(see requirements for details)
The Dissertation Checklist is for personal use and can be used to track the forms needed to complete a dissertation in conjunction with department advising. For guidelines and more information, see the CGU Bulletin.
Generally, a minimum of 72 units of coursework is required for a doctoral degree. See the Maintaining Your Student Status page for guidelines.
Students intending on graduating during the summer term, please note: Repayment periods on loans are based upon the semester of your last enrollment, not upon your graduation date, and generally begin six months after your last date of at least part-time attendance. For summer doctoral graduates, this often results in your last date of attendance falling in mid-May, and your repayment period would begin around November of the same year. If this is a concern for you, please contact the Financial Aid Office prior to submitting your Intent to Receive a Degree form to discuss your options.
Degree requirements for the doctoral degree program must be completed within seven years from the semester in which the student was admitted to the program. This time period is adjusted when transfer credit is accepted toward the degree.
Time to degree may be extended by submitting an Extension of Time to Degree Request. Forms are available on the Registrar's Form Index webpage.
Students must be enrolled continuously, either for credit or through Doctoral Study (499), until the degree is earned. For students who must still complete unit requirements, enrollment in Doctoral Research (495), Tutorial Reading (497), or Independent Study (498) is advised. Grades for Dissertation Research are not required until the oral defense is passed and the dissertation is submitted. No grades are issued for Doctoral Study.
Students who do not maintain a continuous student status with the University may be required to reinstate, or to reapply to the program if more than five years has passed since the last term of enrollment. Time to degree is adjusted whenever a student is readmitted. Please refer to the Registration & Enrollment section of the Bulletin for reinstatement procedures.
The residency requirement ensures that students who graduate from CGU have been fully enriched by the program characteristics and faculty interactions that distinguish their degrees as CGU degrees.
The doctoral degree residency requirement may be met by either two semesters of full-time study in a 2-year period or by the completion of 48 units of coursework within a 3-year period, including work in the summer sessions. Enrollment in Dissertation Research (495) and Doctoral Study (499) do not satisfy the residency requirement.
Students who receive transfer credit meet the residency requirement in one of the following ways.
Students who are admitted to a doctoral program after completing a CGU master's degree are subject to the same regulations on time to degree and residency as students who enter CGU after completing a master's degree at another institution. Units earned in a CGU master's program generally count toward the unit requirement for a doctoral degree in the same field. Because coursework requirements differ from field to field, not all CGU master's units may count toward doctoral degree requirements. Students should consult their doctoral faculty advisors.
Transdisciplinary courses are advanced intensive classes that prepares doctoral students for high-level discourse, research, and inquiry while also providing practical experience collaborating with colleagues from different fields.
Doctoral students admitted or readmitted in Fall 2004 or later, are required to complete a Transdisciplinary course (T-Course) preferably before the end of their second year of doctoral coursework.
To fulfill this requirement, students must enroll in a CGU course section headed by the prefix TNDY and successfully complete the 4-unit course (or two 2-unit TNDY courses). Transfer units may not be used to meet this requirement.
The course will count as 4 units towards the doctoral degree requirement. It will not add any additional units to the student's degree requirements nor count against the total number of transfer units from previous graduate coursework.
The Transdisciplinary course requirement does not apply to students enrolled in master degree programs, in the doctoral programs in Botany, or in the joint doctoral programs with CSU Long Beach or San Diego State University.
Specific degree program requirements are known as milestones. Students must be enrolled in order for milestones to be accepted and recorded on the student's official transcript. Progress to degree in the successful and timely completion of degree milestones is governed by the University's policy on satisfactory academic progress. Forms are available on the Registrar's Form Index webpage.
Reading proficiency in two approved foreign languages is normally required, except when the program faculty accept substitutions. Substitutions may include statistics, mathematics, computer programming, and others in selected fields. You must demonstrate proficiency by either passing an exam, enrolling in a qualified course and receiving a grade B or better, or other acceptable and documented process. Students should consult their specific programs.
Students who have fulfilled a research tool at another institution may petition their faculty to have these research tools accepted. An official transcript is required to substantiate that completion of the applicable coursework occurred within the last three years. Entering students should petition their academic programs as soon as possible after acceptance.
Verification and Documentation: Satisfaction of each required research tool is documented on a Research Tool Approval form (this form can be found at Registrar's Forms Index webpage). This form is completed by your department and submitted to the Registrar's Office. Research tools are recorded on your transcript under the Non-Course Milestones section.
Tools Completed Outside CGU: If you completed a research tool at another institution, you may petition to apply the tool to your CGU degree program. Non-CGU tools must meet the following qualifications.
If you wish to transfer tools to your CGU degree program, be sure to petition your department as early as possible after you begin your studies at CGU to meet the three year requirement. Submit your request as follows:
When a student has completed all program requirements, the advisor and dean of the student's program approve a committee to administer the qualifying examinations. Upon successful completion of the exam(s), the committee reports the results to the Registrar's Office. Students are expected to successfully complete their qualifying examinations prior to advancing to candidacy and within six months of the established time to degree period of the program.
Prerequisites for Qualifying Examinations: Generally, the following requirements must be met before a student is permitted to take qualifying examinations.
Type of Exams: Refer to your department and the requirements for your degree program to determine the type of qualifying exams you must complete.
Scheduling Exams: Qualifying exams are scheduled by your department. Your advisor or dean approves a committee to administer the examination whose results are reported to the Registrar's Office using the Qualifying Exams Approval for Doctoral Students form can be found at Registrar's Forms Index webpage. Exam results are posted to your transcript in the Non-Course Milestones section.
Failing an Exam: Students who fail to pass either written or oral examinations are permitted, on the recommendation of the student's advisor and dean, to take a second examination after a stipulated period of time. This period must be no less than three months and no more than one calendar year after the first examination. If the results of the second examination are unsatisfactory, no further examinations are permitted, except upon recommendation of the graduate faculty in the field concerned and with the approval of the provost and vice provost for enrollment management and student services.
If you are unable to pass your required qualifying examinations within the time to degree established for your degree program, you may be subject to dismissal from your program.
The membership of a student's dissertation committee, including changes as they become necessary, must be reported to the Registrar's Office. Each dissertation committee consists of at least three members drawn from the core CGU faculty or The Claremont Colleges Extended Faculty, on the condition that at least one committee member be a core CGU faculty member from the candidate's department. CGU encourages the inclusion of an external expert, or experts, on the committee. This outside examiner or reader is in addition to the three members required for the committee. The outside examiner may be a faculty member from another institution or a qualified practitioner from the student's field of study. If approved by the department, the outside examiner may vote in the committee's proceedings and may be offered an honorarium. All dissertation committees are approved by the dean of the school. Exceptions to the make-up of a particular committee require the approval of the provost.
Identifying Your Dissertation Committee: As you begin to refine a topic for your dissertation, you will identify an advisor who will chair your dissertation committee. At the same time, you and your chair will identify members of The Claremont Colleges to comprise your committee. A committee must be established and reported to the Registrar's Office on a Designation or Change of Dissertation Committee form or as part of the Advancement to Candidacy process. It is this committee which will approve your dissertation proposal and advance you to candidacy.
Be sure your dissertation committee complies with CGU policies and that any changes to your committee membership are reported to the Registrar's Office using the Designation or Change of Dissertation Committee form.
On all approval forms submitted to the Registrar's Office, individual members of the committee must personally affix their own signatures or provide other written evidence of individual approval. Such evidence may include written documentation faxed to the Registrar's Office at (909) 607-7285 or an e-mail from an institutional or professional domain. If approval is provided by such documentation, "See attached" may be recorded on the signature line for the individual. Under no circumstances may a committee chair, another member, or anyone else sign for a colleague.
Exceptions to Dissertation Committee Membership: Exceptions to the make-up of a dissertation committee must be approved by the Provost. Requests should be submitted by through an academic petition supported by the Dean of the School to the Registrar's Office, who will prepare additional documentation and forward it to the Provost. Requests should include the following:
If approved, the Provost's Office will notify the Registrar's Office. Documentation for an approved exception is retained in the student's file.
Communicating with Your Committee: Create an e-mail distribution list for your dissertation committee to facilitate the distribution, review, and approval process of your manuscript. Ask your department/program whether a department representative should be included in this distribution list for tracking purposes.
Unless otherwise directed by your department, you are responsible for routing pdf versions of your dissertation to all committee members. Be sure to distribute manuscripts well in advance of the date you have scheduled with your department for defense of your manuscript, sometimes referred to as oral exams.
You are ready to advance to candidacy and begin work on your dissertation if you meet all of the following qualifications as specified by your program: you are done with all coursework, you have passed qualifying exams, and you have completed all research tools. You are responsible for program requirements in effect for the semester of your admission or last readmission, whichever is the most recent, and published in the CGU Bulletin for that academic year.
Advancement to candidacy for the doctoral degree occurs when the student's dissertation proposal is accepted and approved by the student's dissertation committee. A copy of the student's proposal must be attached to the Advancement to Candidacy form filed with the Registrar's Office.
The dissertation proposal is a contract between the student and the committee detailing expectations and requirements of the dissertation. The content, organization, format, and length of the proposal are determined by your committee.
You and your chair determine when the proposal is ready for presentation to the committee and approval. Review for approval shall occur in a meeting of the committee, where you and at least one member of the committee are physically present together in the same location. All committee members must sign the Advancement to Candidacy form or offer evidence of their individual approval of your proposal.
A copy of the final version of your proposal abstract, which is approved by your committee, must be attached to the Advancement to Candidacy form filed with the Registrar's Office. Any changes to your dissertation proposal must be approved by all members of your committee and documented on a Declaration of Change to Approved Proposal form. A copy of the revised proposal must be attached to the form, which is filed with the Registrar's Office.
Doctoral students advance to candidacy when their dissertation proposals are approved by the student's dissertation committee. Upon advancement to candidacy, students are ABD or "All But Dissertation."
Doctoral Study Requirements: To maintain your student status, you must be registered for each semester of your career at CGU. With the exception of summer, which is not a required semester, you must enroll in Doctoral Study for every semester now until you graduate. All registration deadline and Add/Drop deadlines apply.
If you are not registered for the semester, the Registrar's Office cannot accept or process reports of academic accomplishments; including all of the milestones you must complete to receive your degree.
The dissertation defense, sometimes referred to as the final oral examination, may not occur earlier than six months after approval of the student's dissertation proposal. The defense should also take place within one month from submission of a dissertation to the committee for review. For students intending to graduate in a specific semester, the degree completion deadline announced in the Academic Calendar applies.
Requirements: Within one month of completing your dissertation and receiving the concurrence of your dissertation chair, you may defend your dissertation. The following requirements must also have been met:
A Final Approval PhD form must be submitted to the Registrar's Office to document the student's successful defense and approval of the dissertation itself. If revisions are requested to the dissertation during a successful dissertation defense, a separate Final Approval PhD form must be submitted to the Registrar's Office when the revised dissertation has been reviewed and approved. All approval forms require the signatures of all members of the dissertation committee, the dissertation chair, and the dean. Students may not graduate or receive their degrees until all of the required approvals have been received by the Registrar's Office and the student has submitted the final, approved version of the dissertation.
The dissertation defense is sometimes referred to as your "Orals" or "Oral Exam." Further, defenses are formal, public events of the CGU academic community and are announced by the Registrar's Office. Specific guidelines follow, deviations from which must be requested on an Academic Petition Form form and approved by the Provost.
Approvals: You have met all eligibility requirements for your degree when all of the following requirements are satisfied:
A Final Approval PhD form is used to document your completion of these degree requirements. If you pass your defense and your dissertation is accepted without need for revision, only one form is necessary. If, however, revisions are required, a separate Final Approval PhD form must be completed and submitted at the time the revised dissertation is approved.
For all Final Approval PhD form, the signature of each committee member is required. On all approval forms submitted to the Registrar's Office, individual members of the committee must personally affix their own signatures or provide other written evidence of the individual's approval. Such evidence may include written documentation faxed to the Registrar's Office at (909) 607-7285 or an e-mail from an institutional or professional domain. If approval is provided by such documentation, "See attached" must be recorded on the signature line for the individual. Under no circumstances may a committee chair, another member, or anyone else sign for a colleague.
All Final Approval PhD form and the final, approved version of your dissertation must be received in the Registrar's Office by the degree completion deadline in order to receive a degree for the applicable semester. Regardless of the date you complete your degree requirements; all degrees are conferred and recorded on the degree conferral date for the semester. This date is usually the last day of the semester and is published in the University's Academic Calendar.
If you do not meet the degree completion deadline, your degree may be delayed until the next semester. An additional semester of enrollment in Doctoral Study and a new Intent to Receive a Degree form may be required. Contact the Registrar's Office for specifics regarding your situation and individual requirements.
Failing the Dissertation Defense: If a student fails to successfully complete a dissertation defense, the student may be permitted, upon the recommendation of the graduate faculty in the field concerned, to take a second examination not less than three months and no more than one calendar year after the first examination. You must maintain your student status and continue to enroll in Doctoral Study. During this period, work with your dissertation chair to determine your readiness to defend again. If the second defense is failed, no further attempts are permitted.
CGU guidelines for preparation of your dissertation are provided in Preparing Your Dissertation for Submission.
Upon completion of a successful dissertation defense and before a degree is awarded, the student must submit the final, approved dissertation to the Registrar's Office. Submission must be made by the degree completion deadline announced in the Academic Calendar. Failure to meet the degree completion deadline may result in delays to the student's degree conferral term.
Electronic submissions are encouraged to expedite publication of the manuscript and to avoid publication and binding costs for the student. Student authors should create an author account at the ProQuest/UMI gateway provided to CGU students for this purpose.
The student's 750-word (recommended maximum length) abstract is published in Dissertation Abstracts. Unless a student author specifies an embargo, dissertations are widely available upon publication through electronic library resources. If desired, hard copies of dissertations may be ordered through the ProQuest/UMI gateway.
If electronic submissions are not possible, paper dissertations may be submitted to the Registrar's Office. Note that publication and binding fees, which are waived for electronic submissions, are required for paper submissions. The cost is $35 for binding, $60 to ProQuest for handing, thus a total of $95. Make out a check to CGU for the total amount. There is also a $55 copyright fee that needs to be a cashier's check or money order made out to UMI or ProQuest. They do not accept personal checks. These rates are subject to change.
Dissertations and theses are published for CGU by ProQuest/UMI. A national publisher of academic works, ProQuest has provided CGU with an Electronic Thesis/Dissertation (ETD) Administrator to manage the collection, review, and submission of manuscripts to ProQuest. Documents submitted to the ETD are not eligible for publication until approved and released by CGU. For you as the student author, the ETD provides you with the following benefits:
As you begin the ETD process, be sure to contact Scholarship@Claremont to arrange for inclusion in the library of academic scholarship at CGU as well as to initiate free, author services for tracking your published work.
Your ETD Account: All dissertations and theses are prepared, reviewed, approved, and submitted electronically. This process is managed by the Electronic Thesis/Dissertation (ETD) Administrator created by ProQuest/UMI, the national publisher to whom CGU submits its academic documents. The ETD Administrator is used for all of the following purposes:
Create your ETD Account anytime during your manuscript preparation process. If you are able to create your pdf using other resources, you need not create your account until you are ready to submit your manuscript at the end of the approval process. Creating your account early in the process allows you to carefully consider the publication options as well as consult a library of publication aids.
When creating your account, go to the ETD Administrator gateway and follow the procedures provided. If you are unable to link to the ETD Administrator, use etdadmin.com/cgu to manually type the URL into your browser. You must submit information in the requested progression at the outset of establishing your author account. Until your dissertation is submitted to ProQuest/UMI, you may return to the intial data input pages and revise information or requests on your account.
Account Creation Requirement: Only the student author may create an ETD account. You will need to specify copyright and embargo instructions, if applicable. You may also need to provide credit card information, such as for copyrights and purchase orders of print copies.
Permanent E-Mail Address: You will continue to have access to your ETD account even after you leave CGU, so be sure to provide permanent contact information so that ProQuest/UMI can contact you and/or verify your identity as an author even after you graduate from CGU.
Process Acknowledgements: Once the Registrar's Office submits your manuscript to ProQuest/UMI, you are notified by e-mail by the ETD Administrator. ProQuest will also notify you once the manuscript is published. If you wish to request the URL of your publication, you may do so at that time by contacting ProQuest/UMI.
Questions about the ETD may be referred direct to ProQuest/UMI through the ETD Administrator.
Paper or hard copy submissions of manuscripts are accepted by the Registrar's Office. Note that publication and binding fees, which are waived for electronic submissions, are required for paper submissions. The cost is $35 for binding, $60 to ProQuest for handing, thus a total of $95. Make out a check to CGU for the total amount. There is also a $55 copyright fee that needs to be a cashier's check or money order made out to UMI or ProQuest. They do not accept personal checks. These rates are subject to change.
Scholarship@Claremont (http://scholarship.claremont.edu/): Upon receipt of a final approval from your department, the Registrar's Office releases dissertations and theses to ProQuest/UMI. Manuscripts submitted in paper form are also sent to ProQuest/UMI for publication and storage. If you did not place restrictions (embargos) to access on your work, ProQuest/UMI publishes your work and makes it digitally accessible to libraries and institutions.
Scholarship@Claremont is an open repository, a worldwide showcase, and a publishing forum of The Claremont Colleges Libraries. Archiving locally, Scholarship@Claremont provides global access and enables publicity for the intellectual and scholarly work of the faculty, students, and staff of The Claremont Colleges. Scholarship@Claremont provides access to its library of dissertations and theses to students and researchers alike. These libraries ensure opportunities for freely accessible discovery of comprehensive and timely reviews of literature, recent and time-sensitive research, creative and artistic expression, and other scholarship that benefits authors and the world community alike.
ProQuest/UMI automatically notifies the Center for Digital Initiatives staff at The Claremont Colleges Libraries and transfers a copy of the manuscript file and metadata for filing in the library. Embargos are also communicated to ensure that the author's publication instructions continue to be honored.
Tracking Your Work: Scholarship@Claremont provides a number of services to help you track the impact of your scholarly work. To take advantage of these services, send an e-mail request to Scholarship@cuc.claremont.edu.
Student Author Benefits: Scholarship@Claremont provides student authors with a number of noteworthy benefits.
Claremont Graduate University (CGU) participates in the national Survey of Earned Doctorates (SED), which is sponsored by the National Science Foundation (NSF) and five other federal agencies.
Each year, the SED compiles information such as educational histories, funding sources, and post-doctoral plans of approximately 50,000 new research doctoral graduates from U.S. institutions. The data in the Doctorate Records File (DRF) is then used for a variety of purposes that benefit educational programming and funding, labor market analytics, and industry and professional market forecasting.
The SED has been collecting information since the 1920's. For additional information, go to the SED website at sedsurvey.org.