISSS, the student must attend the Mandatory OPT Workshop to better understand the process of applying for OPT and when to apply for OPT.

Program End Date

The program completion date or program end date is on the student's I-20. Students will apply for OPT based on the semester the students complete program requirements. ISSS will adjust the program completion date on the student's I-20. 

icon The program completion date corresponds with the last day of finals and not necessarily the date of the graduation ceremony or degree conferral date.

Graduate Thesis Students

TA/RA/GA:  If you apply for Post Completion OPT based on completion of your dissertation requirements, and that date is prior to the last day of finals for your graduating semester you will not be able to continue your assistantship assignment.

The program completion date could fall under one of following:

• The semester the student finishes all required coursework for their degree and only have the thesis/dissertation remaining in the upcoming semester(s). 

icon Students who fall under this must continue to be enrolled in thesis credits (3 credits) while working on their dissertation. 

• Example : A student finished up all of his required courses for Spring 2024 and wants to apply for OPT while working on their dissertation. The student's program end date is the last day of the Spring 2024 semester and will continue to enroll in thesis credits. 
• The last day of the semester the student will defend.
• The student's thesis defense date.

It is recommended that students consult with an ISSS advisor prior to making a final decision.

Apply as Early as Possible

The OPT application window will open 90 days   BEFORE the program end date (more information in the next section.) Students will also have the option to apply for OPT up to 60 days (grace period) AFTER the program end date. Students cannot submit an application to USCIS before the 90 day period or after the 60 day period as it will result in a denial. 

icon It is recommended that students apply during the 90 day window in order to submit and receive a decision in a timely manner. For processing time, please see the Processing Times from USCIS.

Choosing an OPT Start Date

Students are not eligible to begin working UNTIL the approved OPT start date as listed on the OPT EAD card. The OPT Start Date is only a request and may change. 

Before submitting a request to ISSS for an OPT I-20, students must pick a start date for their OPT. The start date must fall between the program end date on the I-20 and the 60-day grace period that follows.

icon Below are some suggestions to help the student make the right decision when picking a start date:

Choosing an Earlier OPT Start Date

Students will choose an earlier start date if they have a job lined up. If the student chooses an earlier start date and cannot find a job quickly, the student is at risk of losing unemployment days. If the student uses up their entire 90 days of unemployment they will need to leave the U.S. 

Choosing a Later OPT Start Date

Most students will choose this option so that they have more time to find a job and have a less chance to be unemployed for 90 days.

Post-Completion OPT Application Timeline

Applying for the post-opt i-20 & Form I-765 (Uscis)

Login to UAtlas

Complete the  Post or Pre Completion I-20 Request e-form  and indicate "Post-Completion OPT."

A Designated School Official (DSO) from ISSS will review the completed application. Once the DSO receives the completed application, they will process it within 10 business days. DSOs will review the student's application, course enrollment and once the application is approved, the student will receive an email from ISSS.

Receiving the OPT I-20 Once the OPT request is approved, the DSO will send the I-20 electronically through UAtlas. As soon as the student receives the I-20, they must review the information on pages 1 and 2 of the I-20. Pay particular attention to the Program of Study information on page 1 and the OPT information (including requested dates) on page 2. If everything looks accurate, students should immediately print and sign and date at the bottom of page 1 in the Student Attestation section of the I-20 and scan it for the application. icon  The OPT I-20 that is issued by ISSS is only valid for 30 days. Students will need to apply for OPT before the OPT I-20 is considered "old."  Students who have an old OPT I-20 will need to submit a new request to ISSS.  Do NOT  file for OPT with USCIS using an OPT I-20 that is more than 30 days old. We recommend that you submit it well before it reaches the 30 day mark. More information can be found in our policy section under  OPT I-20 (30 Day Validity) .

Prepare OPT Application for USCIS Students are  required  to attend an OPT Workshop by ISSS to avoid confusion and filling out the application incorrectly. ISSS will not offer one-on-one application reviews. More information can be found at the top of the page under  workshops  or can be found in our  Events Calendar .  Below, students will have the option to either send the application by mail or online. Students  cannot  do both options: icon  F-1 students wanting to avoid Form I-765 Delays are encouraged to review the tip sheet provided by the Office of the Citizenship and Immigraiton Services Ombudsman. HOW F-1 STUDENTS SEEKING OPTIONAL PRACTICAL TRAINING CAN AVOID FORM I-765 DELAYS

Online (Highly Recommended)

Students are required to review our guide on how to fill out an application where we have compiled all the questions taken from the application into one document and provided additional information for each question.

Online application: form i-765 how-to-guide

Collect Documents to mail with the I-765 paper application to USCIS (in the recommended order):

• G -1145 (for paper application only) - Downloadable from https://www.uscis.gov/g-1145 . By completing this form, you are requesting an email or text message to be sent to you when your application arrives at the USCIS office. Place this on the top of your application so they are aware of your request.
• Two U.S. passport type photographs - photos must be taken within the past 30 days and may not be the same photos used for other government requests, such as passport or visa renewals. Print your name and I-94 number clearly on the back of each photo and make sure to not damage the photos. USCIS recommends you use a pencil and write the information lightly but readable. Put the photos in an envelope and attach it to front of I-765 and indicate on the envelope the photos are inside. Ensure the photos meet U.S. passport requirements. Photos from your home country may not be the correct size or may be too old to be used.
• Application Fee - In the form of check or money order, made to the U.S. Department of Homeland Security. You can find the appropriate fee by using the USCIS Fee Calculator https://www.uscis.gov/feecalculator , select “I-765”, “Permission to accept Employment”, “Foreign Students” then “(c)(3)(B)” for Post-Completion OPT. The fee can also be found at https://www.uscis.gov/i-765 .
• Form I-765 - download the form at https://www.uscis.gov/i-765 under "Forms and Document Downloads." Instructions on how to complete this form are in the I-765 Instructions guide. Also use the I-765 webpage to confirm the edition date of your Form I-765 is acceptable to USCIS. You can find a Post-Completion OPT mock I-765 form below:

Paper application opt: sample

• Post-Completion OPT I-20 issued from ISSS with your requested dates (Remember: USCIS must receive it within 30 days from the issue date). Make sure you sign and date your Post-Completion OPT I-20.
• Valid passport identification page (and the expiration date page if it’s on a separate page).
• F-1 Visa - the most recent F-1 visa issued to you.
• I-94 (obtainable at https://i94.cbp.dhs.gov/I94/#/home)
• Previous EAD card , include a copy of the front and back (only if you have been approved for OPT in the past)

Submit Payment

The options are below (This is only a guideline, ISSS is not liable for incorrect payments submitted to USCIS)

• Personal Check - Must be made to "U.S. Department of Homeland Security." Under "For" you will list the SEVIS ID (starts with N, found on your I-20), OPT
• Pay to "U.S. Department of Homeland Security". If the money order asks for the recipient address, you should list the address where you are mailing your application.
• In the Memo/Payment For Section, put "Your SEVIS ID Number, OPT"
• In the bottom right corner, sign your name in the "From" section.
• In the money order asks for your purchaser's address, include your mailing address noted on your I-765 application form.
• Keep the receipt portion of the money order for your records as that is the only way to track your payment.
• Do not sign the back of the money order as it will void the payment. 

Mail Documents to USCIS

• Keep copies of everything you mail for your own record.
• Mail all the required documents (listed on page 5) to USCIS. USCIS must receive your application within 30 days from when your Post-Completion OPT I-20 was issued.
• If USCIS receives your packet earlier than 90 days before your program completion date or later than 60 days after your program end date, as listed on the OPT I-20, the packet may be rejected right away or worse, be denied about 3 months later.
• To find the appropriate mailing address, please refer to USCIS website: https://www.uscis.gov/i-765 .  Also use the I-765 webpage to confirm the edition date of your Form I-765 is acceptable to USCIS.
• If you receive I-797 receipt, keep it in a safe place as it is proof of your pending Post-Completion OPT application and allows you to remain in the United States after your program has ended. 

After receiving approval for post-opT

icon Do not start employment BEFORE receiving the Employment Authorization Document (EAD) Card. 

Review the Reporting Requirements for Post-Completion OPT Students are required to understand the requirements to report while on OPT by reviewing the  Reporting Requirements for Post-Completion OPT  page.

Post-Completion OPT - Frequently Asked Questions

How long will my post-completion opt application take to process.

Applying for Post-Completion OPT is a two-step process. You must first obtain your Post-Completion OPT I-20 from International Student & Scholar Services (ISSS), which has 10 business day processing time, and then mail your application with all the required documents to USCIS to obtain an Employment Authorization Document (EAD) card, which takes an average of 3-5 months to process.

When should I submit my Post-Completion OPT application?

You must apply for Post-Completion OPT no earlier than 90 days before your program end date and no later than 60 days after your program end date. If you send in your Post-Completion OPT application more than 90 days before your program ends or after your 60-day grace period is over, your request will be denied by USCIS.

When is my program end date?

For undergraduate and non-thesis graduate students, the program end date is the last day of your final semester (last day of final exams) meaning the semester that you complete your last classes needed to meet graduation requirements. You cannot continue enrollment or delay graduation once requirements have been met. If you are a double-major, you must seek advising from ISSS to clarify your program end date – you should do this before your last semester. For thesis graduate students, the program completion date can be the last day of your defense semester or your defense date. Graduate thesis students are eligible for Post-Completion OPT after they have defended their thesis. It is not necessary to have graduated or obtained a diploma to apply for Post-Completion OPT.

Is there a deadline for applying to USCIS with my new I-20?

You need to have your complete Post-Completion OPT application received by the appropriate USCIS Service Center within 30 days of the Post-Completion OPT I-20 issue date by ISSS. Applications that arrive after the 30 days will be rejected or denied at a later date. You will miss your opportunity to participate in Post-Completion OPT if you cannot refile before your grace period ends.

I have a job offer but my EAD card has not arrived yet. Can I begin work?

No. You must have received your EAD card to show that you have legal work status. Any employment done before the EAD card has arrived is illegal and may harm Post-Completion OPT as well as your future chances of obtaining an H-1B visa, permanent residency or other types of benefits from immigration. You are not allowed to work on or off-campus, paid or unpaid, after your program end date on your I-20 until you receive your EAD card AND your Post-Completion OPT start date on the EAD has begun.

How can my past CPT participation affect my Post-Completion OPT?

You are not eligible for Post-Completion OPT if you have participated in 12 months or more of full-time CPT. Past participation in part-time CPT or full-time CPT for less than 12 months should not affect your Post-Completion OPT eligibility unless USCIS determines CPT was used to facilitate employment rather than to serve as a temporary internship opportunity.

Can I do CPT during my last semester? Will it affect my OPT?

Students may participate in full or part time CPT in their last semester but they must maintain a physical presence on campus in Salt Lake City and may not participate in CPT in another state. Students approved for CPT may not work past the CPT end date. Graduate thesis students may not participate in CPT once they have defended. Be aware that CPT employment in the last semester should be added to your I-20 before you request an OPT I-20. Requesting CPT after filing for OPT with USCIS can complicate your OPT application and may raise a red flag with immigration. Speak with an ISSS advisor for details. Also, be aware that USCIS forbids using CPT in the last semester as a way to start OPT employment “early” or to otherwise facilitate OPT employment. If you have questions, speak with an ISSS advisor.

What is the 14- month rule for Post-Completion OPT?

Federal regulations state that Post-Completion OPT must be completed within 14 months of your program end date. If you decide to apply for Post-Completion OPT AFTER the completion date of your program, USCIS may still take 90 days to process the I-765 application. The time that USCIS takes to adjudicate your request will be taking time away from when you would have been working on OPT. This means that if the processing time for your Post-Completion OPT goes beyond the 60 days past your program end date on the front of your I-20, this time will be deducted from your 12 months of OPT.

Does the job I have while on OPT have to be paid employment, or can it be unpaid?

For Post-Completion OPT, the employment does NOT have to be paid employment, although it is recommended. Interning or volunteering in a position directly related to the academic field is considered “employment” for the purposes of Post-Completion OPT employment. To apply for the 24-month STEM extension, work must be paid employment with an E-Verify employer at least 21 hours per week.

If I complete one degree program, take 12 months of Post-Completion OPT then begin a second course of study, am I eligible for an additional 12 months of practical training?

After completing one year of Post-Completion OPT, you must complete a higher academic level (Bachelors, Masters, or Ph.D.) before you are eligible for another OPT. If you complete a second degree at the same level and if you already applied and have been approved for Post-Completion OPT at that level, you are not eligible for a second Post-Completion OPT after completing the second degree. If you complete a Ph.D. degree, you may not apply for a Masters level OPT even if you have never participated in the OPT on that level before, rather you must apply for OPT based on your Ph.D. degree.

Do I get a grace period after my Post-Completion OPT?

Yes, your lawful F-1 status expires 60 days after your last day of Post-Completion OPT. During your 60-day grace period, you may not engage in any employment or studies. You are expected to depart the country at the end of the 60 days or else be in pending status for a new degree program or a new visa status or have transferred your SEVIS record out. Note that if you will begin a new program at the University of Utah, your new program I-20 must be issued before your grace period ends or you will be out of status and will need to depart the U.S. If you exit the country during your 60- day grace period, you may not re-enter on your F-1 Post-Completion OPT I-20. Please note that if you decide to end your Post-Completion OPT early or have accrued more than 90 days of unemployment days, you are not eligible for a 60 day grace period and must depart U.S. as soon as possible.

What if I change my mind and I want to cancel my application for Post-Completion OPT? Or what happens if I wasn’t able to graduate?

The answer to this question varies on many factors. Please meet with an ISSS advisor to discuss your options.

What if I have lost or thrown away my old I-20s?

International Student & Scholar Services may have copies of your old I-20s in your file. You can request that ISSS make you copies of your old I-20s by completing the “Request for Document Copies” e-form, but keep in mind that it could take up to a week to process your request. It is always your responsibility to keep your I-20s. Your file may or may not contain copies of the documents you are looking for. It is best if you maintain a well-kept file of your documents in a safe place. Keep in mind you only need to submit I-20s at your current degree level for your OPT application. If you are missing I-20s, please submit what you currently have as including previous I-20s is a recommendation, not a requirement for the OPT application.

Since I need to move and don’t know my new address, can I put a foreign address on I-765 form?

No, USCIS requires you indicate an address in the United States. The address you use may be a friend’s address or a P.O. Box. If you use a friend’s address, you must put their name in the “in care of name” field on page 2 of the I-765. Contact ISSS if you have further questions about your mailing address.

How can I check on the status of my application?

When USCIS sends you your I-797 receipt notice in the mail, you will receive a receipt number. You can use this number to access information about your application at the USCIS Case Status page.

What happens to my dependents, who are on F-2 visas, during the application and Post-Completion OPT process?

If you are granted the Post-Completion OPT work authorization and you are still in legal F-1 immigration status, then your dependents are still in legal F-2 immigration visa status. You will receive new I-20s for yourself and all dependents if you are eligible for the Post-Completion OPT work authorization. If you do not follow F-1 regulations while on Post-Completion OPT and fall out of status, your F-2 dependents automatically fall out of status with you.

Terminated Status

Students who have decided to depart the country and re-enter with a new I-20 in order to reinstate their status will lose any time they have accrued toward qualification for Post-OPT. In other words, students who travel to reinstate are subject to another full academic year (2 full-time semesters) to be eligible for OPT or CPT.

Can I apply for OPT if received a second degree at the same education level?

Students who have been previously approved for Post-Completion OPT in the same degree level cannot re-apply for OPT at that same level.

For example, a student was previously approved for a Bachelor's OPT, afterward the student wanted to get a second Bachelor's degree, they are not eligible to apply for OPT for that second degree since it is the same degree level. 

Can I use OPT again if I complete a bachelors degree and use OPT and then complete a masters degree?

Yes, students can apply for OPT once per education degree level. 

Can I travel home (or anywhere outside of the U.S.) after I graduate?

The answer to this question depends on if you have applied for Post-Completion OPT and where you are in that process:

Have not applied for Post-Completion OPT

If you have not applied yet, you may leave the U.S. during your grace period but you will not be allowed to return on your F-1 student visa and you also will lose the opportunity to apply for Post-Completion OPT. If you wish to return to the U.S. on your student visa and participate in Post-Completion OPT, you must send in your application and wait for Post-Completion OPT approval before traveling outside of U.S.

Your Post-Completion OPT is pending

If you have a pending Post-Completion OPT application and it is after your program end date, it is very strongly recommended that you do NOT travel until your request has been approved by USCIS If you do depart U.S., please understand that entry into the U.S. is granted at the discretion of the U.S. Customs and Border Protection officer, and you travel at your own risk. If you still wish to travel while your Post-Completion OPT is pending, please speak with an ISSS advisor about the risks involved.

Your Post-Completion OPT has been approved

After you have received your EAD card, your travel documents should include your signed Post-Completion OPT I-20, valid F-1 visa, a passport valid for at least six months, EAD card, and a letter from your employer (if applicable). The letter should state that they have employed you or plan on employing you, and you are coming back to the U.S. to work for them.

Note: When you receive your EAD card it will say, “Not valid for travel”. This means besides your EAD card, you will need your I-20, valid passport, and visa in order to travel.

These same rules apply for both the Post-Completion OPT and the 24 month STEM extension. Please understand that entry into the U.S. is granted at the discretion of the U.S. Customs and Border Protection officer, and you travel at your own risk.

Dependent travel

Since Post-Completion OPT is not noted on dependent I-20s, an F2 dependent must carry copies of the F-1 student’s I-20 with Post-Completion OPT recommendation, EAD card, and proof of employment, in addition to their own F-2 I-20 when traveling

What documents should I travel with?

You should always travel with valid passport, valid F-1 visa, most recent I-20 with a travel signature, EAD card, and if applicable, your job offer letter. Please refer to our Travel page for more information for OPT. 

I want to leave the U.S. for a short time while my Post-Completion OPT application is in process, but I need to return before the card will arrive. I have a tourist visa (B2) that is valid for 10 years. Can’t I just enter the U.S. on my tourist visa while I’m waiting to get the EAD card, and then start work with the card once I get it?

NO!! If you intend to continue working on your Post-Completion OPT authorization, NEVER enter in any other immigration status except F-1. If you leave the U.S. and re-enter with any other status than F-1, you will immediately forfeit your F-1 status. This means your Post-Completion OPT will be invalid.

Can I renew my F-1 visa while on Post-Completion OPT?

It is possible and many students on Post-Completion OPT get their F-1 visa stamps renewed. You do have to be careful to demonstrate non-immigrant intent. The risk of denial of an application for a renewed visa stamp for Post-Completion OPT is somewhat higher than while you are in your active student program. The F-1 student visa requires that the applicant must intend to return to the home country at the end of the program, and if the embassy official is not convinced of your intention to return home, the visa application could be denied.

What documents do I need to show at the embassy for a new visa stamp under Post-Completion OPT?

You need to take a valid passport, your EAD card, your Post-Completion OPT I-20 issued by ISSS, and your job offer letter or proof of employment (if applicable). You should also be prepared to discuss how this job experience will apply to the job market in your home country, and how you intend to apply it there. You should find additional information about required documents at your embassy’s website before your visa renewal appointment.

Do I still need a travel signature to travel if I am on Post-Completion OPT?

Yes. During Post-Completion OPT, if you travel outside the U.S., your I-20 must be signed for travel. The current travel signature on page 2 of your I-20 is valid for 6 months. If you return after this date, you may be denied reentry. For more information should check out our Travel page.

How do I report my employment?

You are required to report your employment to SEVP within 10 days of beginning a new job. For more information about reporting are encouraged to review our Reporting Post-Completion OPT page . 

How do I get access to the SEVP Portal?

SEVP will send you an email to your UMail account on the date that your Post-Completion OPT employment begins. This email will instruct you on how to register your portal account. You must register your account within 14 days of receiving the email. If you do not receive an email, check your junk or spam folders. For more information about the portal are encouraged to review the Reporting Post-Completion OPT page. 

What type of employment can I accept? Does it have to be paid?

Your job must be related to your major. Your employment may or may not be paid while on Post-Completion OPT.

Do I need to have job offer to apply for Post-Completion OPT?

You don’t need a job offer to apply for Post-Completion OPT.

Do I need to have a job while I am on Post-Completion OPT?

Yes, you do need to be employed while on Post-Completion OPT. You are only allowed to have a total of 90 days of unemployment during approved Post-Completion OPT time. This total number of unemployment days applies through the entire period of Post-Completion OPT. If you have already used 30 days of unemployment on Post-Completion OPT and you lost your job 6 months into Post-Completion OPT, you then have 60 days of unemployment days left to find a job. Remember to report all employment changes to the SEVP portal

What if I can’t find a full-time job?

USCIS considers full-time work to be at least 21 hours or more per week. If you are working less than this, it is considered as unemployment time. ISSS strongly recommends students that are nearing the 90 days of unemployment apply for an internship (paid or unpaid) of at least 21 hours per week. Interning or volunteering in a position directly related to your academic field can be considered “employment” for the purpose of Post Completion OPT employment. Keep in mind, however, that you must be working in a paid position for an E-verified employer in order to apply for STEM OPT (if you are otherwise eligible)

Can I work multiple jobs?

Yes, each must be related to the student's major and must be properly reported in the SEVP Portal. 

Attending School

I’m finished with my post-completion opt and i want to return to school. what do i need to know.

If you wish to return to school after you finish Post-Completion OPT, you must obtain a new I-20 from the International Admissions Office within 60 days of your OPT end date. You must begin classes within the next available semester or within 5 months, whichever is sooner. If you are changing schools, you must request that we transfer your SEVIS record within 60 days of your Post-Completion OPT end date.

Students are allowed to take classes while on Post-Completion OPT, but these classes must be avocational in nature (for example, a cooking or exercise class) and may not be part of a new degree and will not count towards maintaining your F-1 status. If you are admitted into a new degree program, you will get a new I-20 and your Post-Completion OPT will be canceled.

Can I take classes while remaining on Post-Completion OPT?

Students are allowed to take classes while on Post-Completion OPT, but these classes must be avocational in nature (for example, a cooking or exercise class) and may not be part of a new degree program. If you are admitted into a new degree program, you will need a new I-20 and your Post-Completion OPT will be canceled once the new program begins. Even if you don’t get a new I-20 because you are not transferring your SEVIS record or studying at the University of Utah, USCIS can still see this as a violation of status if you remain on OPT.

Can I take extra classes while on Post-Completion OPT?

Can i transfer to a new school while on post-completion opt.

Students can transfer their SEVIS record to a new school while on Post-Completion OPT. Once you transfer your record to the new school, your Post-Completion OPT will automatically terminate and you will not able to engage in employment until authorized to do so from the new school. Please speak with ISSS advisor if you have any concerns or questions. Students are encouraged to review our Transfer page.

Thesis Students

Can a student in a graduate-level program who has completed all program requirements, aside from thesis or equivalent, apply for either pre-completion opt or post-completion opt.

Yes, a student who only has the thesis or equivalent remaining may either apply for Pre-completion OPT or post-completion OPT while completing the thesis/dissertation. If a student in this situation applies for Pre-completion OPT, he or she:

Alternatively, if a student in this situation applies for Post-Completion OPT, he or she:

If a student does not complete his or her thesis/dissertation during the 12 months of post-completion OPT and are not eligible for STEM Extension, what steps must he or she take?

The student should prepare to change status, change education level and/or transfer, or depart the country prior to the end of the 60 day grace period. 

When is my final semester?

Your final semester would be the semester you pass your final defense to meet the graduation requirement. If you have already declared your last semester with ISSS but your plans changed, please reach out to ISSS immediately.

I defended, but my thesis has not yet been approved by the Thesis Office. Can I apply for Post-Completion OPT?

Yes, since you have successfully defended, you are considered to have met the graduation requirement and you should apply for Post-Completion OPT. Please keep in mind that if you are STEM eligible, you are required to show a copy of your diploma when applying for STEM OPT. Therefore, it is recommended that you work with the Thesis Office closely to ensure it is approved before you apply for STEM OPT