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Graduate Student Forms and Resources

Updated 7/19/2013

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DOCUMENTS

University Graduate Catalog

Guidelines for (M.A.) Thesis Defense (available in the Graduate Studies Forms Library)

Guidelines for Dissertation Final Examination/Defense (available in the Graduate Studies Forms Library)

Style Guide & Instructions for Typing Thesis and Dissertations (available on the A&S Graduate Forms page)

Leave of Absence Policy for Funded Graduate Students (available in the Graduate Studies Forms Library)

Graduate Handbook (revised 7-15-2013)

" Graduate Student Expectations" (added 7-19-2013)

Graduate Student Travel Funding Policy

Kent State University administrative policy regarding cheating and plagiarism

FORMS

MA Level

1) Plan of Study (revised 7-15-2013)

  • Fill out in the first semester of the program and continue updating each semester. You will be asked by the Graduate Coordinator to submit an updated copy of it at the end of each academic year.
2) Approval of Thesis Topic (available in the Graduate Studies Forms Library)
  • Fill out no later than the semester before the formal oral thesis defense at the required proposal/prospectus defense. NOTE: This document must be filed and IRB approval must be obtained before you begin data collection. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

3) Application for Graduation with Arts & Sciences - THESIS 

  • There is no longer a form for this application. To apply for graduation, log in to Flashline and click on "Application for Graduation" under the "Student Tools & Courses" tab. Make sure you apply for graduation in the semester prior to the semester you intend to graduate. Check the College of Arts & Sciences dates and deadlines web page for the application deadline.

4) Application for Graduation with Arts & Sciences - NON-THESIS 

  • There is no longer a form for this application. To apply for graduation, log in to Flashline and click on "Application for Graduation" under the "Student Tools & Courses" tab. Make sure you apply for graduation in the semester prior to the semester you intend to graduate. Check the College of Arts & Sciences dates and deadlines web page for the application deadline .

5) M.A. thesis defense announcement template - Post in suitable locations around the department at least a week prior to the scheduled defense.

6) Report of Thesis Final Examination (available in the Graduate Studies Forms Library)

  • Fill out at the thesis defense. NOTE: The oral defense of the thesis must occur by the deadline for graduation in any semester. Check the College of Arts & Sciences dates and deadlines web page for semester-specific dates. The completed thesis should be submitted to committee members at least 10 days (but preferably two weeks) prior to the defense. No "pre-oral" meeting (without the student) is required for the M.A. thesis. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

7) Thesis Preparation Approval Form

  • Fill out after the thesis has been successfully defended and a few weeks before graduation. You should deposit your final document with the university electronically. Instructions are available here:  http://www.kent.edu/library/about/depts/technicalservices/etd/index.cfm. Check the College of Arts & Sciences web page for the filing deadline. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

8) Notice of Matriculation (available in the Graduate Studies Forms Library)

  • Fill out this form if you wish to continue on in the Ph.D. program after completing your M.A. thesis in the Department. Submit this form no later than February 1 (for fall matriculation) to avoid a disruption in funding. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

PhD Level

1) Plan of Study (revised 7-15-2013)

  • Fill out in the first semester of the program and continue updating each semester (same as the MA Level Plan of Study form above).

2) Declaration of Comprehensive Examination Areas

  • Fill out the semester before you take the comprehensive exams and submit it to the Graduate Coordinator. This form should be completed by April 1 for a fall semester exam and by December 1 for a spring semester exam.

3) Report of (Doctoral) Candidacy (available in the Graduate Studies Forms Library

  • Fill out after passing both comprehensive exams or (starting fall 2014) after successfully completing the oral defense of your research agenda. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

4) Approval of Dissertation Topic (available in the Graduate Studies Forms Library

  • Fill out no later than the semester before the dissertation defense at the required proposal/prospectus defense. NOTE: This document must be filed and IRB approval must be obtained before you begin data collection. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

5) Application for Graduation with Arts & Sciences 

  • There is no longer a form for this application. To apply for graduation, log in to Flashline and click on "Application for Graduation" under the "Student Tools & Courses" tab. Make sure you apply for graduation in the semester prior to the semester you intend to graduate. Check the College of Arts & Sciences dates and deadlines web page for the application deadline.

6) Request Graduate Faculty Representative for dissertation defense

  • Assuming you've already read the "Completing the Dissertation" section in the Graduate Handbook, you and your advisor should also read the A&S document entitled "Dissertation Final Examination Guidelines," which is available on the Arts & Sciences Graduate Forms page. In the latter document, you'll see that when you're ready to defend, your advisor will need to request a "Graduate Faculty Representative." Your advisor can do this through the Graduate Affairs website using an online form available here: http://www.kent.edu/CAS/grad/gfr.cfm.

7) Dissertation defense announcement template - Post in suitable locations around the department at least a week prior to the scheduled defense.

8) Report of Dissertation Final Examination (available in the Graduate Studies Forms Library)    

  • Fill out at the dissertation defense. NOTE: The oral defense of the dissertation must occur by the deadline for graduation in any semester. Check the College of Arts & Sciences dates and deadlines web page for semester-specific dates. The completed dissertation should be submitted to all committee members at least 10 days prior to the required pre-oral committee meeting (without the student). At the pre-oral, the committee should agree that the dissertation is ready for defense prior to the formal oral defense. The oral defense with the candidate should be scheduled no sooner than 10 days after the pre-oral meeting. For more details, see the "Dissertation Final Examination Guidelines" document (above). Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

9) Dissertation Preparation Approval Form

  • Fill out after the dissertation has been successfully defended and a few weeks before graduation. You must deposit your final document with the university electronically. Instructions are available here:  http://www.kent.edu/library/about/depts/technicalservices/etd/index.cfm. Check the College of Arts & Sciences dates and deadlines web page for the filing deadline. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

Additional Forms

Advising

1) Declaration or Change of Advisor Form

  • Complete this form and submit it to the main office when you declare a faculty advisor or anytime you change advisors. New MA students should aim to declare an advisor by the end of their first semester. This form can be completed again anytime a change is desired.
Coursework

1) Enrollment in Individual Investigation or Research hours

  • Students who wish to take Research hours or complete an Individual Investigation under the direction of individual faculty members should complete the relevant form available in the Sociology main office.

2) Approval for Acceptance of Graduate Coursework at Northeast Ohio Public Universities (available in the Graduate Studies Forms Library)

  • Fill out the semester before the semester in which you would like to take a course at another Ohio university. Consult the Graduate Coordinator before filling out this form. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.
Credit Transfer (for incoming students)

1) Transfer of Graduate Credit (available in the Graduate Studies Forms Library)

  • As mentioned on the "Sociology Doctoral Program" page, for applicants who will have a completed master’s degree from another institution upon starting the program, the master’s degree/thesis and up to 12 credit hours of relevant coursework with a grade of “B” (3.0 on a 4-point scale) or better from accredited institutions may be accepted for transfer towards the doctoral degree, subject to approval by the Sociology Department and college dean. Consult the Graduate Coordinator and/or Department Chair before filling out this form. If the request is approved at the department level, return the completed form to the Sociology main office and the office staff will ensure that it is routed properly. Again, final approval is the perogative of the College. Furthermore, a syllabus must be submitted for each course for which transfer credit is desired.
Extension of Time Limits

1) Application for Extension of Time Limits (available in the Graduate Studies Forms Library)

  • As mentioned on the "Frequently Asked Questions" page, students seeking the doctoral degree who enter the Sociology graduate program with a B.A. must complete the requirements for the degree in no more than 10 years, while those entering with an M.A. must complete the requirements in no more than nine years. Those who do not are subject to dismissal and must submit a written request (preferably via e-mail) to the Graduate Coordinator and include (a) an explanation of why an extension is needed, and (b) a timeline for completion of the degree. The request must be approved by the Graduate Education Committee. Fill out and submit this form if your request for an extension of time limits is approved by the GEC. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.
Graduate Assistantships

1) Request for Exception to Full-time Enrollment (for funded students, GAs; available in the Graduate Studies Forms Library)

  • Fill out the semester before the semester in which you would like the exception. Consult the Graduate Coordinator before filling out this form. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

2) Request for Additional Employment (available in the Graduate Studies Forms Library)

  • Graduate students who wish to be employed on campus beyond 20 hours for their Graduate Assistantships must submit this form. This is done only under very rare circumstances. Consult the Graduate Coordinator before filling out this form. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.
Leave of Absence

1) Request for Leave of Absence (available in the Graduate Studies Forms Library)

  • Fill this out when you wish to request a leave of absence. Before submitting a request, please speak with your advisor and the Graduate Coordinator and review the "Leave of Absence Policy" (available in the Graduate Studies Forms Library) and also the relevant section in the " Graduate Student Expectations" document. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

2) Application for Graduate Re-enrollment (available in the Graduate Studies Forms Library

  • Fill this out when you return from an approved leave of absence. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

Graduate Faculty Section

1) " Guidelines for Graduate Faculty Status" document (added 7-19-2013)

2) Recommendation for Appointment to the Graduate Faculty (available in the Graduate Studies Forms Library)

  • Faculty members should fill out this form and submit it to the Graduate Coordinator whenever they are seeking a New Appointment, Renewal, or Revision to their Graduate Faculty status. See the " Guidelines for Graduate Faculty Status" document for further details and instructions.
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