Graduation Checklist

This checklist is up to date for Spring Semester, 2018 Graduation

Deadline for Application for Degree: January 19, 2018
Final Defense Deadline Date: March 30, 2018
Deadline for Document Submission: No later than 10 business days following public defense
The diploma date for Spring Semester 2018 graduates: April 28, 2018


Preparing to Graduate / Defend Your Dissertation

After receiving permission from the graduate committee to write the thesis; completing Graduate School, GBS and Theme minimum course credit and other requirements (or having an approved plan to finish all requirements within the semester of graduation); follow these following steps to graduate:

  • Determine a date, time and location for your public and private defense and communicate this information to your Graduate Study Committee members, theme directors and Nan Travis.
  • Refer to the theme-specific guidelines on the theme web page or with the theme directors for any theme-specific requirements regarding the timing of the private and public defense.
  • No later than January 19, 2018 - submit a completed on-line Application for Degree form for graduation in the semester in which you plan to graduate. A $50 charge will appear on your student account, for which you are responsible to pay.
  • No later than 14 business days before your public defense, send the following information to Nan Travis (This email address is being protected from spambots. You need JavaScript enabled to view it.) so that the announcement and flyer can be prepared and distributed. Should meeting this deadline not be possible, then the announcement and flyer will be prepared and distributed as soon as possible after the information is received.
  • Defense Title, Private Defense Date, Public Defense Date, Time, Location, the student’s GBS Theme, the name of the student’s mentor, and the names of the student’s graduate committee members.
  • No later than 10 business days before your public defense the finished dissertation must be emailed to your committee members and Theme Directors.
  • If it is not possible for this deadline to be met, the student must petition the Theme Director(s), in writing, no later than 3 days prior to the deadline. Specific reasons for the request, along with written permission of the graduate committee is to be included in the petition.
  • No less than 10 business days before your public defense, request thesis approval forms from the Graduate School website. You will receive an email letting you know when your forms can be picked up in the Graduate School (Lister Hill Library G03) within 5 business days of submitting your request. These forms are to be signed off on by your committee, indicating approval for awarding of degree and returned to the Graduate School.

Defending Your Dissertation

  • Communicate with your committee members and Theme Directors to determine a date and time for your dissertation defense.
  • To schedule a location for your defense, visit the GBS website, ‘Calendars & Room Reservations’ tab to check availability and book rooms that GBS manages. Contact Nan Travis at This email address is being protected from spambots. You need JavaScript enabled to view it., or any of the GBS staff members for contact information regarding other potential defense locations.
  • Notify your committee members, Theme Directors, and Nan Travis of the date, time, location and title of your defense.
  • GBS staff will advertise your defense by creating and posting paper fliers and also by sending email notifications and listing it in the GBS student newsletters. Nan Travis is your contact for this and she will contact you to request a photo for use on your flier.
  • Take your thesis approval forms to the defense – get the committee members’ signatures at the defense. You will turn in the form once all signatures are obtained.

Actions to be Completed After Your Successful Defense

  • No later than 10 business days after your public defense submit your final, completed dissertation as a SINGLE PDF. This is done online at the following website and a $65 charge is assessed.
  • No later than 10 business days after your public defense, complete the Survey of Earned Doctorates. This is done online at the following website.
  • Complete the UAB Graduate School Exit Survey which is administered through Canvas. Graduating students receive an email from the Graduate School with an invitation to submit the exit survey.


  • If you will participate in the UAB Graduate School Doctoral Hooding Ceremony - visit this website for information and important deadline dates about the hooding ceremony relative to your semester of graduation .
  • Complete the online “Commencement Form for Doctoral Hooding Ceremony,” to be held on August 12, 2017 at 12:00 p.m., at the UAB Alys Stephens Center, by this date: July 14, 2017.
  • Each candidate should ask his or her dissertation committee chair or a committee member to participate in the hooding ceremony. If no one from your committee is available to serve in this capacity, the person whom you ask to assist in the hooding must be a faculty member in your program. You will need to identify the faculty member who will hood you to confirm his/her availability. Faculty should inform the Graduate School of their plans to attend and to provide the names of any doctoral candidates they intend to hood.
  • Full regalia attire is required for this ceremony.
  • This may be purchased by contacting Greer Hallmark at This email address is being protected from spambots. You need JavaScript enabled to view it.; the deadline to order will be posted on the Graduate School website.
  • This may be rented; visit the website for links to doctoral and faculty regalia order forms, to view the deadline for placing your order, and instructions on order pick-up.
  • Guest Tickets will not be required for this event. Please arrange for your guests to be at the Alys Stephens Center by 11:15 a.m. so that they may be seated before the academic procession begins. Seating will be available for families and friends. No one will be seated prior to 11:15 a.m.
  • Special Accommodations. Upon request, special seating or assistance during the ceremony will be provided for those with disabilities. Please contact Kelli Carter (This email address is being protected from spambots. You need JavaScript enabled to view it.) in the Graduate School to make these arrangements.
  • Ceremony Procedures. Candidates and Faculty will report to the Alys Stephens Center no later than 11:00 a.m. on the day of the hooding ceremony. Proceed to Odess Theatre where you will check in at the Graduate School table, to pick up the name card that you will use in the ceremony, check your regalia with Bookstore representatives, fold your hood, receive instructions regarding the ceremony, and line up with your faculty mentor for the procession.
  • Your guests may be seated starting at 11:15 a.m. At 12:00 p.m., the procession will begin with the entry of the stage party. You will enter in procession, followed by your faculty mentor, and will be seated in the first rows of the concert hall. You, your faculty mentor, and any other candidates he or she is hooding will be seated together.
  • The ceremony will close with the recession of all members of the stage party, the doctoral graduates, and their faculty mentors.
  • Photographs. Picture taking is permitted, but only from audience seats or the outer aisles of the theatre; photographers should not impair the view of other spectators. There will be a professional photographer taking a picture of each graduate as she or he is hooded.
  • Arrival and Parking. On street parking is available around the ASC. Upper and lower circular driveways may be accessed as drop-off points. The Alys Stephens Center is located at 1200 10th Avenue South.



  • If you plan to leave your position before the end of your final semester, please complete the Final Semester Registration Adjustment Form to determine your registration hours for correct stipdent and tuition payment. 
  • Click here for UAB Dissertation Format Manual
  • If you are reprinting a published article or previously published illustrations, you must also submit permission to reprint from the copyright holder. (see Publishing Your Thesis or Dissertation and Editing).
  • Order bound copies of your dissertation for your personal use by going to the Graduate School and requesting forms.
  • To request a letter of degree verification for your post-doc appointment or other employment, contact Marla Jones at This email address is being protected from spambots. You need JavaScript enabled to view it..
  • Should the student not be able to meet the above deadlines, the student may hold the public and private thesis defense during the intended graduation semester and have a graduation date of the following semester. The Graduate School will allow students to forgo registration during their graduation term but only if they will have completed all degree requirements on or before the last business day prior to the start of the graduation term. It is the student’s responsibility to follow-up with the Graduate School to ensure all degree requirements have been met if they want to forgo registration.  Otherwise, all students are expected to enroll in 1 hour unless international or dependent upon departmental funding, financial aid, or student health insurance which may require additional hours.