Note that all date references below assume that the student wishes to attend Commencement in the quarter for which s/he applies to graduate. Details about End-of-Quarter (i.e., after Commencement) deadlines are provided at the bottom of this page.

Registration

First, please remember to register for at least the minimum number of required credit hours in the quarter in which you wish to graduate:

• If you are self-funded, at least 3 credit hours (also applies to company/government-funded students--confirm minimum hours with funding source).
• If funded by a GRA or Fellow position (this would include making use of a Fourth Quarter Fee Authorization):
  • Minimum of 9 credits for MS students funded by GRA,
  • Minimum of 15 credits for MS students funded as a Fellow,
  • 3 credits for PhD student who has passed the PhD Candidacy Exam, regardless of GRA or Fellow status. [Post-Candidacy enrollment guidelines]
• International students: be sure to register for the minimum number of credits required for your visa type and funding source (you may wish to confirm with OIA).

Applying to graduate

Complete the Application to Graduate request form
MSE students must complete the form at the link above to receive an Application to Graduate. Upon submission of this form, the MSE-WE Graduate Studies Coordinator will review the student's academic status. A Student Status Summary and further instructions will be e-mailed to the student.

Please download the Application to Graduate form referred to in the Student Status Summary, obtain the necessary signatures, and submit the Application to Graduate to the Graduate School (247 University Hall) by the second Friday of the planned quarter of graduation.

Required forms

Your submission of the Application to Graduate form will generate two forms, the Master's Exam Report form and the Master's Thesis Approval form. These are sent by e-mail from the Graduate School to the department's Graduate Studies Coordinator, typically during the third to fourth week of the quarter. The MSE / WE Graduate Studies Coordinator will distribute the forms to your advisor.

Master's Exam Report form

You must schedule a defense of your thesis with the members of your Master's Examination Committee by the third Wednesday before Commencement (all such date references below include the Wednesday of Finals Week).

• Your exam committee is to be made up of at least two MSE faculty members, one of whom is your advisor.
• If you are co-advised by two MSE faculty, a third MSE faculty must be included.
• People from outside the MSE dept. may also be included on your committee. If they are to be voting members, you must request that the MSE or WE Graduate Studies Committee petition the Graduate School to allow the person to take part. Please include the prospective committee member's resume/CV with your request. Please make your request of the GSC at least three weeks in advance of the exam.
• These committee members should have been listed on your Application to Graduate form; if there is any change in the committee's membership, your advisor must inform the Graduate School in writing before the committee meets.
• A room and time may be reserved with the staff in 477 WA. Available rooms include 184 WA, 145 FL, and 177 WA.
• The complete Master's thesis document to be evaluated by this committee is to be delivered to the members no later than one week prior to the exam.

It is at the thesis defense that the Master's Exam Report form is signed by the examining committee.

The signed Master's Exam Report form (indicating Satisfactory or Unsatisfactory performance) must be taken to the Graduate School no later than 4:30 p.m. on the third Wednesday prior to Commencement.

Master's Thesis Approval form

The exam committee may indicate that changes / corrections are to be made in the thesis. These changes should be made and provided to your examining committee. If the committee is satisfied with the document, they will sign the Master's Thesis Approval form.

You must submit to the Graduate School the following no later than 4:30 p.m. on the second Wednesday prior to Commencement:

• The Master's Thesis Approval form
• Keep in mind that the final approved thesis must be uploaded and accepted by the Graduate School by the second Wednesday as well. Therefore it must be uploaded to OhioLink on at least the Monday between the third and second Wednesday prior to Commencement (more below).
• Two abstracts of the thesis
• The only additional fees involved with the MS with thesis degree are for gown rental/purchase and hood purchase (prices available through the Graduate School, 292-6031).

Electronic submission of thesis

Master's theses are required to be submitted electronically--i.e., in PDF format--through the state's library network, OhioLINK (etdadmin.ohiolink.edu). Hard-copy final approved theses are no longer submitted (though a hard-copy draft should be submitted for formatting review to the Graduate School prior to any electronic submission).

• Preparing your thesis
  Graduate School "Dissertation and Theses" instructions Instructions regarding margins and formatting as well as procedures for electronic submission of theses, including a tutorial on how to convert a document to PDF and add multimedia to the document. The Graduate School also provides information on workshops, FAQs, thesis templates, sample pages, and more.

The Electronic Thesis / Dissertation (ETD) is different from its paper predecessor in a few important aspects. First, it provides a technologically advanced medium for expressing your ideas. You may prepare an ETD by using nearly any word processor or document preparation system and by incorporating relevant multimedia objects. Second, it is less expensive for you to prepare. By creating an ETD, you avoid the requirement of submitting multiple copies on special paper. Third, ETDs promote greater access to your research. ETDs are made available to anyone that browses the web. They consume virtually no library shelf space, and never collect dust. Overall, ETDs contribute to worldwide graduate education and unlock the underutilized results of graduate research for the scholarly community.

Your thesis should be uploaded by at least the Monday between the third and second Wednesday before Commencement. This allows a minimum amount of time for Graduation Services to be notified by OhioLINK that your thesis has been uploaded, perform a formatting review, and contact you to confirm receipt.

Summary of Commencement deadlines

The following deadlines apply if the student wishes to attend Commencement in the quarter requested. Commencement occurs on the Sunday following Finals Week; all dates below include the Wednesday of Finals Week.

If you will not attend Commencement you must provide a "Commencement Absence Form" (PDF, 92K) to the Graduate School.

• Application to Graduate form: to be submitted to the Graduate School by the second Friday of the quarter.
• Master's thesis document to Master's Exam committee: no later than the fourth Wednesday prior to Commencement (i.e., at least one week prior to the Master's Exam).
• Master's Exam: to occur no later than the third Wednesday before Commencement. The exam must occur during normal university business hours and may start no later than 3:30 p.m. The Master's Exam Report form is to be submitted no later than 4:30 p.m., unless prior arrangements have been made with the Graduate School's Graduation Services Office (292-6031).
• Master's Exam Report form: to be submitted to the Graduate School no later than the third Wednesday before Commencement by 4:30 p.m.
• Finished Electronic Thesis / Dissertation (ETD) submission: submit to OhioLINK no later than the second Monday prior to Commencement. Please keep in mind, though, that revisions may be required as a result of the committee's review. Some extra time may be needed, so plan accordingly. Also, you may wish to run a hard-copy past the Graduation Services staff in the Graduate School for a formatting review prior to uploading to OhioLINK.
• Master's Thesis Approval form: to be submitted to the Graduate School no later than the second Wednesday before Commencement by 4:30 p.m.
• Other final requirements: other miscellaneous items--such as abstracts, survey, and fees listed above--are to be submitted to the Graduate School no later than the second Wednesday before Commencement by 4:30 p.m.

And you're done! Review the MSE / WE dept. exit procedures below

Download Graduate School deadlines for submission (PDF, 36K) Dates assume that you wish to attend Commencement in that quarter. 

Commencement

OSU Commencement information

As regards specific Commencement ceremony procedures, those who have submitted an Application to Graduate by the second Friday of the quarter will receive a Commencement Information Packet from the Graduate School. This will provide details on the ceremony, including your numbered assignment in the Commencement line.

This packet is provided mid-quarter to your local address / email address (therefore it is very important that you provide the Graduate School with your current contact information).

Any questions about the ceremony should be addressed to the Graduation Services Office within the Graduate School, 292-6031.

• If you will not attend Commencement you must provide a "Commencement Absence Form" (PDF, 92K) to the Graduate School.

If you must delay graduation

Missing Commencement deadlines

You may find that you are unable to complete the final requirements in time to meet the Graduate School deadlines for submission. If so, you will not be permitted to take part in that quarter's Commencement.

• If you will not attend Commencement you must provide a "Commencement Absence Form" (PDF, 92K) to the Graduate School.

End-of-quarter graduates

If the Commencement submission deadlines are missed, you have until the last business day before the start of the next quarter to submit all required items (forms, fees, documents, etc.). If this final deadline is met, you will receive the degree during Commencement at the end of the following quarter. If requested, the MSE / WE department can provide a verification letter confirming completion of all degree requirements.

Summary of end-of-quarter deadlines

The following deadlines apply if the student is unable to meet the Commencement deadlines referred to above:

• Application to Graduate form: to be submitted to the Graduate School by the second Friday of the quarter.
• If you will not attend Commencement you must provide a "Commencement Absence Form" (PDF, 92K) to the Graduate School.
• Master's thesis document to Master's Exam committee: no later than one week prior to the Master's Exam date. Thus the latest date would be one week before the last business day before the start of the following quarter.
• Finished & approved Electronic Thesis / Dissertation (ETD) submission: submit to OhioLINK no later than two business days before the last business day of the quarter. Please keep in mind, though, that revisions may be required as a result of the committee's review. Some extra time may be needed, so plan accordingly. Also, you may wish to run a hard-copy past the Graduation Services staff in the Graduate School for a formatting review prior to uploading to OhioLINK.
• Master's Exam: to occur no later than the last business day before the start of the following quarter. The exam must occur during normal university business hours and may start no later than 3:30 p.m. (though exams are roughly two hours in length). The Master's Exam Report form is to be submitted no later than 4:30 p.m., unless prior arrangements have been made with the Graduate School's Graduation Services Office (292-6031).
• Master's Exam Report form: to be submitted to the Graduate School no later than the last business day before the start of the following quarter by 4:30 p.m.
• Master's Thesis Approval form: to be submitted to the Graduate School no later than the last business day before the start of the following quarter by 4:30 p.m.
• Other final requirements: other miscellaneous items--such as abstracts, survey, and fees listed above--are to be submitted to the Graduate School no later than the last business day before the start of the following quarter. by 4:30 p.m.

And you're done! Review the MSE / WE dept. exit procedures below

Registration for the next quarter

If the required items are not submitted by the last business day before the start of the next quarter, you must register for at least three credit hours (see minimums below) and resubmit an Application to Graduate using the MSE-WE on-line request form. The Application to Graduate form must be received at the Graduate School by the second Friday of that quarter.

Minimum required credit hours

A student's funding status and other factors will determine the minimum number of credits for which the student must register in the the quarter of graduation.

• If you are self-funded, at least 3 credit hours (also applies to company/government-funded students--confirm minimum hours with funding source).
• If funded by a GRA or Fellow position (this would include making use of a Fourth Quarter Fee Authorization):
  • Minimum of 9 credits for MS students funded by GRA,
  • Minimum of 15 credits for MS students funded as a Fellow,
  • 3 credits for PhD student who has passed the PhD Candidacy Exam, regardless of GRA or Fellow status. [Post-Candidacy enrollment guidelines]
• International students: be sure to register for the minimum number of credits required for your visa type and funding source (you may wish to confirm with OIA).

Exit procedures

You've worked hard completing your degree and should be proud of your accomplishments! As you prepare to leave, there are a few administrative items to address. Please follow these steps to assure that there are no loose ends left as you move on to your new career.

1. Please complete the MSE / WE Alumni form found in the Alumni section of the MSE / WE site. This will permit us to forward any postal mail that comes for you, as well as remain in touch regarding upcoming MSE alumni events.
2. Contact the MSE Human Resources Officer (292-6790, 177 Watts Hall) and provide an estimated date after which you will no longer be working for your advisor as a GRA (if applicable), as well as any future plans.
   If you will be remaining with the department after graduation, please inform the Graduate Studies Coordinator and MSE/WE Fiscal Officer. For example, if you will be staying on in a research capacity or other form of employment following graduation. If you do not inform these staff, your e-mail account, mailbox, and key card access may be closed.
3. Return your lab and office keys to the MSE Fiscal Officer (292-6790, 177 Watts Hall) and also provide your forwarding address.
4. Be sure that your advisor has all results of any research carried out on his/her projects and that your lab and office space have been cleaned up.
5. Return tools and any other equipment to the Research Support Staff; Ken Kushner, Steve Bright, Ross Baldwin, Cameron Begg, Henk Colijn, Jennifer Conrad, and/or Joshua McCarty.
6. Department account deletion. Your MSE / WE account will be deleted from the department's servers on the first business day of the quarter following that in which you receive your terminal degree. Please be sure to backup or forward any important messages, documents, etc. E-mail Mike Davis (292-6928, 197 Watts Hall) and inform him of a forwarding e-mail account to which your MSE e-mail should be sent.
   • If you will be staying with the department in any capacity (such as post-doc, employee, etc.) it is critical that you inform the MSE Human Resources Officer (292-7268, 176 Watts Hall) and e-mail Mike Davis (292-6928, 197 Watts Hall) of your plans. If you do not, you run the risk of having your MSE/WE account deleted.
   • To forward your "name.##@osu.edu" account, visit the OSU e-mail Forwarding Service web site.
7. Complete the Engineering Career Services' post-graduation plans survey Your participation helps the College and the MSE/WE department understand our program's effectiveness in training students.

Alumni contact form

Complete the MSE / WE Alumni contact form
Please use the form to keep your mailing address and contact information up-to-date with the MSE/WE department!

Questions?

Please e-mail the MSE Graduate Studies Coordinator, go to 477 Watts Hall, or call (614) 292-7280 with any questions.

You may also wish to contact the Graduation Services Office in the Graduate School, 247 University Hall, at 292-6031.