The UF Graduate School has recently had several changes in how student examination information is submitted, and this email serves as a reminder and a “frequently asked questions” guide to these changes.

 

Final Examinations

 

For Non-Thesis students:

·         The Final Examination form (which may correspond to an examination or some other type of culminating experience) is submitted by an academic unit representative via myUFL, following the instructions found here.

·         Academic units are required to retain original documents attesting to the completion of the final exam or culminating experience, but this documentation does not need to be in the precise format shown on myUFL.

·         If you wish to print a copy of the examination form as it will be submitted to the Graduate School, follow the submission instructions in the guide linked above, but instead of clicking “Save,” use your browser’s print function to print a copy of the form. You will need to re-enter this information after the exam to submit the finalized form.

·         Final exam forms are due in myUFL by Wednesday, April 11 at 5:00 PM for spring non-thesis degree candidates.

 

For Thesis students:

·         The Final Examination form is submitted by an academic unit representative via myUFL, following the instructions found here.

·         Academic units are required to retain original documents attesting to the completion of the final examination, but this documentation does not need to be in the precise format shown on myUFL. If you have prior printed forms from GIMS or a department-specific final examination form, these can be used to collect committee signatures.

·         If you wish to print a copy of the examination form from myUFL for committee signatures, follow the submission instructions in the guide linked above, but instead of clicking “Save,” use your browser’s print function to print a copy of the form. You will need to re-enter this information after the exam to submit the finalized form.

·         Final exam forms are due in myUFL by Friday, March 16 at 5:00 PM for spring thesis degree candidates.

·         An academic unit representative must submit the ETD signature page via GIMS by Wednesday, April 11 at 5:00 PM for spring thesis degree candidates.

·         New! Students must log in to GIMS to submit the UF Publishing Agreement. Academic unit users may also complete this process on behalf of the student, but we encourage units to have students log in to GIMS and submit the form directly. Students or academic units must submit the UF Publishing Agreement by April 11 at 5:00 PM for spring thesis degree candidates in order to allow the committee chair to be notified of the student’s choice and to allow the student to receive confirmation of Final Clearance status with the Graduate Editorial Office.

 

For Dissertation students – Final Defense instructions:

·         The Final Examination form is submitted by an academic unit representative via myUFL, following the instructions found here.

·         Academic units are required to retain original documents attesting to the completion of the final examination, but this documentation does not need to be in the precise format shown on myUFL. If you have prior printed forms from GIMS or a department-specific final examination form, these can be used to collect committee signatures.

·         If you wish to print a copy of the examination form from myUFL for committee signatures, follow the submission instructions in the guide linked above, but instead of clicking “Save,” use your browser’s print function to print a copy of the form. You will need to re-enter this information after the exam to submit the finalized form.

·         Transmittal letters were due in GIMS by February 14 for spring dissertation degree candidates. (This form will continue to be submitted by academic unit users via GIMS in future semesters; the deadline for Summer 2018 degree candidates is June 12.)

·         Final exam forms are due in myUFL by Wednesday, April 11 at 5:00 PM for spring dissertation degree candidates.

·         An academic unit representative must submit the ETD signature page via GIMS by Wednesday, April 11 at 5:00 PM for spring dissertation degree candidates.

·         New! Students must log in to GIMS to submit the UF Publishing Agreement and to print a copy of the applicable ProQuest Publishing Agreement. Academic unit users may also complete this process on behalf of the student, but we encourage units to have students log in to GIMS and submit the form directly. Students or academic units must submit the UF Publishing Agreement by April 11 at 5:00 PM for spring dissertation degree candidates in order to allow the committee chair to be notified of the student’s choice and to allow the student to receive confirmation of Final Clearance status with the Graduate Editorial Office.

·         Students must submit their ProQuest Publishing Agreement directly to the Graduate Editorial Office in order to receive confirmation of Final Clearance status. (This requirement has not changed.)

 

For Dissertation students – Candidacy Submission instructions:

·         The Qualifying Examination/Candidacy Submission form is submitted by an academic unit representative via myUFL, following the instructions found here.

·         Academic units are required to retain original documents attesting to the completion of the qualifying examination, but this documentation does not need to be in the precise format shown on myUFL. If you have prior printed forms from GIMS or a department-specific final examination form, these can be used to collect committee signatures.

·         If you wish to print a copy of the examination form from myUFL for committee signatures, follow the submission instructions in the guide linked above, but instead of clicking “Save,” use your browser’s print function to print a copy of the form. You will need to re-enter this information after the exam to submit the finalized form.

 

Additional Information and Known Issues:

·         The qualifying and final examination forms in myUFL are not currently displaying individual signature lines for committee members, and the formatting needs to be improved. We are working on both items. For now, if you use a copy of the myUFL form rather than a departmental form or a previously-printed form from GIMS, please have committee members sign wherever is convenient on the form.

·         Examination information submitted in myUFL is imported to GIMS about fifteen minutes after each hour during the business day. If information is submitted after 6 PM or during the weekend, this information will appear in GIMS after 8:15 AM the following business day.

 

As always, thank you for your patience throughout this transition, and feel free to send any questions or concerns about using the systems to [log in to unmask] with a copy to Jenn Hubbs at [log in to unmask].