Doctoral Degree Plan & Graduation Requirements

Degree Requirements

Credit Hours Requirement:

• 30 to 60 academic credits beyond a master’s degree.
• 60 to 90 academic credits beyond a bachelor’s degree.
• Specific credit-hour requirements vary by department. Students should consult their department for detailed program expectations.

Residency Requirement:

• The School of Graduate Studies does not have any academic residency requirements for graduate students, but departments and colleges may impose residency requirements in their programs as they see fit.

Dissertation Credit Requirements:

• A minimum of 12 dissertation credits (7970) for students entering with a master’s degree.
• A minimum of 18 dissertation credits (7970) for students entering with a bachelor's degree.
• Dissertation credits should be taken during the semesters when the actual dissertation work is being conducted, and faculty supervision is provided.

Publication Policy for Degree Completion:

• The School of Graduate Studies recognizes that scholarly publications are a vital component of graduate training and may be essential for post degree success. Publications or manuscripts of which the student is a co-author may be included if the committee determines that the student made a substantial intellectual contribution to the work.
• Permission to include a publication or manuscript in a dissertation does not depend on the order of authorship.
• Any included publication or manuscript must be a logical component of the overarching theme or themes addressed by the entire dissertation, which, as a whole, must represent the student’s individual and original effort.
• The student is responsible for obtaining reprint permission from the copyright holder for any published works included as part of the dissertation.
• A program or faculty mentor may require manuscripts to be submitted for publication as part of its degree completion requirements. However, because publication timelines are often subject to external factors, actual acceptance/publication of a manuscript cannot be a degree requirement, and time to degree cannot be extended to accommodate publication of a manuscript.

Professional Doctoral Degrees – Au.D., Ed.D., and DVM:

In addition to research-based doctoral degrees (e.g., Ph.D.), the university offers professional doctoral degrees such as:

• Doctor of Audiology (Au.D.)
• Doctor of Education (Ed.D.)
• Doctor of Veterinary Medicine (DVM)

These degrees differ from traditional research doctorates in the following ways:

• Focus: Professional doctorates emphasize advanced practice, clinical training, and application of knowledge in professional settings, rather than original research.
• Capstone Requirements: Instead of a dissertation, these programs may require a clinical project, portfolio, or other culminating experience.
• Credit Requirements: Credit requirements vary by program and may not follow the same dissertation credit model as Ph.D. programs.
• Timeline: Professional doctorates may follow a different academic calendar or progression model, often with integrated internships or residencies.

Students pursuing Au.D., Ed.D., or DVM degrees should consult their program’s handbook and Graduate Program Coordinator for detailed requirements, timelines, and completion procedures specific to their degree.

Degree Plan

1. By the End of the Third Semester

Establish a Supervisory Committee and Submit an Approval (SCAF) Form

Purpose

• The SCAF establishes a graduate student’s supervisory committee and routes to all required reviewers for approval.

RCR CITI Training Requirement

• Required before submitting the initial SCAF for:
  • MS/A (thesis), MA, MFA, and all doctoral students
  • Any student funded by NIH, NSF, or USDA‑NIFA
• Graduate students who are supported by funding from the NIH are required to complete a face-to-face component through the Division of Research Integrity and Compliance.

For more information about the Responsible Conduct of Research Training, please check out the USU RCR website.

Committee Participation

• All full‑time USU faculty/staff on a committee must be approved graduate faculty. External, adjunct, emeriti, or limited‑affiliation individuals require separate ad hoc approval from the Department Head and the Vice Provost for Graduate Studies.

For further details about supervisory committee requirements, please visit the Supervisory Committees Information page.

NOTE: If the SCAF form does not have all required committee roles filled and the completed RCR training it will be denied.

Finalize and Submit a Program of Study

2. By the End of the Second Year

Comprehensive Examinations

• Some departments or interdepartmental programs may require qualifying examinations in addition to comprehensive examinations.
• Action: Students should check with their program for specific exam requirements and timelines.
• Passing comprehensive exams is a major, required milestone toward candidacy and should generally be completed by the end of the second year. The School of Graduate Studies does not have a policy regarding the nature of student comprehensive exams, but it does require them. Departments may dictate their own policies on this matter, provided that they do not violate University and School of Graduate Studies policies.

Successfully Defend a Dissertation Research Proposal

• Students should finalize their dissertation topic and present a formal research proposal to their supervisory committee for review and approval.
• Action: Students should schedule a proposal meeting with their committee once their topic and research plan are clearly defined.
• NOTE: Approval of the dissertation proposal is required before significant research or data collection begins.

Submit an Appointment for Proposal Defense (AFP) Form

Purpose

• The AFP documents and registers a student’s proposal defense with the School of Graduate Studies. A defense is not official unless the AFP is fully approved before the scheduled date.

Approval Requirements

• Student
• Major Professor/Advisor
• Committee Members
• School of Graduate Studies

Additional AFP policy details are available in SGS Catalog Section 12.2.

Submit a Record of Proposal Defense (ROP) Form

Purpose

• The results of the proposal defense and any additional requirements are recorded on the Record of Thesis/Project/Dissertation Proposal Defense (ROP) form.
• The GPC will then submit the Record of Thesis/Project/Dissertation Proposal Defense (ROP) in ServiceNow, and the committee will verify the results of the defense.
• For further information regarding the Record of Proposal Defense (ROP), please review the School of Graduate Studies Catalog Section 12.2.

Approval Requirements

• Student
• Major Professor/Advisor
• Committee Members
• The School of Graduate Studies

Obtain Necessary Regulatory Approvals to Conduct the Proposed Research

• All University research involving human subjects, animal subjects, radiation materials, recombinant DNA, biohazardous materials, certain highly toxic chemicals, restricted foreign parties, or export-controlled items must be reviewed and approved by the appropriate University committee(s) before the research is started.
• For updates on IRB regulations and to determine whether a student’s research requires IRB approval, view USU's IRB webpage. For further information, please contact Research Integrity and Compliance.
• Graduate students are, with the assistance of their advisors, responsible for obtaining the necessary approval for their research. Verification of approval must be submitted to the School of Graduate Studies before the student’s doctoral Application for Candidacy can be approved.
• Information regarding regulatory approval for research can be found in the School of Graduate Studies Catalog Section 5.

Submit the Application for Candidacy (ACDD) Form

Purpose

• Submission of the ACDD form is a significant point in the doctoral student’s program because the Major Professor, Supervisory Committee, and Department Head thereby attest that the student is ready to conduct independent dissertation research—although successful completion is not guaranteed.
• This form is also used to document that the student has obtained any necessary regulatory approvals (IRB, IACUC, etc.) (see SGS Catalog Section 5.1.) and completed any safety trainings necessary. The form should therefore be submitted after the student’s committee approves the dissertation research proposal, and prior to the student conducting their research.

Approvals Required

• Student
• Major professor/Advisor
• Committee members
• Department head
• IRB (if needed)

Students Who Use This Form

• Doctoral student

Helpful Resources:

• Academic Forms
• Supervisory Committees
• RCR CITI Training
• Environmental Health and Safety
• Institutional Review Board (IRB)
• Animal Care and Use
• Publication Guide for Graduate Students
• University Libraries
• Writing Center

3. Preparing for the Final Defense

Review the Defense Process and Requirements

It is crucial that a student understands the procedures related to a dissertation defense.

• Final Defense Requirements

Any final defense held without following the proper procedures may be invalid.

Determine the Credit Load for the Defense Semester

• Full-time students must be registered for at least 3 credits during the semester in which they defend their dissertation.
  • Domestic students may be registered for 1 credit during their defense semester; however, they will hold part time status. Students receiving financial aid are likely to be required to maintain full time status, so it is strongly advised to check with the Office of Student Financial Support before electing to take only 1 credit.
  • International students must be registered for 3 credits if they defend in Fall or Spring semesters with an approved Full-Time at 3 Credits (FT3) form. However, they may register for 1 credit if they are defending in the summer semester with an approved Reduced Course Load (RCL) form in their SEVIS record, and their program’s policy allows for it.
    • NOTE: A Reduced Course Load (RCL) form can only be used one time and therefore cannot be used after the completion of a grace semester (see SGS Catalog Section 4.8.).
    • If International Students have any questions about the Full-Time at 3 Credits (FT3) form or the Reduced Course Load (RCL) form, they should contact the Office of Global Engagement.

Submit an Appointment for Final Defense (AFD) Form

Purpose

• The AFD documents and registers a student’s final defense with the School of Graduate Studies. A defense is not official unless the AFD is fully approved before the scheduled date.

Key Requirements

• All required forms must have been submitted and approved.
• Changes in the membership of a supervisory committee cannot be made during the six weeks prior to the defense without a written request from the department head and approval of the Vice Provost of Graduate Studies.
• All committee members must attend the full defense at the date and time submitted on the AFD. While in-person defense is preferred and recommended, members of the committee may participate remotely with both audio and video interaction.
• Appeals regarding scheduling or approval issues may be submitted to the Vice Provost for Graduate Studies.
• No committee member should agree to proceed with a defense until they have carefully read and agreed with the defensibility of the thesis, Plan B paper/project, or dissertation. The final defense should be scheduled by the student after all courses and the thesis, Plan B paper/project, or dissertation are completed.
• Once an AFD has been approved by the committee and the School of Graduate Studies, any changes to the date, time, and/or location require the submission and approval of a new AFD.
• Additional policy details regarding the AFD and the requirements for a final defense are available in SGS Catalog Sections 12.3., 12.4., and 12.5.

Approval Requirements

• Student
• Major professor/Advisor
• Committee members
• School of Graduate Studies

4. During the Final Defense

• Review the information related to the stipulations and matters during the final defense.

5. After the Final Defense

• Review the policies and procedures pertaining to after the defense.

Submit the Record of Thesis/Project/Dissertation Defense (ROD)

Purpose

• The results of the defense and any additional requirements are recorded on the ROD form, which is submitted to the School of Graduate Studies by the student’s Graduate Program Coordinator.
• The GPC will then submit the ROD in ServiceNow, and the committee will verify the results of the defense.
• For further information regarding the ROD, please review the School of Graduate Studies Catalog Section 12.5. and 12.6.

Approval Requirements

• Student
• Major Professor/Advisor
• Committee Members
• The School of Graduate Studies

The Grace Semester

• Please review the policy and stipulations related to the grace semester.

6. Dissertation Review and Submission Process

• Review the policies and procedures pertaining to the dissertation review and submission process.

Graduate School Deadlines

• For submission deadlines, and degree conferral dates, please review the Graduate School Deadlines page.

Submit the Thesis/Dissertation Format and Style (F&S) and Electric Publication Approval

Purpose

You, your major professor and your supervisory committee should agree on the format and style of your dissertation early in the writing process. The Thesis/Dissertation Format and Style form communicates which format and style have been chosen.

You are responsible for proofreading your thesis/dissertation and having it read and approved by all committee members and the department reviewer before having the Graduate Program Coordinator submit an electronic version (PDF format) of the document to Box.

Electronic Thesis/Dissertation Approval

• The Electronic Thesis and Dissertation Approval grants Utah State University a non-exclusive license to archive your work and make it accessible to the public. As the author, you retain ownership rights to the copyright and the right to use it in future works.
• If you have questions about the Electronic Thesis and Dissertation Approval form, contact the USU Libraries at digitalcommons@usu.edu.

Approvals Required

• Student
• Major professor
• Departmental format/style reviewer (check with your department to identify your format/style reviewer)

Submit the Authorship & Copyright Form (A&C)

Purpose

The Authorship and Copyright form specifies plans for publication. You must discuss your plans for publication with your chairperson and your committee to avoid misunderstanding about co-authorship or other acknowledgements as you publish parts or all of your thesis/dissertation. The form also asks for a date by which an acceptable draft will be submitted to your major professor or other USU faculty with whom you will publish. Establishing this timeline is crucial as it is important to get contributions to knowledge into the literature promptly. If the date for submission is not met, the faculty member may prepare the first draft of a manuscript for submission and, consequently, be listed as the first author. Your signature and those of your committee members indicate that you have discussed the plans and all are in agreement.

The rights to copyright and data are especially of concern if your thesis/dissertation research is carried out as part of a project with a principal investigator (PI) or in a laboratory using supplies and equipment furnished for you. Under certain circumstances, data gathered for use as part of a research project are the property of a federal, state, or private agency, Utah State University, or the principal investigator(s). Students using such data may be required to waive the right of ownership and/or the privilege of copyrighting the thesis/dissertation early in your program. You should discuss the ownership and the right to the data to be utilized in your thesis/dissertation with your committee chairperson and, if your thesis/dissertation involves work on a project or in a lab, with the PI or lab director.

Approvals Needed

• Student
• Advisor
• Committee members

Students Who Need This Form

• Doctoral
• Master’s Plan A

Submit the Title Page

Purpose

The purpose of the Title Page form is for the final approval of a student's Master's Plan A Thesis or a Doctoral Dissertation. By approving this form, the committee members agree that the student's final document is ready to be put before the School of Graduate Studies and the Vice Provost for final approval.

Students Who Use This Form

• Master’s Plan A
• Doctoral

Approvals Required

• All Committee Members
• Vice Provost for Graduate Studies

Embargo Policy

• Students and their committee should decide whether or not it is necessary for the student to embargo the student’s work.
• Review the embargo policy.
• Submitting an embargo request form is optional.

7. Prepare for Graduation

Reasons Graduate Students Will Be Denied for Graduation

Missing Requirements:

• Unmet degree or credit requirements. To be awarded a graduate degree, students must fulfill all degree requirements. No verified degree from previous institution(s). Official transcripts must show degree earned and conferral date.
  • NOTE: Official transcripts should be received by the School of Graduate Studies (SGS) no later than the student’s first semester to avoid a hold on their account (see SGS Catalog Section 1: Graduate Admissions Policies).
• Missing Required Forms:
  • Supervisory Committee (SCAF) Form
  • Program of Study (POS) Form
  • Appointment for Thesis/Project/Dissertation Proposal Defense (AFP) Form
  • Application for Candidacy (ACDD) Form
  • Record of Thesis/Project/Dissertation Proposal Defense (ROP) Form
  • Appointment for Thesis/Project/Dissertation Defense (AFD) Form
  • Authorship & Copyright
  • Format & Style
  • Title Page
  • Record of Thesis/Project/Dissertation Defense (ROD) Form
  • Graduation Application
• For more information about required academic forms, please visit the Academics and Forms page on the School of Graduate Studies website.

Registration Issues:

• The student is registered for classes in the following semester.

Dissertation Issues:

• Dissertation not defended.

Grade Issues:

• GPA below 3.0 on the Program of Study.
• Unresolved Temporary (T) grades – must be changed by Faculty.
• Unresolved Incomplete (I) grades – must be changed by Faculty.

Graduation Application Requirement

• All graduate students – regardless of plan type – must complete a graduation application for the correct semester in which they intend to graduate. Note: A $15 fee must be paid when the graduation application is submitted for each degree program.
• Reminder: Graduate students may submit only one graduation application per program.
• Graduation dates will be manually updated by the Graduate School Registrar when the student’s degree is finalized. If a student has the wrong semester listed, the Graduate Program Coordinator must provide a list to the Graduate School Registrar so corrections can be made.
• In order to officially graduate and receive a diploma, graduate students must:
  • Complete all graduate degree requirements.
  • Submit a graduation application.
• Once all graduation requirements have been met, students can expect to have their degree awarded within 45 days of the degree conferral date.

8. Graduation

Commencement Participation

• Graduate students who graduate during the summer semester are eligible to participate in spring commencement of that academic year.
• For questions about commencement and convocation, please review the Utah State University Commencement page.

9. After Graduation

Graduate Student Diplomas

• Diplomas for degrees conferred by the School of Graduate Studies are prepared by the main Utah State University Registrar’s Office at the end of each semester once degrees are awarded.
• For further questions, please review the Frequently Asked Questions (FAQs) Page on the USU Registrar’s website.

Graduate School Transcripts

• The School of Graduate Studies does not issue official or unofficial copies of transcripts. Students and alumni may request their transcript records through the main Utah State University Registrar’s Office.

Letters of Completion

• Graduate students who have fulfilled all degree requirements before the end of the semester may request a letter from the School of Graduate Studies verifying degree completion for employment purposes.
• Students may request a letter of completion by emailing the Graduate Registrar.
• A request for a letter of completion may take up to 24-48 work hours to complete.
• NOTE: Letters of completion will not be issued until a student’s dissertation has been reviewed by the SGS Thesis/Dissertation Reviewer and is ready to be transferred to USU Libraries for final processing.