PhD Forms and Responsibilities

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Responsibilities

Major Professors

Major Professors are responsible for providing guidance, mentorship, and oversight to ensure timely completion of all doctoral milestones. They should support students in navigating program requirements and maintaining academic progress.

Students

Students are responsible for collaborating with their Major Professors and adhering to all deadlines and procedural requirements. It is the student’s responsibility to remain informed, proactive, and organized in meeting these obligations. The Doctoral Training Office is not responsible for missed deadlines.

Required Forms and Deadlines

Committee Form

• Submit in Archivum by the end of the second year in the program.

• Include CV and detailed justification for all non-USF committee members.

• Ensure the form is complete; incomplete forms may be denied.

Qualifying Exam Form

• Submit in Archivum at least 4 weeks before the exam start date.

• Include start and end dates of the exam.

• Ensure the form is complete; incomplete forms will be declined.

• Failure to meet deadlines will result in the form being denied; the student and committee must reschedule the exam. Appeals must go to the department chair.

Admission to Candidacy Form

• Complete and return to the Doctoral Training Office within 1 week after the qualifying exam result is submitted to Archivum.

• Include a copy of the unofficial transcript.

• Late or incomplete forms will delay admission to candidacy and may impact tuition coverage.

Proposal Defense Form

• Submit in Archivum at least 4 weeks before the defense date.

• Submit the announcement to the Doctoral Training Office 4 weeks before the defense date.

• Failure to meet deadlines will result in the form being denied and the exam being canceled; the student and committee must reschedule. Appeals must go to the department chair.

Final Defense Form

• Submit in Archivum at least 4 weeks before the defense date.

• Submit the announcement to the Doctoral Training Office 4 weeks before the defense date.

• Failure to meet deadlines will result in the form being denied and the exam being canceled; the student and committee must reschedule. Appeals must be sent to the department chair.

Graduation Application

• Submit in Student Self-Service by the end of drop/add in the semester you intend to graduate.

• Missing this deadline may affect eligibility for graduation.

Contract Courses

• Submit contract course permits in Archivum at least 4 weeks before the semester begins (see registration requirements).

• Late submissions may be denied.

Registration

• Register for classes 4 weeks before the semester starts.

• If receiving TA/IOR/GA appointments, register 6 weeks before the semester starts. Failure to register may result in delayed paychecks or cancellation of the appointment.

• Notify the Doctoral Training Office of any registration changes during drop/add.

• Exceptions apply for state employees.

Summary of Deadlines