Department of Civil and Systems Engineering

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Department of Civil and Systems Engineering

Graduation Deadlines and FAQs

Congratulations on your upcoming graduation!  Please familiarize yourself with all the very important information below.

  • Setting Up Your Final Defense

    Typically, doctoral students coordinate with their advisor and the other committee members to find a suitable date and time for their defense.

  • Registration in the Semester of Graduation/Deferral of Tuition

    As you know, you must be registered in the semester in which you plan to graduate. This means that either your advisor will pay the tuition for this semester, or you can file for Deferral of Tuition if you plan to submit your dissertation in time for the grace period deadline. If you need to defer your tuition, please complete the appropriate form and bring it to the Civil Engineering Academic Program Coordinator.

    Fall deferral form          Spring deferral form

  • Deadlines for Thesis Submission

    You will find the various deadlines for thesis submission on this Graduate Board webpage – http://homewoodgrad.jhu.edu/academics/graduate-board/deadlines/.

  • What To Do Three (3) Weeks Prior to Your Defense

    Once you and your thesis committee have decided on a date and time, please send the following information to the Academic Program Coordinator.

    1. Date and time for your defense. We will reserve a suitable conference room for you.
    2. Title of your thesis
    3. Abstract
    4. Names of your 3 readers/thesis committee members.
      • While a thesis committee may occasionally have more than 3 members, it is department policy that only 3 committee members will be listed on the Readers’ Letter. These are the 3 names needed by the Academic Program Coordinator.

  • What To Do Two (2) Weeks Prior to Your Defense

    Send a copy of your thesis to each committee member/reader.

  • Double Check Your Transcripts

    Please check your transcripts and ensure that you have taken and passed the following required courses.  On occasion, these courses don’t show up on transcripts and if they aren’t showing up, this needs to be corrected with the Registrar’s Office.

    AS.360.625   Responsible Conduct of Research
    EN.500.603  Academic Ethics

  • Submitting Your Thesis Electronically

    Instructions for submitting your thesis electronically can be found at https://www.library.jhu.edu/library-services/electronic-theses-dissertations/.

    • The doctoral student is responsible for the cost of the submission fee.

    Additional instructions/information can be found on the Graduate Affairs website at http://homewoodgrad.jhu.edu/academics/graduation-guide/ (scroll down to Doctoral Dissertation).

    • Note that online ETD submission requires you to identify the “Chair of your Thesis Committee”. This is your advisor.

  • Printed/Bound Copies of Your Thesis

    You are welcome to print out copies of the thesis for the Thesis Committee members on the department printer in the main office.

    No bound copy is required by the department. Check with your advisor to find out if he/she requires a bound copy for his/her records. The doctoral student is responsible for the cost of binding. Here are some websites that provide binding of theses:

    Thesis on Demand: https://thesisondemand.com/
    Kansas Bindery: http://phdbinding.com/

  • After Submitting Your Thesis

    Once you submit your thesis, you will receive 2 separate confirmation emails from the Library. The first will indicate that your “Thesis has been received”. The second email indicates that your thesis has been ACCEPTED. Once you received the “accepted” confirmation, please forward this email to Elena Shichkova (eshichk1@jhu.edu). This email is required to process the conferral paperwork.

  • Applying to Graduate

    You MUST also complete an Application to Graduate.  You can do this in SIS. The deadline to apply is posted on the Registrar’s website at https://studentaffairs.jhu.edu/registrar/students/graduation/. If you have additional questions about the application to graduate, you can contact Liam Whalen (lwhalen6@jhu.edu).

  • Hooding and Commencement

  • Expected to Graduate List

    When you have alerted the Academic Program Coordinator of your plans to complete the degree requirements, you will be added to the department’s Expected to Graduate List (ETGL). Once this happens, and it’s transmitted to the Registrar’s Office, it will trigger the Registrar’s Office and/or Graduate and Postdoctoral Affairs to contact you in time for participation in the spring hooding ceremony, and commencement activities.  You will be provided information about purchasing regalia, etc.  You can also find information about regalia here. Please respond to emails from the Registrar’s Office and/or Graduate and Postdoctoral Affairs promptly.
    For information on the Hooding Ceremony, please go to http://homewoodgrad.jhu.edu/home/phd-hooding-ceremony/.

  • Before Leaving JHU

    • Before leaving, please be sure you clean out your desk and return any keys to Carla Diaz to get your deposit back.
    • Ensure that you have returned all books to the library.

  • Fees and Costs Associated with Graduation

    All electronic thesis submission fees, binding fees and the cost of renting or purchasing regalia are the responsibility of the doctoral student.

  • Additional Questions?

    If you have additional questions, please contact the Academic Program Coordinator, Elena Shichkova.

  • Deadlines for Completion

    You will find the deadlines for master’s completions on this page:  https://engineering.jhu.edu/graduate-studies/academic-policies-procedures-graduate/.  Go to the right column, and click on “Master’s Degree Completion Instructions and Deadlines”

  • Double Check Your Transcripts

    Please check your transcripts and ensure that you have taken and passed the following required courses. On occasion, these courses don’t show up on transcripts and if they aren’t showing up, this needs to be corrected with the Registrar’s Office.

    AS.360.625   Responsible Conduct of Research (if applicable)

    EN.500.603  Academic Ethics

  • Applying to Graduate

    You MUST also complete an Application to Graduate.  You can do this in SIS. The deadline to apply is posted on the Registrar’s website at https://studentaffairs.jhu.edu/registrar/students/graduation/. If you have additional questions about the application to graduate, you can contact Liam Whalen (lwhalen6@jhu.edu).[/panel]

  • Expected to Graduate List

    Contact your Advisor and Debbie Lantry, Administrative Manager for the department, with your plans to complete the degree requirements and you will be added to the department’s Expected to Graduate List (ETGL). Once this happens, the list will be transmitted to the Registrar’s Office. This will alert the Registrar’s Office and/or Graduate and Postdoctoral Affairs to contact you in time for participation in the spring hooding ceremony, and commencement activities.  You will be provided information about purchasing regalia, etc.  You can also find information about regalia here. Please respond to emails from the Registrar’s Office and/or Graduate and Postdoctoral Affairs promptly.

  • WSE MSE Ceremony and Commencement

  • Part-Time Status

    Please note that you must discuss any plans to switch to part-time status with your advisor and the Director of Graduate Studies.  Students are only eligible to enter part-time status in their fourth and final semester, and must meet additional eligibility requirements.  The student is responsible for the cost of tuition while part-time.   For more information on tuition rates, click here.  International students must also seek approval through the Office of International Services.  Please contact the Academic Program Coordinator for more information on the process.

  • Before Leaving JHU

    • Before leaving, please be sure to return any keys (if applicable) to the front desk in Latrobe 205 to get your deposit back.
    • Ensure that you have returned all books to the library.

  • Fees and Costs Associated with Graduation

    All electronic thesis submission fees, binding fees (for thesis-track master’s students) and the cost of renting or purchasing regalia are the responsibility of the graduating student.

  • Additional Questions?

    If you have additional questions, please contact the Academic Program Coordinator, Elena Shichkova.

 

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