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Progress to Degree, Advancement, Degree Completion

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titleWhat is the general timeline for students in a doctoral program?

  1. Student completes required departmental coursework.

  2. Student forms doctoral committee. Department submits a committee constitution in the Committee Tool. Committees should be submitted ~2 weeks before advancement exam/ dissertation defense.

  3. Student takes qualifying exam and advances to candidacy. Department submits Doctoral Advancement to Candidacy Form in DocuSign. The advancement to candidacy fee will be assessed to the Student’s TritonLink at the next monthly SFS billing cycle.

    1. NOTE: Joint Doctoral Students with SDSU use a different form. The SDSU department will initiate the advancement form (JDP3) in Adobe sign.

  4. Student continues to conduct research.

  5. Student prepares to defend their dissertation and graduate. Student meets with GEPA Academic Affairs Advisor to review dissertation formatting & required paperwork. Student defends. Department submits Doctoral Final Report Form in DocuSign.

    1. NOTE: Joint Doctoral Students with SDSU use a different form. The SDSU department will initiate the final report form (JDP5) in Adobe sign.

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titleA student is returning to UCSD to defend and graduate. They were last enrolled years ago, what do we do?

They would follow the same defense and dissertation submission process that current students follow. If the returning student needs to enroll, then the department needs to submit a readmit petition for them.

Things to consider:

  • Does the committee need to be reconstituted? Did faculty leave? The student should also consult with their old committee and confirm that everyone can still be a committee member.

  • Is their research still current? The committee and/or department chair may want to evaluate the student’s research and coursework. If it’s determined that the research/coursework is outdated, then they may ask the student to re-advance. This would be an internal process and documentation does not need to be sent to GEPA.

  • Fees

    • If not enrolling: student is assessed the filing fee and readmit fee. Both fees are assessed after the final review.

    • If enrolling: student pays the readmit fee when Academic Affairs processes the readmit petition. The filing fee is assessed after the final review.

      • In both cases, the re-advancement fee may be assessed if it’s been 5+ years since the student advanced to candidacy. It would be assessed after the final review.

Joint Doctoral Programs

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titleHow does a Joint Doctoral Program formally add a faculty member as an affiliate with the program/group?

The JDP Program Director may nominate faculty to be formally added as affiliate faculty with the program/group. The Graduate Dean is the final approval authority for affiliate faculty for Joint Doctoral (and Interdisciplinary Graduate) Programs. However, please note that GEPA is simply verifying that the faculty nominee meets the Senate eligibility requirements to serve on doctoral committees. We defer to the Program Director to determine if the faculty member is an appropriate research fit and suitable to mentor the graduate students in the program. The program should only submit nominees to GEPA that are pre-verified as eligible to serve on student committees. Prior to submitting any faculty nominees, the graduate coordinator should verify their eligibility, in accordance with Senate rules, via checking the Faculty Title Lookup tool: https://gradforms.ucsd.edu/committee/staff/facinfo.php.

Please submit faculty affiliate nominations to the Academic Affairs JDP Advisor and Assistant Dean for Academic Affairs. Following review and approval by the Graduate Dean, a formal notice will be issued to the faculty nominee approving affiliation with the program/group. Once approved, the program should ensure the General Catalog is updated to add the approved faculty member to the program’s faculty listing. Please refer to the Senate’s website on the Catalog Copy update process.

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titleWhich campus do Joint Doctoral students enroll at?

Students in Joint Doctoral programs with SDSU enroll at both campuses during the course of their study. Students in the Joint-Doctoral program with CSUSM only enroll at UCSD during the course of their study.

For students in JDPs with SDSU, each year (typically July/August) an enrollment survey is requested asking which campus students will enroll at for the academic year.  There are 3 options:

  1. Enrolling and paying fees at SDSU only.

  2. Enrolling at both campuses and paying all fees at UCSD (not common).

  3. Enrolling at both campuses and paying all fees at SDSU.

*If a student has a break in enrollment at UCSD while taking courses at SDSU the student will need to be reactivated – please be sure to update your departmental list as soon as possible so the JDP advisor can activate the individual student’s enrollment options.

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titleWhich campus do Joint Doctoral students submit their dissertation to?

When submitting the final dissertation, the student submits to both campuses.  The details of this process are explained to students during their preliminary appointment with UCSD.

Doctoral & Master’s Committees

Advancement to Candidacy

Doctoral Time Limits

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