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School of Medicine Virginia Commonwealth University VCU Medical Center

Student Policies and Procedures

Graduate Program Checklist

Steps Responsibility Timing
1. Identify Faculty Advisor Student/Faculty Advisor Spring Term - First Year
2. Identify/Appoint Student Committee
  • develop course plan
  • Submit "Admission to Master's or Doctoral Candidacy" form to Office of Graduate Education.
  • create committee membership using the GradTrak system and submit for approval.
Faculty Advisor/Student Summer Term (M.S.)-First Year Fall term (Ph.D.) - Second Year
3. Complete Written Candidacy Examination Student Spring Term - Second Year
4. Complete Oral Candidacy Examination   Spring Term - Second Year
  • Schedule Oral Candidacy Examination at least 2 weeks in advance using the GradTrak system.
  • submit scheduling form and grant proposal (or document designated by your program to be used as the basis for the examination) 2 weeks in advance to the Office of Graduate Education
  • Retake of examination requires approval by MCV Campus Graduate Committee.
Student  
5. Conduct Regular (at least annual) student Committee meetings Faculty Advisor/Student  
6. Faculty Advisor should provide a written annual progress assessment to the student with a copy to the Office of Graduate Education Faculty Advisor  
7. Secure Student Committee approval to write up work as thesis/dissertation Student/Faculty Advisor Five to six months in advance of end of desired term of graduation
8. Submit typed Graduation Application early in the term of intended degree Student Within four weeks of beginning of term of intended graduation
9. Complete “defensible” thesis/dissertation draft Student/Faculty Advisor  
10. Schedule thesis/dissertation defense using the GradTrak system as early as possible, but no later than 2 weeks in advance of exam date. Faculty Advisor/Student

Committee/Student
Initiate one month in advance of student intended defense
  • obtain Committee, Program Director’s signatures
Student Distribute draft for defense at least two weeks in advance
  • For MS: deposit scheduling form and thesis draft with the Office of Graduate Education 2 weeks in advance of exam date.
  • For PHD: deposit scheduling form with the Office of Graduate Education 2 weeks in advance of exam date.
  • Retake of examination requires approval by MCV Campus Graduate Committee and appointment of a Dean's Representitive as Chair of the examination.
Student  
11. Defense    
  • Advisor (for Ph.D. defense) collects student file and defense report form from the Office of Graduate Education
Faculty Advisor Defense should take place at least two weeks in advance of term end date
  • following defense, file and defense report form with Committee signatures returned to the Office of Graduate Education
Faculty Advisor  
12. After the Successful Defense    
  • Upload thesis/dissertation to VCU Digital Archives
  • Execution of ETD Approval Form
  • (Ph.D only) Survey of Earned Doctorates
  • (Ph.D only) Publish Dissertation with UMI/PROQUEST
  • Graduation Application finalized; recent transcript from E-Services attached.
Student To be completed by School of Medicine published deadlines for term of intended graduation.