Preparing for Graduation

graduationSelect the appropriate degree for a “To Do” list to prepare for graduation.  Note that Ph.D. students have two tabs – before and after the dissertation defense.

  • To Do List

    Scroll down to view each of these items.

    1. Degree requirements
    2. Responsible Conduct of Research and Lab Safety courses.
    3. Certificate of Departmental Approval
    4. Apply for graduation
    5. Confirm course grades
    6. Resolve financial obligations

    1. Degree Requirements

    Complete 10 one-semester courses approved by faculty advisor. A course is satisfactorily completed if a grade of A, B, or C is obtained. No more than one C grade can be counted toward these requirements.

    • At least two courses should be in applied mathematics, numerical analysis or computational methods. (This requirement can be waived in writing by the advisor if sufficient preparation in these areas can be demonstrated.)
    • These courses cannot include Independent Study, Graduate Research, Seminar, or Special Studies courses.
    • Up to two courses may be chosen from the Engineering for Professionals Program.
    • One course can be 530.600 MSE Graduate Research, designed to be an independent research activity.
    • No more than four courses may be at the intermediate/advanced undergraduate (.300-.499) level.
    About “Pass” grades:

    Effective for all graduate students matriculating in the Fall 2014 semester and later, Pass grades will no longer be accepted for courses counting toward the master’s degree.

    Graduate students who matriculated before the Fall 2014 semester are allowed to use Pass grades only with their advisor’s approval.

    2. Responsible Conduct of Research / Research Lab Safety

    Any master’s student receiving payment from the Whiting School of Engineering to conduct research must complete Responsible Conduct of Research training, as well as the Research Laboratory Safety course.

    If you conducted research at any time during your studies that you are counting toward your degree – including the course 530.600 MSE Graduate Research – you will have to complete these courses as a requirement for graduation:

    • The General Engineering course: 500.401 Research Laboratory Safety, which includes the online safety review.  The course is not always offered, so if it is not available during your time here, you may ask your laboratory research supervisor for informal laboratory safety training. However, if the course is offered, you are expected to take and pass it.
    • Visit the Responsible Conduct of Research web page to determine if you must complete the course. If you must, please complete the course before completing the certificate of departmental approval.

    3. Complete the “Certificate of Completion”

    Use this Certificate of Completion to note the courses you are using to complete the degree.  For courses being taken in the current semester, leave the “grade” section blank.

    Please have your advisor sign the form and deliver it to Senior Academic Program Coordinator Kevin Adams by e-mail or to his Latrobe 223 office.

    4. Apply for Graduation

    Apply for graduation online though your SIS account.

    Ph.D. students who are earning their master’s degrees will not be able to apply for graduation on SIS, as that system only recognizes the final Ph.D. degree.  Please use this “Application for Graduation” form and deliver it to the Registrar in the basement of Garland Hall.

    The Registrar will contact you separately about commencement arrangements and ordering your diploma.

    5. Confirm Course Grades

    You must check your grades on SIS to make sure that you received a grade other than “Incomplete” or “Missing Record” any course other than those you’re taking in the current semester to complete the degree requirements.

    If you are missing grades or registrations, please contact Kevin Adams, Senior Academic Program Coordinator right away.

    6. Resolve Financial Obligations

    Make sure that your financial obligations are paid, such as library fines or other bills owed. Your diploma will be withheld until your obligations are resolved.

  • To Do List

    Scroll down to view each of these items.

    1. Degree requirements
    2. Responsible Conduct of Research and Lab Safety courses
    3. Confirm course registration for final semester – including 530.602 MSE Thesis Research and Writing
    4. Save tuition! Submit essays during the Grace Period
    5. Check essay submission deadlines
    6. Certificate of Departmental Approval
    7. Apply for graduation
    8. Have thesis approval letter written
    9. Submit essay and forward submission approval
    10. Confirm course grades
    11. Resolve financial obligations

    1. Degree Requirements

    Complete 8 one-semester courses approved by faculty advisor. A course is satisfactorily completed if a grade of A+ through B- is obtained. While a grade of C+, C, or C- are passing grades, they are not considered satisfactory performance.  No more than one C grade can be counted toward these requirements.

    Important note about “Pass” grades

    Effective for all graduate students matriculating in the Fall 2014 semester and later, Pass grades will no longer be accepted for courses counting toward the master’s degree.

    Graduate students who matriculated before the Fall 2014 semester are allowed to use Pass grades only with their advisor’s approval.

    • At least two courses should be in applied mathematics, numerical analysis or computational methods (this requirement can be waived in writing by the advisor if sufficient preparation in these areas can be demonstrated).
    • These courses cannot include Independent Study, Graduate Research, Seminar, or Special Studies courses.
    • Up to two courses may be chosen from the Engineering for Professionals Program.
    • No more than four courses may be at the intermediate/advanced undergraduate (.300-.499) level.
    • Complete a research project and a master’s essay, as approved by a faculty advisor.

    2. Responsible Conduct of Research / Research Lab Safety courses

    Any master’s student receiving payment from the Whiting School of Engineering to conduct research must complete Responsible Conduct of Research training, as well as the Research Laboratory Safety course..

    If you conducted research at any time during your studies, no matter if you are taking the “10-course” or “8-course and thesis” options, you will have to complete these courses as a requirement for graduation.

    3. Confirm course registration for final semester

    Master’s students must normally register for a class in the semester in which they are completing the degree in the grace period, per the Whiting School’s Academic Policies and Procedures.

    If no classes are needed while completing a thesis either in the grace period or anytime during the semester, it is strongly recommended that a student go on non-resident status to avoid paying full tuition or tuition-per-course, if on part-time status.

    NEW! 530.602 Master’s Thesis Research and Writing – 3-10 credits – students must enroll in this “Pass/Fail” course when doing thesis research and writing for each semester where thesis work is done.

    This “Pass/Fail” course does not count as one of the eight courses required in addition to the thesis.  The course is generally the equivalent of six credits and can be taken in one semester or split into three-credit courses taken over two semesters. If a student needs subsequent semesters to continue thesis work, he or she can simply register for the same course each semester.

    4. Save Tuition!  Submit your Essay during the Grace Period

    You can avoid paying tuition in your last semester if you complete and submit your essay in the Grace Period:

    • Fall – within the first eight weeks of the semester
    • Spring – within the first four weeks of the semester

    If you plan to submit your essay during the tuition Grace Period, instead of paying tuition:

    5. Be Aware of Deadlines

    Visit the Whiting School “Master’s Degree Completion Schedule” web page to ensure that you are meeting the required essay submission deadlines. Select the “Master’s Degree Completion Instructions and Deadline” bar.  Please see the important SPECIAL NOTE in Section 9 of this page about when to submit the thesis/essay.

    6. Complete the “Certificate of Completion”

    Use this Certificate of Completion to note the courses you are using to complete the degree.  For courses being taken in the current semester, leave the “grade” section blank.

    Please have your advisor sign the form and deliver it to Senior Academic Program Coordinator Kevin Adams by e-mail or in person to his Latrobe 230 office.

    7. Apply for Graduation

    Apply for graduation online though your SIS account.

    Ph.D. students who are earning their master’s degrees will not be able to apply for graduation on SIS, as that system only recognizes the final Ph.D. degree.  Please use this “Application for Graduation” form and deliver it to the Registrar in the basement of Garland Hall.

    The Registrar will contact you separately about commencement arrangements and ordering your diploma.

    8. Have a Thesis/Essay Approval Letter Written

    Please have your advisor write a brief letter stating that the thesis/essay has been reviewed and approved and is ready for submission.  Please have the title of the thesis/essay and the names of the thesis readers in the letter and forward the letter to Kevin Adams, Senior Academic Program Coordinator.

    9. Submit your Essay and Forward Submission Approval

    There is a $60 charge for thesis/essay submissions that the Mechanical Engineering department will pay for you.  Please submit the Submission Fee Form with your thesis/essay to the Hopkins Thesis and Dissertation Submission System.

    Be sure to submit your thesis/essay before the submission deadlines.

    A SPECIAL NOTE
    Note that the submission deadline states that both the thesis/essay submission to the library and the submission of the proof of approval from the library must be completed by a certain date.  It is strongly recommended that you submit your thesis/essay to the library at least two business days before the stated deadline to allow the library to review and approve the thesis submission.  Do not wait until the stated deadline to submit the thesis/essay as the library’s approval will not be sent until after the deadline, which will negatively affect your ability to graduate on time.

    When you receive the e-mail confirmation and approval of your thesis/essay submission from the Eisenhower Library, forward the e-mail, along with a .pdf copy of your thesis/essay title and abstract pages, to both Kevin Adams, Senior Academic Program Coordinator and Christine Kavanagh, Assistant Dean of Graduate Affairs of the Whiting School.

    10. Confirm Course Grades

    You must check your grades on SIS to make sure that you received a grade other than “Incomplete” or “Missing Record” any course other than those you’re taking in the current semester to complete the degree requirements.

    If you are missing grades or registrations, please contact Kevin Adams, Senior Academic Program Coordinator right away.

    11. Resolve Financial Obligations

    Make sure that your financial obligations are paid, such as library fines or other bills owed. Your diploma will be withheld until your obligations are resolved.

  • “To Do” List

    1. Visit the Office of International Services (international students only)
    2. Complete a Tuition Deferral Form (if submitting in Grace Period)
    3. Course Registration – Final Semester
    4. Dissertation Format
    5. Dissertation Readers
    6. Dissertation Letter
    7. Dissertation vs. “Final GBO Exam”
    8. Check Deadlines
    9. Arrange Postdoc Appointment, if receiving one
    10. Confirm Academic Requirements
    11. Set Defense Date and Time
    12. Send Dissertation Title, Abstract, Reader, and Final Pay Day Info
    13. Send Dissertation Reader’s Contact Info

    1. International Students – Visit the International Office

    Make an appointment with the Office of International Services  three to six months in advance of your defense to start appropriate action to keep you in compliance with visa regulations after your defense, as well as apply for the EAD card for Optional Practical Training, if necessary.

    2. Tuition Deferral during Grace Period

    If you plan to submit your dissertation in the Grace Period:

    • 8 weeks after the start of the Fall semester
    • 4 weeks after the start of the Spring semester

    You can apply to waive payment of your tuition with the Final Semester Tuition Deferral for either Fall or Spring.  You won’t have to pay tuition unless you finish after the Grace Period.

    3. Course Registration during Final Semester

    If you complete your requirements during the Fall or Spring semester, you must be registered for one course.

    • Resident students must register for either 530.801 (Fall) or 530.802 (Spring) Graduate Research.
    • Non-resident students must register for 910.600, the “Non-Resident Status ‘course’.”

    If you complete your degree during the summer and submit your dissertation before the first day of class of the Fall semester, you will not have to register for a Fall semester course.

    4. Review your Dissertation Format

    Before you submit your dissertation for your advisor’s and readers’ review, please ensure that your dissertation format meets the University’s guidelines for style and format.

    5. Dissertation Readers

    While the University requires only two readers: your advisor and another Johns Hopkins University professor, the Department of Mechanical Engineering requires a third reader. Your readers must include the following:

    • Your advisor
    • Another Johns Hopkins University professor from Mechanical Engineering or any department, approved by your advisor
    • Any other reader, whether a JHU professor or other person, approved by your advisor
    • Additional details are on the Graduate Board’s “Graduate Board Oral Exams” page.  Note that on that page, the Graduate Board refers to the Dissertation Defense as the “Final Graduate Board Oral Exam.” Some parameters are different from what the department requires, so please follow the requirements on this page to prepare.

    6. Dissertation Readers’ Letter

    Ask your advisor to use this template to create a letter stating that you have met the requirements for your Ph.D.

    At the at the completion of your defense your advisor and readers will sign the letter and give the signed letter to Academic Program Coordinator Kevin Adams to send to the Graduate Board.

    7. Dissertation Defense, or the “Final Graduate Board Oral Examination”

    The Graduate Board has an alternate name for the Dissertation Defense, the “Final Graduate Board Oral Examination.” When noting deadlines, please keep this in mind so you don’t miss the deadline.

    8. Be Aware of Deadlines

    Visit the Graduate Board website to ensure that you are meeting the required dissertation submission deadlines. Please see the important SPECIAL NOTE in Section 1 of the “PhD – After the Defense” bar of this page about when to submit the dissertation.

    9. Becoming a Postdoc or Staff Member in the JHU Department of Mechanical Engineering?

    After your defense and dissertation submission, if you are being hired as a postdoc or a staff member in our department, please have your advisor contact Administrative Supervisor Deana Santoni right away to arrange the hire.

    10. Confirm Fulfillment of All Academic Requirements

    You must check your grades on SIS to make sure that you not only registered for 530.801/.802 Graduate Research and 530.803/.804 Mechanical Engineering Seminar for every semester that you were here but that you receive a “Pass” or letter grade and not an “Incomplete” or “Missing Record” for them.  If you are missing grades or registrations, please contact Academic Program Coordinator Kevin Adams right away.

    11. Select a Date and Time for the Defense

    Select a date and time for your defense.  You will need about two hours.  Contact Kevin Adams to reserve a room.

    12. For the Defense Announcement: send Dissertation Title, Abstract, Reader, and Final Pay Day Info

    Please e-mail Kevin Adams a copy of your abstract, including the dissertation’s title, about three weeks before the defense date. He will announce your defense via e-mail to the department.

    Ask your advisor to determine the last day that he or she plans to pay your graduate student salary.  Your advisor must notify Mike Bernard of that intended final pay date at least three weeks in advance.

    13. Send Dissertation Readers’ Contact Information

    The Graduate Board requires that your readers be your advisor and another JHU professor.  Mechanical Engineering requires a third reader, who can be inside or outside of JHU.

    Send Kevin Adams your readers’ names and contact info.  About three to five days before your defense, he will send a reminder to your advisor and readers to attend the defense.

  • “To Do” List

    1. Submit Final Dissertation
    2. E-mail Submission Receipt and Dissertation Title
    3. Free Printed Dissertation
    4. Salary – Confirm Final Pay Day – 3 weeks’ notice required
    5. Resolve Financial Obligations
    6. Apply for Graduation
    7. Diploma and Commencement

    1. Submit Final Dissertation

    There is a $60 charge for thesis/essay submissions that the Mechanical Engineering department will pay for you.  Please submit the Submission Fee Form with your thesis/essay to the Hopkins Thesis and Dissertation Submission System.

    Be sure to submit your dissertation before the submission deadlines.

    A SPECIAL NOTE
    Note that the submission deadline states that both the dissertation submission to the library and the submission of the proof of approval from the library must be completed by a certain date.  It is strongly recommended that you submit your dissertation to the library at least two business days before the stated deadline to allow the library to review and approve the dissertation submission.  Do not wait to submit the dissertation until the stated deadline as the library’s approval will not be sent until after the deadline, which will negatively affect your ability to graduate on time.

    For information, contact Eisenhower Library’s Scholarly Digital Initiatives at 410-516-7720 or dissertations@jhu.edu.

    2. E-mail Submission Receipt and Dissertation Title

    When you receive the e-mail confirmation and approval of your dissertation submission from the Eisenhower Library, forward the e-mail, along with a .pdf copy of your dissertation title and abstract pages, to both Kevin Adams, Academic Program Coordinator and Christine Kavanagh, Assistant Dean of Graduate Affairs of the Whiting School.

    3. Free Printed Dissertation

    In addition to the electronic copy, the department requires three printed and bound copies, one for you, the graduate as well as one each for your advisor and the department.

    It’s easy! Once your dissertation has been submitted for binding with the library, notify Kevin. He will arrange to have the three copies printed and bound. The department will pay for these copies. If you want additional copies, they can be ordered at the same time at your expense.

    You will be notified when the bound copies arrive, so you can pick up your copies.

    4. Salary – Confirm Final Pay Day – 3 weeks’ notice required

    Graduate student salary can be paid through the conferral date of the semester in which the student completes the degree requirements.

    • Spring completion – the last day a student can be paid is Commencement Day in late-May.
    • Summer completion – the last day a student can be paid is the day before the Fall semester classes begin in late-August.
    • Fall completion – the last day he or she can be paid is December 31.

    Even after a student submits the dissertation for binding, the salary can continue until the conferral date.

    You must have your advisor determine the final pay day for your salary and notify Academic Program Manager Mike Bernard at least three weeks in advance of that date.

    If notification is received less than three weeks before the intended final pay day, your advisor may be required to pay you beyond the intended final pay day or you may be required through collection action to refund salary paid beyond the final pay day.

    The final pay day may affect the eligibility date for postdoc appointments, so if you will become a postdoc, please have your advisor work with Deana Santoni, Administrative Supervisor to determine that date.

    5. Resolve Financial Obligations

    Make sure that your financial obligations are paid, such as library fines or other bills owed. Your diploma will be withheld until your obligations are resolved.

    6. Apply for Graduation

    Apply for graduation online though your SIS account. If you are unable to because of technical or administrative difficulties, you can submit the paper “Application for Graduation” to the Registrar, which is in the basement of Garland Hall.

    7. Diploma and Commencement

    The Registrar will contact you about commencement arrangements and ordering your diploma.

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