Deadlines and Important Instructions for PhDs and Select Master’s Completion

Important Note: These deadlines refer to all PhDs and those Master’s with Essays/Projects/Thesis who are completing as Pre-semester Completers or Grace Period Completers.

WSE Master’s Deadlines are slightly different than KSAS, WSE Master’s Deadline information can be found on the Engineering website.

_____________________________________________________________________________________________________

Fall 2019 Deadlines

Conferral Date: December 30, 2019

Pre-Semester Completer Deadline: August 28, 2019

Pre-semester completers don’t have to register for the semester in which they are conferring, but need to have been registered consistently in all prior semesters (except in approved semesters of leave) . An application for graduation must be filed for the semester of conferral, and students should always check in with their programs, OIS (when appropriate), and the registrar’s health insurance desk if they have questions or concerns about timing.

  • Dissertation (PhD)/Essay, and Thesis (Master’s) submitted to library ETD by this date (or all coursework/exams finished), final ETD approval email dated by noon on August 29, 2019, or all final grades posted for coursework-only students submitted by noon on August 29, 2019.

Grace Period Deadline and Regular Semester Deadline: October 23, 2019

Grace Period and Regular deadline completers must register for the semester in which they are conferring, and need to have been registered consistently in all prior semesters (except in approved semesters of leave). An application for graduation must be filed for the semester of conferral, and students should always check in with their programs, OIS (when appropriate), and the registrar’s health insurance desk if they have questions or concerns about timing.

  • Note: there is only one submission deadline for the Fall semester (the Grace Period and regular deadline are the same, because the Grace Period is extended for the fall).
  • October 23, 2019  PhD students must submit their dissertation to the ETD Office by 5:00pm on Wednesday, October 23rd. It will take approximately 48 hours for the ETD office to approve your final submission if there are no edits or corrections.  After submission, students should check their JHU email often and immediately follow all instructions from the ETD office regarding corrections and/or edits. Upon receipt of the ETD approval email, students should forward immediately to their department and cc their cognizant academic affairs office. This email is essential to degree conferral. If final ETD approval has not been secured by 5:00pm on Friday October 25th, then the student will be moved to the next conferral cycle and will not graduate in the Fall 2019 term.
  • Master’s students completing projects or an essay/thesis internal to their department  (not publishing through ETD) are subject to the same deadlines as above to be considered for eligibility under the Grace Period.
  • Coursework-only students must have all final grades posted to SIS by their instructors by noon on Monday, October 28, 2019 to be eligible under the Grace Period.

Final Graduate Board Oral Exams for Fall Graduate Board Meeting (KSAS only): October 8, 2019

__________________________________________________________________________________________________________

Spring 2020 Deadlines

Conferral Date: May 21, 2020

Pre-Semester completer Deadline: January 24, 2020

Pre-semester completers don’t have to register for the semester in which they are conferring, but need to have been registered consistently in all semesters prior. An application for graduation must be filed for the semester of conferral, and students should always check in with their programs, OIS (when appropriate), and the registrar’s health insurance desk if they have questions or concerns about timing.

  • Dissertation submitted to library ETD by this date, final ETD approval email dated by close of business (5:00pm) on January 28, 2020.

Grace Period Deadline: February 19, 2020

Grace Period and regular deadline completers must register for the semester in which they are conferring, and need to have been registered consistently in all prior semesters (except in approved semesters of leave). An application for graduation must be filed for the semester of conferral, and students should always check in with their programs, OIS (when appropriate), and the registrar’s health insurance desk if they have questions or concerns about timing.

  • PhD Students must submit their dissertation (or for Master’s students,  their thesis/essay) to the ETD Office by Wednesday, February 19, 2020 AND must receive the final approval email (not the initial submission acknowledgement email) from the ETD office NO LATER than by Friday,  February 21, 2020 by close of business (5:00pm).
  • Master’s students completing projects or an essay/thesis internal to their department  (not publishing through ETD) are subject to the same deadlines.
  • Coursework-only students must have all final grades posted to SIS by their instructors by close of business (5:00pm) on Friday, February 21, 2020.

Final Graduate Board Oral Exams for Fall Graduate Board Meeting (KSAS only): March 6, 2020

Regular Completion Deadline: March 25, 2020

  • PhD Students must submit their dissertation to the ETD Office by Wednesday, March 25, 2020 AND must receive the final approval email (not the initial submission acknowledgement email) from the ETD office NO LATER than by Friday, March 27, 2020 by close of business (5:00pm).
  • Master’s students completing projects or an essay/thesis internal to their department  (whether or not they are publishing through  the ETD) must submit a fully completed project/essay/thesis either by their departmental internal deadline or by May 10th (the WSE/KSAS divisional deadline), whichever comes first.

_______________________________________________________________________________________________________

Summer 2020 Deadlines TBD (the dates below are 2019 for reference only)

Conferral Date: August  2020

  • July 3, 2019 Completion of Final Graduate Board Oral Exams for Summer Graduate Board Meeting
  • July 17, 2019  Students must submit their dissertation to the ETD Office by 5:00pm on Wednesday, July 17th. It will take approximately 48 hours for the ETD office to approve your final submission if there are no edits or corrections.  After submission, students should check their JHU email often and immediately follow all instructions from the ETD office regarding corrections and/or edits. Upon receipt of the ETD approval email, students should forward immediately to their department and cc their cognizant academic affairs office. This email is essential to degree conferral. If final ETD approval has not been secured by 8:00am on Monday, July 22nd, then the student will be moved to the next conferral cycle and will not graduate in the Summer 2019 term.

    Important Information for Completion:

    Whiting School of Engineering Students

    (If submitting a Whiting School of Engineering Master’s Essay/Thesis/Project or PhD dissertation:*)

    • Please forward the ETD Submission Approval  email to your department academic staff and include your exact degree, department, and expected conferral semester in the body of the email. (Example: MSE, Civil Engineering, Fall 2013).*
    • You must include the title of your dissertation/essay/project typed in the body of the email in title case format with correct spelling and punctuation — Please do not use all upper case or all lower case letters.*
    • You must attach the abstract and title page from your dissertation (not the whole dissertation).*
    • Your name will not be placed on the degree candidate’s listing for approval by the Graduate Board (PhDs) or the WSE Graduate Committee (Master’s) and President of the University until the email has been received by the appropriate deadline.*
    • You are highly encouraged to cc: ckav@jhu.edu on this email, however, it is your responsibility to follow the preferred notification process as set out by your department administrator that the dissertation/essay/project has been accepted by the ETD Office

    Krieger School of Arts and Sciences Students

    (If submitting a Krieger School of Arts and Sciences Master’s Essay/Thesis or PhD dissertation:*)

    • Please forward this email to your department academic staff  and include your exact degree, department, and expected conferral semester in the body of the email. (Example: PhD, Classics, Fall 2013).*
    • You must include the title of your dissertation/essay typed in the body of the email in title case format with correct spelling and punctuation — Please do not use all upper case or all lower case letters.*
    • Your name will not be placed on the degree candidate’s listing for approval by the Graduate Board and President of the University until the email has been received by the appropriate Graduate Board deadline.*
    • You are highly encouraged to cc: rseitz5@jhu.edu  on this email, however, it is your responsibility to follow the preferred notification process as set out by your department administrator that the dissertation/essay has been accepted by the ETD Office.
    • Students will not be placed on the degree candidate’s listing for approval by the Graduate Board and President of the University until the email has been received by the appropriate Graduate Board deadline.

    Further Instructions: 

    • Although students will receive a submission confirmation email, their dissertation/theses must be approved and accepted by the library before the student can be placed on the final degree candidate’s listing for approval. Students will receive a second approval confirmation email once their dissertation/theses is accepted. The library will notify the GB of all accepted submissions.
    • The GBO exam, reader’s letters, dissertation, and department certification must be completed and submitted by the above deadlines for the graduate student’s name to be put on the Graduate Board’s degree completion list.
    • An Application for Graduation must be received by the Registrar’s Office. Graduate students should return the completed form to the Registrar’s Office and not the Graduate Affairs and Admissions Office. If no Application for Graduation is on file in the Registrar’s Office, the student will not be included on the degree candidates list signed by the president.
    • Should a student’s degree requirement materials be received after the deadlines listed below that student’s name will be added to the next semester’s Graduate Board list for completed degrees and there may be registration requirements.

    Other Important Considerations:

    • To complete before the start of a semester and avoid registration, Final Graduate Board Oral Exams must be completed at least two weeks before the start of classes and all materials must be submitted to Graduate Board and Dissertations submitted to the Commercial Binding Office prior to the first day of classes.
    • Graduate Board Exams may be held throughout the academic year. Written requests to schedule a GBO examination should be submitted in writing at least three weeks prior to the proposed examination date. Students must be registered for the semester in which they take their exam.
    • Dissertations should be provided to the examiners at least two weeks before the date of a final exam. Students and advisors are responsible for distributing copies to the examiners.
    • Dissertations must be completed and electronically submitted to the library by the above dates.