GRADUATION INFORMATION - FAQs


Visit the Graduation Information page for Application for Graduation & Thesis/Dissertation Guidelines


Here you will find answers to frequently asked questions regarding graduation requirements, procedures and deadlines.

Students should still refer to the Degree Requirements section of the Graduate Bulletin and their program for more details concerning specific program requirements.

NOTE: Students in the School of Professional Development in the MA in Liberal Studies, Master of Arts in Teaching, Master of Professional Studies and certain Advanced Graduate Certificates should refer to the SPD Bulletin or website (http://www.sunysb.edu/spd/) for degree requirements and procedures.

Students in the Health Sciences Center in the Public Health, Nursing, Health Technology and Social Welfare Master’s programs should refer to their program or HSC Bulletin or website (http://www.stonybrookmedicalcenter.org/ ) for degree requirements and procedures.


DEGREE REQUIREMENTS

APPLICATION FOR GRADUATION

THESIS/DISSERTATION INFORMATION

CEREMONY INFORMATION

AWARDING THE DEGREE

SUMMARY OF DEADLINES

CONTACTS


DEGREE REQUIREMENTS

For all degrees
  • Registration: Students must be registered for the semester in which they intend to graduate. Spring (May) and Fall (December) candidates must register for at least one graduate credit; Summer (August) candidates may register for zero credits in either summer session, but it still must be graduate level.
  • Application for Graduation: Students must apply for graduation for the semester they intend to graduate. If degree requirements are not met, students must reapply for a subsequent degree awarding period. Degree applications are not carried forward.
    o NOTE: Students need to apply for graduation regardless of whether they want to attend any of the graduation ceremonies.
    o NOTE: Students who are obtaining a Master’s Degree while still pursuing a Doctorate need to apply for graduation for the Master’s Degree.
  • GPA: Students must achieve a 3.0 overall GPA in all graduate courses taken at Stony Brook.
Requirements specific to Masters Degrees only
  • Credits: Students must attain at least 30 credits of graduate work. Check with your program for specific credit amounts.
  • Thesis Submission: Students who are preparing a thesis for submission to the Graduate School must submit the final version of their thesis to the Graduate School by the posted deadline. The format of the thesis must be prepared according to the Guidelines. (see the section on theses/dissertations for more information).
Requirements specific to Doctoral Degrees only
  • G5 Status: Doctoral students (with the exception of DMA students) must be advanced to candidacy (G5 status) for at least one year prior to graduating.
  • Defense Committee: Doctoral students must have their defense committee approved by the Graduate School. The program needs to send a committee approval request form to the Graduate School by Day 15 of the semester the student is defending, or four weeks prior to the defense date, whichever comes first. Students should check with their program about the status of their committee.  For students defending in the Summer, the program needs to send a committee approval request form to the Graduate School by the end of the first week of Summer Session I classes.   NOTE:  Students do not fill out this form; the form is prepared by and sent by the program to the Graduate School.
  • Doctoral Defense Announcement: Students are required to have their defenses posted, and must fill out a Doctoral Defense Announcement form found online at the Graduate School website (go to Forms – Doctoral Defense Announcement). Students must follow the instructions that are indicated in a link next to the form.
  • NOTE: Failure to have a Doctoral Defense Announcement form submitted to the Graduate School according to procedure and in a timely manner may result in the student having to defend their dissertation a second time.
  • Dissertation Submission: Students must submit the final version of their Dissertation to the Graduate School within three months of a successful defense.  Students must submit by the posted deadline of a semester if they intend to graduate that semester (for example, a student must submit by the posted deadline for May 2011 if they intend on graduating in May 2011).  The dissertation must be prepared according to the Guidelines. (see the section on theses/dissertations for more information).

APPLICATION FOR GRADUATION

The deadline to apply for December 2012 graduation is Monday, October 1, 2012.
  • Students must apply by this date in order to be included in the May Commencement publication.
  • Students who do not plan on attending any graduation ceremonies are still required to apply for graduation.         
How do I apply?
The Application for Graduation is found under the Graduation Information section of the Graduate School website.
Will I receive a confirmation?
  • Once your degree application is processed in the system, an e-mail notification will be sent to you. This will contain information on graduation and related procedures. You should expect to receive this e-mail notification about 1-2 weeks after you apply.
  • You should keep the summary page that appears after applying for your records.
What if I need to change my degree date?
If you apply for December 2012 graduation, and find later in the semester that you will need to become a May 2013 candidate, you will need to reapply for May 2013.  You would also need to send an email to  Graduate_School_Graduation@notes.cc.sunysb.edu to have your December 2012 candidacy removed.
What if I need to change my diploma name, diploma address, or dissertation title?
If you need to update any of the above information, and your degree date will remain the same, do not apply again. E-mail Graduate_School_Graduation@notes.cc.sunysb.edu with your updated information.

Any updates to the diploma address should be made before your degree is awarded.  For further information, see the section Awarding the Degree below.
When will my application show up on the system?
When you apply, your degree candidacy won’t show up immediately on the system. The Graduate School runs retrievals of online applicants periodically, so you should expect the application to show up approximately one week after you apply.
I applied for graduation, but cannot register for the semester that follows the degree date. What should I do?
Sometimes students who apply for graduation will not become term activated (eligible to register) for the following semester because the system ‘thinks’ they are graduating. If you find that you need to cancel your degree application, e-mail your program coordinator and Graduate_School_Graduation@notes.cc.sunysb.edu.
Is this application also for attending the graduation ceremonies?
  • No. The Application for Graduation from the Graduate School is separate from the Ceremony Attendance Form. The Ceremony Attendance form is from the office of Conferences & Special Events, and is only to be filled out if a student wishes to attend any of the ceremonies.
  • See the Ceremony Information section for more details.

THESIS/DISSERTATION INFORMATION

The thesis/dissertation deadline date for December 2012 is Wednesday, December 19, 2012 at 5pm ET.

• Students must submit the final version of their thesis or dissertation online through Stony Brook University's ProQuest/UMI ETD Administrator Site.
• Students must submit the final version of their thesis/dissertation on or before the deadline date to be considered for that semester’s graduation. Online submissions must be received by 5:00pm New York ET of the deadline date.  No extensions will be granted.
• Students who submit after the deadline date will become a candidate for the following semester and will need to reapply for graduation and register appropriately.

How and when do I submit my thesis/dissertation?
• Effective for May 2010 theses and dissertations submissions, students will be requird to submit their thesis or dissertation online.  Further information about new procedures, including updated Guidelines, can be found here:  https://www.grad.stonybrook.edu/academics/t&d.shtml

Fall 2012 Service Hours:
  • Monday-Friday, 10-12 & 2-4 or by appointment.
  • Note: Students should check the posted service hours before coming to the Graduate School in case there have been any adjustments made to the hours.
Do I need an appointment?
• If you can visit during the posted service hours, you do not need an appointment.
• If you cannot visit during the posted service hours, you may make an appointment for an alternate time.
• Appointments must be made at least one day in advance via email, and confirmation of the requested appointment is required. To set up an appointment, e-mail: Graduate_School_Graduation@notes.cc.sunysb.edu

Do I have to wait until the week of the submission deadline to submit my thesis/dissertation?
No.  If you are ready to submit your thesis or dissertation to the Graduate School early in the semester, you can do so without it affecting your student status, even if you submit on the first day of classes. When a student submits their thesis or dissertation, nothing regarding their student status in the University system is changed:
  • An international student will not be out of status.
  • A student with a tuition scholarship or TA/GA/RA will not lose funding.
  • A student who lives on campus will not lose housing.
  • Students retain all University privileges (such as library access) until their degree is posted to their record.
How do I prepare my thesis/dissertation?
Your thesis or dissertation must be prepared according to the guidelines. On the Graduate School website, go to Academics - Graduation Information – Guide to the Preparation of Theses and Dissertations. You may also e-mail Graduate_School_Graduation@notes.cc.sunysb.edu with any questions.


CEREMONY INFORMATION

When are ceremonies held?
  • In May, there are two ceremonies: the Doctoral Hooding Ceremony (which only confers doctoral degrees) and the Main Commencement Ceremony (which confers master’s and bachelor’s degrees).
  • The December Commencement Ceremony confers doctoral, master’s and bachelor’s degrees, and includes the Doctoral Hooding ceremony.
  • There are no ceremonies held in August.
  • Visit the Conferences & Special Events website (http://stonybrook.edu/cse/) or contact them (631-632-6320; confevents@notes.cc.sunysb.edu) for current dates and times.
Who can attend?

  • December Graduation Ceremony (includes Doctoral Hooding Ceremony) - Friday, December 21, 2012
Doctoral Candidates:  
In order for a December 2012 doctoral candidate to participate in the
Hooding Ceremony, the student must do one of the following by the deadline to submit the Ceremony Attendance Form (this date will be posted on Conferences and Special Events' website):
      • Submit the final version of their dissertation to the Graduate School
                    OR
      • Have a Defense Announcement already posted on the Graduate School's website for a defense date prior to the December dissertation submission deadline (December 19, 2012).    

In order for an August 2012 doctoral candidate to participate in the December Doctoral Hooding Ceremony, the student must have been awarded the degree by the deadline to submit the Ceremony Attendance Form (this date will be posted on Conferences and Special Events’ website).
 
Masters Candidates:  The Graduate School does not have any regulations on which masters students can walk in the December Ceremony.  Masters students who have any questions about this should contact Conferences & Special Events (631-632-6320 or confevents@notes.cc.sunysb.edu).

    Departmental Ceremonies:  The Graduate School does not have any regulations on which students can participate in their departmental ceremonies. Students who have any questions about this should contact their department.
When is information sent out?
  • Students will have access to the Ceremony Attendance Form on their SOLAR account from mid-October through early December (exact dates to be posted on Conferences & Special Events’ website). Any questions regarding the Ceremony Attendance Form should contact Conferences & Special Events (631-632-6320 or confevents@notes.cc.sunysb.edu).
  • The Graduate School will also send information about the hooding ceremony to all doctoral candidates shortly after receiving your Ceremony Attendance Form. Contact the Graduate School at doctoral_hooding_ceremony@notes.cc.sunysb.edu for any additional questions.


AWARDING THE DEGREE

When will my degree be posted?
  • Your program will send a Completion Statement to the Graduate School once you have completed all requirements for the degree.  This can only happen when the semester you are graduating in is over, and all grades have been posted (including for the last semester).  These Completion Statements are then reviewed and processed by the Graduate School.
  • The Graduate School cannot review your record for clearance without first receiving the Completion Statement form from your program, so please consult with your program regarding the status of your clearance before contacting any other office.
  • The Graduate School begins reviewing students’ records for clearance generally during the first week of the month that follows the degree awarding date (degree awarding dates are May, August and December).
    • Records are reviewed in the order the Completion Statement forms are received.
    • It takes approximately 4 weeks to review all candidates’ records, as the Graduate School processes an average of 280 degrees per semester.
    • Due to the time involved, the Graduate School cannot consider requests to process certain degrees or individuals first.
  • When the Graduate School clears you for your degree, the degree is immediately posted to your transcript.  At this time, if you request an official transcript from the Registrar, the degree will be reflected on the transcript.
When will I receive the diploma?
  • It takes approximately 4-6 weeks from the date of clearance by the Graduate School for you to receive the diploma.  The Registrar handles the diploma process with an outside vendor, and the vendor produces and mails out the diplomas.  Students can view the ordered or mailed date of their diploma on their checklist through SOLAR.
    • NOTE: Once a diploma has been ordered, the diploma address cannot be changed. Students should make sure that their diploma address is accurate before the degree is awarded.
  • Financial holds (such as from Student Accounts, Library, or Parking Services) will prevent the release of your official transcript and diploma. You should make sure all fees/fines are paid by the time you plan to graduate.


SUMMARY OF DEADLINES

December 2012 Deadline Dates
Advancement to Candidacy* Tuesday, September 11, 2012
Defense Committee Request due to the Graduate School Tuesday, September 18, 2012
   Application for Graduation Monday, October 1, 2012
Thesis/Dissertation Deadline Wednesday, December 19, 2012


*The Advancement to Candidacy deadline relates to G4 doctoral students who are going to be advanced to candidacy (G5 status). The advancement to candidacy request must be received by the Graduate School from the program by this date for the advancement to take effect Fall 2012.

 

CONTACTS

Graduate School
2401 Computer Science Building, 2nd Floor
Stony Brook University
Stony Brook, NY 11794-4433
631-632-GRAD
E-mail: Graduate_School_Graduation@notes.cc.sunysb.edu

Conferences & Special Events
Director’s Suite, Charles B. Wang Center, Suite 302
Stony Brook University
Stony Brook, NY 11794-1603
631-632-6320
Website: http://stonybrook.edu/cse/
E-mail: confevents@notes.cc.sunysb.edu