Dissertation Filing Procedures Unveiled
by Dr. Kalpana Shankar, Class of 2002
Plan on spending a good amount of time on this process. The process is explained more thoroughly in the Procedures manual (explained in a bit) or in one of the advisory meetings. To get a schedule of the meetings for the quarter you are planning to file in, and to get the final filing date, check out: http://www.gdnet.ucla.edu/gasaa/library/thesismtg.htm
1) Download http://www.gdnet.ucla.edu/gasaa/library/thesis.pdf, which is the procedures manual you'll need. In it, follow the directions for frontmatter and formatting. Don't underestimate the time needed for this process - if it's not right, you aren't going to file.
2) When you're ready to file, and your committee has signed off on BOTH the dissertation signature sheet (which will go in the filed copy) and the administrative form (Susie Abler can provide this for you), go to 1255 Murphy or the Archives (330 Powell) and get: - two dissertation approval forms (sign them) - ProQuest Agreement - Survey of earned doctorates - UCLA doctoral recipient survey
3) Complete the dissertation approval forms and make sure all the names of the committee match those in your dissertation.
4) Sign the ProQuest forms. You have to.
5) There are separate procedures if you are using the filing fee or are registered. If you are using the filing fee (you can for up to the quarter after you were last enrolled, not including summer), get the Filing Fee form online at http://www.gdnet.ucla.edu. Make sure the chair of the department AND your committee chair sign it. If you were not registered in the previous term, you have to register for the term you are filing in.
6) This is not in the manual, but it's a good idea: once you THINK you're ready to file, take your dissertation to 330 Powell (M-F 1-5), and have the Thesis and Dissertations Advisor look at it. If there are any errors, fix them BEFORE you put your dissertation on good paper.
7) Fix your errors. Copy your dissertation (2x) onto 25%, 20 lb cotton paper. It's expensive at the UCLA bookstore - at least $22 a ream. Get it somewhere else.
8) On the day of filing, take: Filing fee app, Report on the Final Oral Examination, surveys, two dissertation approval forms (signed), signature page (with all sigs), and your title page to 1255 Murphy.
9) When those are signed off, on the same day, take two copies of your dissertation, each in a manila envelope, with a title page taped to the outside (this is all in the manual), and a 3rd envelope with the signed approval forms, the ProQuest agreement, and a copy of the title page and the abstract page, and go to 330 Powell.
10) Sweat while they look your stuff over. If they sign off on it, go BACK to graduate division with the signed approval forms they give you (this is not in the manual). Hand them in at 1255 Murphy yourself. Then, if you want/need a letter of completion, go to the registrar and get one. That's it. You'll be billed 1/2 the reg fee as a Filing Fee if you aren't enrolled. Diplomas take 3-6 months.
11) Change your letterhead. Your voicemail. Make your friends and family call you Dr.
