Graduate College

Completing your degree

Culminating experiences

All degrees require at least one culminating experience:

  • Written Exam
  • Oral Exam
  • Portfolio
  • Applied Project
  • Capstone Course
  • Foreign Language Exam (FLE)
  • Master’s Thesis
  • Doctoral Dissertation

Thesis option: master’s students

If your program requires completing a thesis as your culminating event, you must schedule and hold a defense. The results of your defense must be recorded on the official Pass/Fail form by your committee. Please refer to the "defenses" tab above for more information on this process.

Non-thesis option: master’s students

Your culminating experience will be monitored by your academic unit. Results will be reported to the Graduate College via the iPOS system.

Dissertation: doctoral students

If your program requires completing a Dissertation (or equivalent for specific degrees) as your culminating event, you must schedule and hold a defense. The results of your defense must be recorded on the official Pass/Fail form by your committee. Please refer to the "defenses" tab above for more information on this process.

Prior to defending your dissertation you must reach candidacy, meaning all milestones (written, oral, foreign language and prospectus) have been successfully completed and reported to the Graduate College by your academic unit via the iPOS system, and you have received your candidacy letter. 

Non-dissertation: doctoral students

Your culminating experience will be monitored by your academic unit. Results will be reported to the Graduate College via the iPOS system.

Defenses

Preparing for your defense

Before you schedule your defense and submit your complete thesis, dissertation, or equivalent for format review, the following requirements must be met:

  1. Minimum 3.0 GPA (iPOS and graduate GPA).
  2. Have an approved iPOS including committee composition, on file in the Graduate College.
  3. Complete all required exams (Foreign Language Examination, oral/written, etc.) with results reported to the Graduate College and final processing received before scheduling.
  4. If you are a doctoral student, you must have achieved candidacy.
  5. You must be enrolled for at least one credit hour of appropriate graduate level credit during the semester in which you defend.
  6. Make certain all committee members will be in attendance (required). If you have members that cannot be physically present at the defense because of extenuating circumstances, please refer to the Absent Committee Member Procedures.
  7. You must have a completed, defense-ready document for format evaluation. Please refer to the "format" tab above for more information on this process.
  8. Apply for graduation through your MyASU.
  9. Please refer to the "deadlines" tab to ensure you meet all deadlines and requirements.

Scheduling your defense

You are required to hold a public defense of your thesis or dissertation on an ASU campus as part of your degree requirements. You and your committee chair (or one co-chair) must be physically present at the defense.

Your defense must be scheduled at least 10 working days before your anticipated defense. Please see 10-Working Day Calendar for permissible defense dates. When scheduling via your MyASU page, you will have an interactive calendar with available dates as well.

How do I schedule my defense?

  1. Sign in to MyASU
  2. Locate the "My Programs and Degree Progress" box
  3. Select the "Defense" tab
  4. Click on the "Next Steps" link
  5. Click on the "Schedule my defense" link

What if I don’t have the defense schedule link? Please see requirements in the "Preparing for your defense" section above.

If you have any member(s) that cannot be physically present at the defense because of extenuating circumstances, please refer to the Absent Committee Member Procedures.

Once you have submitted the request to schedule a defense through your MyASU, the request must be approved by your academic unit; your defense is not officially scheduled until approved.

A document called the Report for Master's Thesis/Practicum Defense form or the Report for Doctoral Dissertation Defense form (commonly known as the Pass/Fail form) will be emailed to your entire committee and your graduate support staff once the defense has been officially scheduled. This form must be taken to your defense, and your committee will sign and indicate revisions as needed at the time of defense.

Once you schedule your defense, you must upload your complete, defense ready document for format review to the Graduate College Dropbox link 10 calendar days prior to your defense. Refer to the “format” tab above for more information on this process. 

Edit, rescheduling and canceling your defense

To update your building, room number or time after you have scheduled your defense, as well as cancel or reschedule your defense, please follow the steps below:

  1. Log into MyASU
  2. In the Defense Tab, Click on “Re-Schedule”
  3. Use the links on the page to make updates to your defense (update date/time, location, title, committee’s method of attendance and cancel request)

Note: If your defense is still pending approval by the academic unit, NO changes can be made. You CANNOT change your committee after your defense has been scheduled.

If you have members that cannot be physically present at the defense because of extenuating circumstances, please refer to the Absent Committee Member Procedures.

After your defense

Items and steps required in order to graduate
Now that you have passed your defense, you will want to complete the following steps. Please remember to refer to the "deadlines" tab to keep in mind the graduation deadlines as they become critical at this step in the graduation process.

Complete your format and committee revisions

Most students have some form of both format revisions required by the Graduate College and revisions required by the committee/chair. You will want to begin working on these soon after your defense. Keep in contact with the Format Advisors at gradformat@asu.edu and keep your email inbox clear for communication from them.

Submit the signed Pass/Fail form

Please follow the steps outlined below in regards to your Pass/Fail form:

  1. Ensure the Pass/Fail form has all the required signatures of your chair and all committee members (if you had any sort of revisions, there is a section at the bottom of the form for your chair to sign to confirm that you have completed all revisions)
  2. Make a copy for yourself and for your graduate support staff (Graduate College will not copy the form for you)
  3. Submission of the signed Report for Master's Thesis/Practicum Defense form or the Report for Doctoral Dissertation Defense form (commonly called the Pass/Fail form): Only the committee chair/co-chair or graduate support staff may email the Pass/Fail form to grad-gps@asu.edu, or students may hand-deliver the Pass/Fail form to the Graduate College, Tempe campus, Interdisciplinary B (INTDSB), room 288.

Submit final document to UMI/ProQuest

You must have completed the following before you can upload to ProQuest:

  1. Signed Pass/Fail form submitted to the Graduate College (all revisions required by committee/chair must be completed at this point)
  2. Receive approval from the Graduate College (Ready for ETD/ProQuest) to upload to ProQuest

Please remember to refer to the "deadlines" tab to keep in mind the graduation deadlines for submitting Pass/Fail forms and uploading to ProQuest.

Embargo

At the time of your defense, your committee should determine if public release of your document will be delayed for a maximum of two years to protect any of the following reasons:

  • information of commercial value
  • patentable rights
  • sensitive or classified information
  • academic or commercial press from acquiring publishing rights
  • other relevant scholarly issues related to the release of your work

The Delaying Publication of Your Theses/Dissertation (Embargo Status form) must be submitted along with your completed Pass/Fail form to the Graduate College in order for your Thesis or Dissertation to be embargoed.

Once the 2-year ASU embargo expires, full documents are available through the ASU Digital Repository. If you would like to extend your embargo through ASU for 2 additional years, please contact the Graduate College by email gradformat@asu.edu. *Please note: The maximum allowed time to embargo your document is 4 years. As a product of Arizona State University, all ASU Theses/Dissertations will be released through the ASU Digital Repository once the embargo time limit has expired.

IMPORTANT: Embargoing through ProQuest is separate from embargoing through ASU. If you would like to secure an indefinite embargo from ProQuest on your theses/dissertation then you must have successfully completed all requirements and graduated. You may then submit a request directly to ProQuest, either by email (disspub@proquest.com) or by telephone (800-521-0600, ext. 77020).

Submission Instructions: Please scan and electronically send the form (only chair/co-chair or academic unit support staff) to grad-gps@asu.edu OR the student may hand-deliver the signed form to the Graduate College, Interdisciplinary B-Room 288 (Tempe Campus). Please ensure the graduate support staff receives a copy for departmental records.

Format/Submit Your Document

Preparing for the format process

The document that you submit for format approval must be a complete, defense-ready document. This means you should choose your style guide in consultation with your chair, write an abstract that meets the Graduate College guidelines, and thoroughly check your document for consistency, grammar, punctuation, etc. Keep in mind that a significant portion of the formatting (i.e., margins, spacing and pagination) will be done by the ASU Format Advising Tool. Review the ASU Graduate College Format Manual (Format Manual) before creating your document.

Choose a style guide
All students are required to follow a standard style guide or accepted journal in their field. A style guide should be used in addition to the Format Manual. Although format advisors do not review your document for strict adherence to style guide requirements, you must use a style guide, in conjunction with the Format Manual, to format your document. You and your chairperson are responsible for ensuring your document follows your style guide.

Be aware that the Graduate College requirements outlined in this document supersede those of your style guide or journal.

Using your style guide
Any aspect of your document that is not addressed in the Format Manual is subject to the guidelines of your chosen style guide. You will use your style guide to format the following elements (if applicable) of your thesis/dissertation:

  1. Heading structure and style (e.g., centered or flush left, etc.) for each level
  2. Table format (e.g., gridlines) and style of table titles (e.g., italics, above the table)
  3. Style of figure captions (e.g., flush left, below the figure)
  4. Citation method (e.g., numbers or author names) and format (e.g., parentheses or brackets)
  5. Reference list (or notes/bibliography) format (e.g., author-date, publication type, alphabetical, etc.)
  6. Quotation format (e.g., spacing/indenting of block quotes)

Consult with your chair and department as there are often specific recommendations regarding which style guide you should use. Make sure you use the most current version of the selected style guide to be confident that you are following the publication standards in your field of study.

The format advising office created the following quick reference PDF guides to assist you in using the most common style guides:

  1. APA
  2. Chicago
  3. Turabian
  4. MLA

Write your abstract
Your abstract should present a succinct summary of the research and results of the work you completed for your thesis/dissertation. Many researchers read abstracts to determine the relevance, reliability and quality of a source; therefore, if you create a clear and concise abstract, others are more likely to read your entire document.

You may find it helpful to review other abstracts from your field or visit the UMI/Proquest website. Writing assistance is also available from ASU’s Writing Center.

Your abstract may be utilized as a resource by other researchers, thus the Graduate College has developed the following guidelines to assist you in writing an abstract that is both informative and concise:

  1. Structure your paragraph(s) to include:
    - An introduction to the study or project which helps place the research in context
    - A clear description of your methods of analysis or experiment process
    - A summary of your results and conclusions
  2. Proofread carefully for spelling, grammatical, or punctuation errors
  3. Maintain a professional tone and avoid colloquialisms
  4. Do not include bibliographic citations in the abstract
  5. Do not write in future tense; past or present tense is preferred
  6. You may use special characters and foreign alphabets if necessary
  7. Never use “we,” "us" or "our" since your document is not co-authored
  8. Wherever an acronym first occurs in the text, write it out in full, followed by the acronym in parenthesis (e.g., “Graduate Program Services (GPS)”)

Please keep in mind that while you want to be as specific as possible, you must not exceed the maximum word-length guidelines. All students must limit their abstracts to 350 words or less. Your chair/advisor can assist you in selecting the most appropriate information to include in your abstract.

Revise your document
Before your document is submitted to the Graduate College, you and your committee should thoroughly review your document and check for technical as well as grammatical errors. Additionally, you should have at least two other readers proofread your document to make corrections and catch typographical errors. If you need further assistance, you may also visit the ASU’s Writing Center.

You must work diligently to ensure that your document is free of sentence fragments, fused sentences, comma splices, agreement errors, punctuation errors, etc. Remember that although the format advisor may catch some of these errors, it is ultimately the responsibility of you and your chair to ensure your document is error free for publication.

Email a format advisor
Unsure how to interpret the Format Manual? Have a situation that seems unique? E-mail a format advisor. Typically, an ASU Graduate Format Advisor will be able to address e-mail inquiries within three (3) business days. However, as semester deadlines approach, students should expect to wait up to ten (10) business days for a response.

Please Note: Format advisors do not provide advice regarding the use of software, and cannot instruct students on how to use software.

Formatting your document

To assist students with formatting their thesis or dissertation, the Graduate College provides a formatting tool in Microsoft Word and LaTeX. This tool will help with formatting the preliminary pages of your document, fixing the margins, and setting pagination. Please keep in mind that, regardless of whether you use the formatting tool or not, you must still review your document to ensure compliance with the Graduate College standards. The ASU Graduate College Format Manual is the rubric with which your document is reviewed and will supersede your style guide and the formatting tool.

ASU Format Advising Tool
The ASU Format Advising Tool (formatting tool) is a resource used to provide assistance as you write your thesis or dissertation under the supervision of your committee chair. The formatting tool is designed to help students with basic format requirements such as margins and spacing, and may greatly streamline the format process for you. This tool will also format preliminary matter and page numbers for you; however, it will not format your citations or create your headings.

You will need to carefully review the final document generated through the formatting tool to ensure it adheres with your selected style guide requirements. Your document must satisfy professional standards of published research. Both your committee and the Graduate College expect to see evidence of careful attention to style and format in the document that you present to fulfill the requirements for your graduate degree.

You must not assume that the formatting tool will do all of the formatting for you. You will have to go through your document to make any changes necessary to meet Graduate College standards. Please use the software option that you are comfortable editing, as the Graduate College will not provide assistance in using your software.

Please use the format tool in conjunction with the format guide, keeping in mind that some updates may need to be done manually.

Microsoft Word users
Current issues we are resolving include the alignment of page numbers for entries in the table of contents and the alignment of the page numbers throughout the document.

LaTeX users
Please refer to the LaTeX template on the website https://github.com/shumway/asudis.

Submitting your document

  1. Students must submit documents in Microsoft Word or PDF by clicking on the Graduate College Dropbox link and uploading their document. Before uploading the document to Dropbox students must save their document as: Affiliate ID number and Thesis/Dissertation. (i.e. 1234567890 Thesis Jones or 1234567890 Dissertation Jones). Students must include their ten (10) digit ASU ID number in order for their document to be reviewed.
  2. The document should be uploaded by clinking on the Graduate College Dropbox link 10 days prior to the defense.
  3. Documents should only be submitted after consultation with the student's committee/chair and must be a complete, defense-ready document (i.e. meets standards set by the Format Manual, complete content).
  4. The Graduate Format team will not review incomplete documents or those that have not been formatted according to the format manual. If students submit a partial or incomplete document, the document will be returned to without evaluation and a request for revision.
  5. Students must be enrolled in at least (1) credit hour during the semester they plan to defend their thesis/dissertation and while working on format revisions.
  6. Non-thesis culminating events (Applied Projects, Capstones) do not need format approval from the Graduate College. For questions regarding documents that require special format, please email gradformat@asu.edu.

Revision process

A format advisor checks your work against the Format Manual requirements. They also spot-check for misspellings, inconsistencies, typographical errors, and grammatical problems, but a thorough review of the entire document for these errors is the responsibility of you and your chair.

Graduate College may return the document to you for additional revisions. Turnaround time for review fluctuates depending upon the volume of documents, and increases as the semester deadlines approach, but you should expect a response within 3 – 5 business days. Your document will be reviewed as quickly as possible, and you will be contacted electronically upon completion of the review (correspondence is done via your ASU e-mail, so check frequently).

After you have made the required corrections outlined in the email and reviewed the entire document, you will need to upload your document to the Graduate College Dropbox link. Remember to include your ten (10) digit ASU ID number in name of the file. This process will continue until your document is ready for electronic submission through UMI/ProQuest.

To avoid jeopardizing your graduation, be sure to submit your final revisions by the posted semester deadline (graduation deadlines). If the deadline is not met, you will be required to register (and pay) for one (1) graduate-level credit hour the following semester to be able to graduate.

Final document submission to ProQuest

You will receive an email from the Graduate College format advisor notifying you that your document is ready for electronic submission through UMI/ProQuest. Read the email carefully as you may receive instructions before final submission to UMI/ProQuest. You must have received format approval from the Graduate College and submitted your Pass/Fail form to the Graduate College in order to be eligible to complete the final step of submitting to ProQuest.

Q & A

Format review process

Q:  When can I expect to get my format review revisions?
A:  Turnaround time depends on the time during the semester when you submit your document for initial review. As a general rule, the closer document submission is to the semester deadlines, the longer it will take for your review to be completed due to the increased volume of documents received. Regardless, your document will be reviewed as quickly as possible and you will be notified of the results by email.

Q:  How long do people typically have to make revisions?
A:  Format revisions can be made after the defense, along with any changes recommended by the committee.

Q:  I am from out of town, and I'm concerned about how to go through the format review process long-distance. Can you offer any advice?
A:  The original Pass/Fail form must be submitted in person; however, all other documents are submitted electronically and can be submitted from anywhere. Documents should be uploaded to the Graduate College Dropbox link. Please note that all defenses must be scheduled prior to format submission at least 10 working days prior to your scheduled defense see (10-Working Day Calendar).

Q:  Would it be possible for me to meet with a format advisor to have my document checked for any changes that need to be made before I submit for format review?
A:  We cannot conduct a review before you submit your document and schedule your defense. We encourage all students to use the ASU Format Advising Tool to build the shell, page margins, and preliminary matter of their document. For specific information please consult the ASU Graduate College Format Manual or the standard formatting requirements.

Q:  If I am still in the process of revising the text, am I able to submit my work for a format review? In other words, does the document need to be completely finished before I give it to you?
A:  Your document must be completed before you submit it for format review. However, it is likely that your committee will suggest revisions that may require the inclusion of additional material. As such, you may make changes to your document after initial format review, as suggested by your committee.

Preliminary matter

Title page

Q:  Could you clarify which dates belong on the Title Page?
A:  The center of your Title Page should list the month and year of your defense. The bottom of your Title Page should have the month and year of your graduation (December, May, or August), and should be located just above the 1-inch margin.

Abstract

Q:  My abstract is 482 words. The Format Manual says 350 words maximum. Is this mandatory?
A:  Yes! If an abstract is longer than 350 words, potential readers may only be able to read up to that point. For more information on writing your abstract, see the ASU Graduate College Format Manual.

Main text

Q:  My document includes photographs for which I have obtained permission to use. Where in the document do I include this statement of permission?
A:  Documents that make use of copyrighted material or research involving human or animal subjects must include a statement indicating that the publisher or appropriate university body has approved the use of material or research. You should include any approval documents in an appendix and follow the formatting as expressed in the ASU Graduate College Format Manual.

References, footers and endnotes

Q:  What do I do about direct quotes from an online journal? Since there are no page numbers, how do I indicate where the quote came from?
A:  For citing online sources, refer to the style guide you chose to write your document. If your style guide does not have specific instructions, you may also refer to the Columbia Guide to Online Style.

Q:  Are there any size requirements for the endnotes?
A:  Endnotes should be the same size as the text. For footnotes, however, the size may be smaller.

Appendices

Q:  How do I insert approval documents or other original printed materials in the appendix? Is this done by scanning, or is there another process?
A:  You may scan or photocopy as long as you maintain the 1.25-inch side margins and the 1-inch top and bottom margins. Images may be reduced as necessary to retain the proper margins but must stay legible.

Q:  How are tables within appendices numbered-consecutively or numbered within the appendix (e.g., Tables 1-5 in Appendix A, Tables 1-5 in Appendix B)?
A:  Refer to your style guide concerning tables in appendices, or if your style guide does not address this issue, defer to your chair/advisor's recommendation.

Beyond format review: finishing up

Q:  What steps need to be completed after my defense?
A:  Once all corrections have been made and approved by your committee, the defense Pass/Fail form must be signed by the Head of the Academic Unit. The form with all original signatures must be submitted to the Graduate College in person to Interdisciplinary B (INTDSB), Suite 288. Additionally, you must complete all format revisions. Once the signed Pass/Fail form and all format revisions have been completed, you may submit your final, formatted document to UMI/ProQuest. Make sure to check your email for any follow up directions after submitting to ProQuest. Please see MyASU for further information, and always check the graduation deadlines and procedures tab.

UMI/ProQuest

Q:  How do I order bound copies of my thesis/dissertation?
A:  You may order bound copies of your document through UMI/ProQuest. Alternatively, you may also go to any third party bindery to obtain bound copies if desired. Locating a third party vendor is the responsibility of the student;  ASU Graduate College does not endorse outside vendors.

Q:  I ordered a copy of my thesis/dissertation through ProQuest. Why haven’t I received it yet?
A:  Unfortunately ASU cannot answer questions regarding the purchase of bound documents. Purchasing questions and comments should be directed to ProQuest’s Support section at www.etdadmin.com/asu.

Graduation deadlines

 
Fall
(May 2016)
Spring
(May 2017)
Summer
(August 2017)
Fall
(December 2017)

Apply for graduation (see MyASU)

Monday
October 3

Wednesday
February 15

Thursday
June 15

Monday
October 2

Last day to schedule an oral thesis/dissertation defense

Wednesday
October 26

Friday
March 31

Friday
June 30

Wednesday
October 25

Last day to hold an oral defense of a thesis/dissertation*

Wednesday
November 9

Friday
April 14

Monday
July 17

Wednesday
November 8

Submit Survey of Earned Doctorates
(PhD and DMA only)

Wednesday
November 9

Tuesday
April 18

Monday
July 17

Monday
November 13

Submit final revisions for thesis/dissertation
format approval by 2 p.m.

Thursday
November 17

Friday
April 21

Monday
July 24

Wednesday
November 15

Submit signed original thesis/dissertation
Pass/Fail form to Graduate College by 2 p.m.

Thursday
November 17

Friday
April 21

Monday
July 24

Wednesday
November 15

Last day to submit Commencement Ceremony Registration (see MyASU)

Monday
November 28

Friday
April 21

 

Wednesday
November 15

Submit thesis/dissertation to UMI/ProQuest by 2 p.m.

Monday
November 28

Friday
April 28

Monday
July 31

Wednesday
November 22

Culminating Experience (non-thesis/dissertation)
iPOS data entry by academic unit

Friday
December 9

Friday
May 5

Friday
August 4

Friday
December 8

Graduate Commencement

Monday
December 12

Monday
May 8

 

Monday
December 11

*All oral defenses of a thesis, dissertation, etc. must be scheduled with the Graduate College at least 10 working days in advance of the planned defense date. Please use the official 10-Working Day Calendar, available online. Please note that there are certain dates during the academic year during which students cannot hold an oral defense of a thesis or dissertation.

Graduation procedures

Forms and Assistance
All Graduate College forms are available on the Internet at graduate.asu.edu/forms in PDF. Students are responsible for obtaining the most recent version of the forms (available on our website) and submitting them with the appropriate signatures.

Enrollment Requirements
Students must be registered for a minimum of one credit hour during all phases of their graduate education, including the term in which they graduate. This includes periods when students are engaged in research, conducting a doctoral prospectus, working on or defending theses or dissertations, taking comprehensive examinations, taking Graduate Foreign Language Examinations, or in any other way utilizing university resources, facilities or faculty time

Graduation, format evaluations and oral defense procedures

Step 1: Apply for graduation
You may apply for graduation through the “Graduation” tab on your My ASU, or through the University Registrar’s Office online, in person or by mail. Information about the graduation application procedures and fees is available online: students.asu.edu/graduation. If you apply after the deadline for a semester, you will be assessed a late fee and your name will not appear in the commencement program.

Step 2: Submit materials for format evaluation and schedule the oral defense
When you have identified a suitable defense date with your committee and reserved a building and room number, you will request to schedule the defense through the “Defense” tab on your My ASU. The request to schedule a defense must be submitted at least 10 working days before the planned defense date.

In the “Defense” tab you will have a “Schedule my defense” link that will take you to the electronic schedule form. If the link does not appear on your My ASU, please verify that every item below has been completed and contact your academic unit should you need assistance:

  1. You must be defending a Thesis or Dissertation
  2. You must have an approved iPOS (no pending changes or petitions)
  3. You must have met all minimum 3.0 GPA requirements (iPOS and Graduate)
  4. You must have an approved full committee on the iPOS (no pending changes)
  5. All milestone requirements have been satisfied (for example, written comprehensive examination, foreign language examination, etc.)
  6. Doctoral students must have reached candidacy
  7. You must be an active student and currently enrolled

You must submit a complete draft of your document at least ten (10) calendar days before your defense date by uploading your document to the Graduate College Dropbox link. Please be sure to include your ASU Affiliate ID number in the file name. (i.e.1234567890 Thesis Jones or 1234567890 Dissertation Jones)

Please note that it is expected there will be content revisions needed after receiving feedback from the supervisory committee. However, it is also expected that the document is ready to defend, meaning that there is full text in each section and you have utilized the Format Tool prior to submission to the format office.

PhD and DMA students must also submit the Survey of Earned Doctorates through the website link.

Step 3: Approval to hold the oral defense
Once you have submitted the request to schedule a defense, the request must be approved by the academic unit through the iPOS approval system. The Pass/Fail form will be sent to your supervisory committee only after your academic unit has approved the defense in the system.

When the defense has been approved, you will receive email confirmation and your defense will be highlighted on the Graduate College Master’s/Doctoral Defense Schedule website that updates every Monday.

Step 4: Hold the oral defense
Students and supervisory committee chairs must be physically present at the oral defense of their thesis, dissertation or equivalent research document. If, due to unforeseen circumstances, they cannot be physically present, then the oral defense must be rescheduled to another date.

On the day of your defense, the Pass/Fail form will have already been sent to your committee chair from Graduate College for your committee to sign. It is the responsibility of your committee chair to take the form to the defense location.

Step 5: Submit thesis/dissertation to UMI/ProQuest
Final Document Approval Pathway:

  1. Students submit the final version of their document, that has been approved by the supervisory committee and a format reviewer in the Graduate College.
  2. The approved document is then reviewed by Graduate College format advisors to ensure compliance with format regulations; additional format revisions may be required.
  3. When final format approval has been granted, Graduate College notifies ProQuest that the document is ready for publication.
  4. Once the document has been submitted to ProQuest and approved by ASU format advisors for publication, the document cannot be recalled; no changes may be made to an approved document. Always double check to make sure you have submitted the correct version for publication.

Students may not receive a letter of degree completion until ASU has approved the final document and notified ProQuest.

UMI/ProQuest Submission Instructions
Students are required to create a new user account specific to the submission of their document and must use their ASU email address.

  1. Select the appropriate Publishing Option but do not select “Open Publishing” as Graduate College does not allow open publishing. If you select the “Open Publishing” option your ETD submission will be returned to you.
  2. UMI/ProQuest requires all students to submit a PDF version of their final document. ASU Graduate College requires that the PDF document is in compliance with the formatting standards. Students will receive final format approval only after the submitted PDF document has successfully passed a format review. To create a PDF version of the document, students can use the full Adobe suite for free by logging into asu.edu/myapps, or alternatively UMI/ProQuest provides a free Word to PDF conversion.
  3. Students have an opportunity to order bound copies of their document for themselves through UMI/ProQuest. They can also go to any third party bindery to obtain bound copies of their document if desired.

Checklist to ensure graduation

You must complete all degree requirements in order to graduate, If you do not complete all requirements in the semester you intend to graduate, you will need to reapply for graduation the next semester. Please make sure you have addressed the following:

  1. Have you applied for Graduation?
  2. Is your iPOS approved with full committee?
  3. Verify iPOS coursework. If you have not done so already, please log into your iPOS to verify that your listed coursework matches that of the courses you took (transcript). If you need to make corrections, please submit a Course Change through your iPOS.
  4. Are there any pending items in the iPOS? There can be no pending items
  5. Are you registered for the semester in which you are graduating? Have you maintained continuous enrollment?
  6. If completing a thesis/dissertation (equivalent)
    • Did you receive final format approval from the Graduate College?
    • Was your Pass/Fail form submitted and processed by the Graduate College?
    • Have you submitted to UMI/ProQuest?
  7. If you are a PhD or DMA student, have you submitted your Survey of Earned Doctorates (SED)?
  8. If you had an internship, did your chair/internship director submit a letter stating that you have completed all requirements of the internship?

 

Graduation deadlines and procedures (pdf)

Commencement

Spring 2017
Monday, May 8, 2017
Time: 9:30 a.m.
Wells Fargo Arena
Tempe campus

Apply for graduation

Apply for graduation and pay your fees by February 15, 2017. Application for Graduation. In order to have your name included in the  commencement program, you must have filed for graduation by this deadline. Apply online for graduation by going to myASU and clicking the "Graduation" tab. Please note that a credit card is required. If you do not apply and pay your fee by February 15, 2017 there are additional late fees. Graduate students can only participate in the University Graduate Commencement ceremony during the semester they are graduating. 

For detailed information and requirements for graduation, please see students.asu.edu/graduation.

If you do not complete all requirements in the semester you intend to graduate, you will need to reapply for graduation the next semester; the application will not be automatically forwarded. 

RSVP for Graduate commencement

The university graduate commencement ceremony is held each May and December in Wells Fargo Arena. RSVP for the University Graduate Commencement ceremony by April 21, 2017. To RSVP, go to myASU and click the "RSVP ceremonies" tab. Note: this link will only appear for students who have filed for graduation. At this ceremony PhD candidates are hooded by their committee chair (hooder) during the rite of investiture. It is at the commencement ceremony that doctoral and master’s students have the opportunity to have their name read aloud and then walk across the stage to shake the hands of President Crow or Provost Searle.

RSVP UPDATE:  The RSVP site opened this morning (2/20) for a few hours before an error was found.  UTO disabled the link in MyASU to diagnose.  

The RSVP Site for Spring 2017 will be available after 12 pm on Wednesday, February 22, 2017.

All ASU graduation ceremonies require reservations (RSVPs) from graduating students who wish to participate. 

Graduation ceremonies include

  • Graduate Commencement
  • Undergraduate Commencement
  • College convocations
  • Special interest convocations 

An RSVP submitted by deadline:

  • Guarantees a seat for the graduate
  • Guarantees seats/tickets for a graduate’s guests
  • Guarantees the graduate receive all benefits and ceremony specific items provided by the ceremony

 

How to RSVP for a ceremony

  1. Apply for graduation and pay graduation fees.
  2. Go to the RSVP Ceremonies link available on your MyASU page.
  3. A link under the Graduation Tab will appear after you have applied to graduate and paid your graduation fees. 
  4. Click on the link to each ceremony you wish to attend.
  5. Complete the RSVP form.
  6. Click the "SUBMIT" button at the bottom of the page after completing the RSVP form.
  7. Failure to properly submit the form will result in your RSVP not being recorded.
  8. Students will receive a confirmation via email after successfully submitting a form for each ceremony.

Deadlines and Late Registration

Deadlines to RSVP are determined by each college or convocation ceremony.

If you are attempting to RSVP after the system has closed you must contact your college or special interest convocation coordinator to request to participate in ceremonies. 

Late RSVPs for University Graduate Commencement should be directed to the Graduate College at commence-rsvp@asu.edu or (480) 965-7279. If sending an email, your name, daytime phone number, ASU ID number and guest count is required.

Late RSVPs for University Undergraduate Commencement should be directed to the University Ceremonies Office at commence@asu.edu or call (480) 965-3565. If sending an email, your name, daytime phone number, ASU ID number and guest count is required.

 

Applying to Graduate vs RSVP for a ceremony

 

Applying for graduation and RSVPing to attend graduation ceremonies are separate but related issues. Applying and paying your graduation fee ensures that your degree will be processed after coursework is complete and certification of your degree is issued. RSVPing for attendance at ceremonies ensures that seating will be made available for you and your guests for the event(s) you will attend. It also ensures tickets will be reserved for those events that require tickets.

 

Other Graduation Information

Summer Graduates

Graduates completing coursework in August may opt to participate in ceremonies the May prior to course completion or the December following course completion. This applies to undergraduate candidates and most master degree candidates.

Doctoral Candidates

Please be aware that Doctoral candidates must complete all degree requirements in order to participate in the commencement ceremony as outlined on the Graduate College Deadlines. For more information about the deadlines and procedures for graduation, please click here.

 

More information:

For details about University Commencement vs Convocation ceremonies, please visit http://graduation.asu.edu/ceremonies

Graduation and the differences between Commencement and Convocation

Graduate commencement is the university ceremony where President Crow confers degrees upon all ASU graduate students (master's and doctoral candidates). PhD candidates will receive their diploma cover at this ceremony. At undergraduate commencement, President Crow will confer degrees upon all ASU undergraduate students (bachelor's candidates). For more information on commencement, please go here.

Convocation is a celebratory ceremony where students are individually recognized by the college for their academic achievement. This is the ceremony where students' names are called as they cross the stage and receive their diploma cover. 

PhD candidates

Female PhD graduate at commencement ceremony.

Please be aware that doctoral candidates must complete all degree requirements in order to participate in the commencement ceremony as outlined in Graduate College  graduation deadlines. Please note: it is your responsibility to notify your chair/hooder if you intend to participate in the commencement ceremony. 

Students can only participate in the University Graduate Commencement ceremony during the semester they are graduating.  If there are extenuating circumstances that require a PhD candidate to participate in a preceding ceremony, they must send an email to commence-RSVP@asu.edu for information on this process and eligibility requirements.

Professional doctoral candidates (e.g. AUD, EDD, DBH, DNP, JD)

If you are a professional doctoral candidate and plan on attending the university commencement ceremony, please RSVP online with Marching Orders via MyASU no later than April 21, 2017. Once your RSVP has been submitted, you will receive an auto-response email with further information and instructions, please look for this in your ASU email account to confirm your RSVP was properly submitted.

Students can only participate in the University Graduate Commencement ceremony during the semester they are graduating. If there are extenuating circumstances that require a PhD candidate to participate in a preceding ceremony, they must send an email to commence-RSVP@asu.edu for information on this process and eligibility requirements.

Master’s candidates

International male Master's graduate at commencement ceremony.Students can only participate in the University Graduate Commencement ceremony during the semester they are graduating. If you are a master's candidate and plan on attending the university commencement ceremony, please RSVP online with Marching Orders via MyASU no later than April 21, 2017. Once your RSVP has been submitted, you will receive an auto-response email with further information and instructions, please look for this in your ASU email account to confirm your RSVP was properly submitted.

Summer graduates

There is no summer commencement ceremony. Summer 2017 Masters and Juris Doctor Candidates who will complete degree requirements in August of 2017 are eligible to participate in May commencement. Candidates must apply for summer graduation and pay your fees in order to have the RSVP link appear in your My ASU page. Your name will appear with the listing of students who completed degree requirements in August 2017 in the December 2017 Commencement program.

Both doctoral and master’s students who intend to participate in commencement must obtain academic regalia which can be purchased at Herff Jones.

Faculty mentor hooding PhD graduate at commencement ceremony.Academic regalia
Academic regalia (caps and gowns) are required for all graduation events. Instructions on how to wear the regalia can be viewed at:

Doctoral regalia https://youtu.be/3HRdhm37u10
Masters regalia https://youtu.be/pMs28Nm7EYU

For more information about regalia please refer to Dressing for Graduation

FAQ's

When is Commencement?

Monday, May 8, 2017 

Where is Commencement?

Wells Fargo Arena on the Tempe campus.

What do I need to do to prepare for graduation?

1.      Apply: Apply for graduation and pay your fees by February 15, 2017. In order to have your name included in the program, you must have filed for graduation by this deadline. Apply online for graduation by going to myASU and clicking the "Graduation" tab. Please note that a credit card is required. If you do not apply and pay your fee by October 3, there are additional late fees.

2.      RSVP: RSVP for the University Commencement ceremony by April 21, 2017. To RSVP, go to myASU and click the "RSVP Ceremonies" tab. Note: this link will only appear for students who have filed for graduation.

3.      Order: Order your cap and gown HERE. If you so choose, you can also order graduation announcements, a diploma frame, class ring, and other memorabilia.

4.      Go: Plan to attend the wonderful ceremonies

1.      Undergraduate Student University Commencement: Monday,May 8, 2017 

2.      Graduate University Commencement: Monday, May 8, 2017

What is the difference between graduate commencement, undergraduate commencement and convocation? 

Graduate commencement is the university ceremony where President Crow confers degrees upon all ASU graduate students (master's and doctoral candidates). At undergraduate commencement, President Crow will confer degrees upon all ASU undergraduate students (bachelor's candidates). For more information on commencement, please go here.

Convocation is a celebratory ceremony where students are individually recognized by the college for their academic achievement. This is the ceremony where students' names are called as they cross the stage and receive their diploma cover.

How long is the Commencement ceremony? 

The Commencement ceremony will last approximately 90 minutes.

Is there a limit to the number of guests at Commencement? Do guests need tickets for the Commencement ceremony?  

Tickets are not required for the University Graduate Commencement ceremony! You are not limited on the number of guests you can bring.

Can my friends and family watch my ceremony online?

Yes, University Graduate Commencement is going to be webcast live here.

How do I file (or apply) for graduation? What does that mean? 

Filing (or applying) for graduation tells the University that you plan to graduate this semester and have all of the credits and coursework completed to qualify. The Spring Graduation Filing Deadline is February 15, 2017. You must file for graduation online or in the Graduation Office (SSV, 1st floor) by February 15, 2017 in order for your name to appear in the Commencement program. PhD and Master’s candidates must have completed all of the requirements in order to graduate.

How do I request a letter of invitation for my family to attend from another country?

Use this form to request one of the graduation letters listed below. Completed requests can be submitted to any University Registrar Services location. Please call 480-965-3256 if you have questions about your request.

Where do I get my cap and gown? 

Graduates must wear an official ASU cap and gown during the Commencement ceremony. Please order your cap and gown online. After the deadline (TBD), you will only be able to purchase a cap and gown in person at the Sun Devil Campus Bookstore. 

What time should I arrive at Wells Fargo Arena? Where do we meet? 

Wells Fargo Arena doors will open one hour prior to the ceremony for both graduates and guests. Graduates should arrive and go to the Arboretum to pick up their reader cards. Graduates will be directed to the West Tunnel and will find their seats.  Graduates need to arrive no later than 30 minutes prior to the ceremony. Late graduates may not be seated with their academic unit. 

Will I get my diploma at Commencement or Convocation? 

Diplomas will be mailed approximately 7-10 weeks after the end of the semester to the permanent address on file with the registrar's office. At Commencement, PhD candidates will receive a diploma cover with a letter from the Interim Dean. Master’s candidates will receive a diploma cover at their college convocation.

Diplomas are mailed in sturdy envelopes, but are not framed, so how can I order a custom frame for my diploma? 

Please visit the Herff Jones website to order your custom frame. 

Will my photo or video be taken during Convocation?  Is there a professional photographer or videographer? 

Professional photographers from Grad Images will take photos of graduates as they process onto stage and as they cross stage and accept their diploma cover. These photos are available for purchase after the ceremony. For more information, visit their website

Will flowers be available for purchase at the ceremony? 

Flowers and floral leis will be available for purchase both before and after the ceremonies from Commencement Flowers.

What if I need special accommodations? 

If you (the graduate, not one of your guests) need special accommodations or have a disability, please indicate what your needs are on the RSVP form and contact commence-rsvp@asu.edu so that someone can assist you further.   

If one of your guests will need special accommodations, please make sure that they arrive early to ensure a seat in a section of the arena reserved for guests with disabilities. Seating in these areas is limited and is filled on a first come, first served basis.

Where should I park? 

Free parking during the ceremony is available in Stadium Parking, Packard Drive South and Lot 59. Lot 58 (east of Wells Fargo Arena) is reserved for disabled parking. Reservations are not necessary. For more information, see this Tempe campus parking map.

How can I stay connected to ASU?  How can I join the Alumni Association? 

To join the ASU Alumni Association, visit their website.

How can I order graduation invitations or announcements for my family and friends?

The Herff Jones website has lovely custom graduation invitations and announcements available for purchase.

 

Questions?
For questions pertaining to the commencement ceremony only please email commence-RSVP@asu.edu.