Date:       February 15, 2012

To:         Graduate Staff

Cc:         Graduate Coordinators

From:       Graduate School Editorial Office

RE:         Update on GIMS Process for Dissertation Transmittal Letters

Doctoral students have always been required to obtain transmittal letters from their Committee Chairs prior to first submission of their dissertation to the Graduate School Editorial Office (  

As the Graduate School continues to migrate from paper to electronic processes, the Editorial Document Management (EDM) System has been enhanced so that the student makes an electronic first submission of their dissertation. A paper copy is no longer delivered to the Editorial Office.  

As a part of this process, the transmittal letter has also been transitioned into GIMS as an electronic form. For easier access, the transmittal letter is located in GIMS under the same tab as the other Graduate School Forms.  

It remains the responsibility of the student to obtain the necessary Committee Chair's signature on this form. Once the signature has been acquired, we ask that the Graduate Staff post these forms to GIMS on behalf of the student. The original paper form is kept in the student's department file.   

The Electronic Data Management (EDM) system requires that the transmittal letter be posted before the document can proceed in the first submission process. Students will receive an error message at the top of the screen at that time if the transmittal form is not in place.  

As always, transmittal letters are required for all dissertations. Master's theses require submission of the electronic final exam data along with the electronic first submission of the defended thesis.

Please contact the Graduate School Editorial Office at [log in to unmask] if you have any questions.