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MEMORANDUM

 

Date:

April 27, 2020

To:

Graduate Coordinators   

 

 

Cc:

Graduate Deans, Department Chairs, and Graduate Staff

From:

Stacy Wallace
Associate Director
Graduate School Editorial Office

RE:

Extension to Summer 2020 Clear Prior Deadline for Eligible Thesis and Dissertation Students

 

In response to the impact due to the disruptions caused by the COVID-19 Pandemic, the Graduate School seeks, where possible, ways to ease some of the burden carried by our graduate students.  A one-time extension of the clear prior option for thesis and dissertation students has now been established for the summer semester.  For eligible thesis and dissertation students, the Summer 2020 “Clear Prior” Final Clearance Deadline has been extended to Monday, June 8, 2020 at 5:00 p.m. 

Clearing prior status is only possible for thesis and dissertation students who have met all published deadlines for the current (i.e. the Spring, 2020) term except Final Submission and/or Final Clearance with the Graduate Editorial Office. No other students are eligible.  Clearing Prior permits  thesis and dissertation students to be exempt from registration for the term in which the degree will be awarded (in this case, Summer 2020) if the student meets ALL the following criteria:

  • Student has successfully submitted a degree application for the Spring, 2020 term within the published deadlines, as confirmed by print screen available from ONE.UF
  • Student has appropriately satisfied the current term registration.
  • Student has successfully met the current term first submission deadlines for the thesis or dissertation, as confirmed by the Editorial Office, via a confirmation email to the student and committee chair.
  • Student has successfully met all other degree and administrative requirements within the published deadlines for the current term, except Final Submission and/or Final Clearance with the Graduate School Editorial Office.
  • Student is in the process of finalizing the thesis or dissertation with the Graduate School Editorial Office. No other students are eligible.

PLANNING FOR A SUMMER 2020 DEGREE AWARD

Degree Application

Although not required to register during the term of degree award, students clearing prior must file a new degree application for the summer semester, as degree applications do not carry over from semester to semester and are essential for the degree to be awarded

Dissertation and Thesis Checklists and Format Guidance

The Editorial Office provides and maintains information regarding the deadlines for submission to the Graduate School, thesis and dissertation checklists, and ETD formatting guidelines. This office also publishes the Guide for Preparing Theses and Dissertations to help students with the formatting process.  

The Application Support Center (ASC) provides ETD Technical Support and guidance with ETD formatting and submission to the Editorial Office through Online Tutorials as well as by direct consultation with students using electronic means. 

Graduation Checks

It is crit­­ical departments conduct graduation checks for students intending to graduate during the summer.  Please ensure graduating students do not have any outstanding issues potentially blocking them from meeting all degree requirements and confirm all appropriate data are recorded properly in GIMS and SIS.

Summer Degree Candidates Unable to Clear Prior

The option to clear prior is reserved for thesis and dissertation students who have successfully met the first submission deadline with the Graduate School’s Editorial Office and are working toward fulfilling the final submission and final clearance requirements of that office.  No other students are eligible to clear prior.

For students unable to clear prior, in summer, they must register for a minimum of 2 credits. Thesis students must enroll in 6971, and doctoral students must enroll in 7980. Project students are required to take two credits of 6973/6979 (Project in Lieu of Thesis) in their final term as well. Non-thesis students must enroll in course work that counts toward the graduate degree.

THESIS AND DISSERTATION ASSISTANCE AVAILABLE

To avoid potential acceptance issues, prior to submission to the Editorial Office, students should consult the Application Support Center (ASC) for preliminary review by one of their trained technicians.  To reach the ASC, call 392-4357, choosing the option for thesis and dissertation assistance from the menu.  To contact the ASC for format assistance, send the document directly via email to [log in to unmask] requesting review remotely.  

The Graduate School Editorial Office is here to help and to provide guidance to students completing their thesis or dissertation.  During the pandemic, we are working remotely, maintaining normal office hours.  In turn, should you have any questions or concerns, please do not hesitate to reach out to our office via email to [log in to unmask] or by calling 392-1282 and providing us with information regarding the best way to contact you.    

Thank you and do take care,  

UF Graduate Editorial Office
Graduate School
PO Box 115500
Gainesville, FL 32611
Telephone: (352) 392-1282
Email:
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Website:
http://graduateschool.ufl.edu/editorial/