Frequently Asked Questions

When can I meet with my Graduate Studies Specialist?

Where can I find information regarding Graduate Student registration requirements?

What graduate program forms are required?

When should I submit my program of study?   

Can I transfer credit from another university?

I have a master’s degree from another university.  Is earning a 2nd master’s degree allowed at S&T? 

Where can I find final semester deadlines? 

Does the campus have guidelines for writing a thesis or dissertation?

Is format checking required?

What happens if I can’t defend and turn in the final copy of my thesis/dissertation by the deadline?

If I don’t meet the deadline for current semester graduation, will I need to register for the next semester?

I finished all my degree requirements but my degree will not be awarded yet. Can I get a letter that states I have completed my degree requirements?

I have a graduate actions hold that is preventing me from enrolling.  What do I need to do to get it released?


Q:   When can I meet with my Graduate Studies Specialist?

A:    The Graduate Studies Specialists have open advising daily from 2:00 – 4:00 pm. If you cannot make it during that time please feel free to send them an email.  Please include your full name and student ID number in your email.


Q:   Where can I find information regarding Graduate Student registration requirements?

A:    Please refer to Policy Memo II-20, which can be found here.


Q:   What graduate program forms are required?

A:    A series of forms are used to establish a plan of study, identify an advisor and advisory committee, and to report the results of various examinations.   These forms and instructions can be found here


Q:   When should I submit my program of study?   

A:    Each graduate student must complete and submit a program of study. 

  • Master’s students must submit a Form 1, which should be submitted by the 6th week of the semester in which the 15th credit hour will be completed.  
  • Doctoral students must submit a Form 5, which must be completed by the end of the semester that the Qualifying Exam is passed, but no later than 6 weeks into the fifth semester of enrollment in a doctoral program.  Please note that a doctoral student must pass the Qualifying Exam and submit a Form 4, Report on Qualifying Exam, prior to submitting the Form 5.  

Q:   Can I transfer credit from another university?

A:    It may be possible. Please refer to the appropriate information below.

  •  Master’s students:  A maximum of nine credit hours of coursework for master’s degrees may be transferred from another university.
  •  Doctoral students:  A student who has not earned a master’s degree may transfer a maximum of 18 credit hours; students with a master’s degree may transfer a maximum of nine credit hours.

Please note that the transfer courses cannot have already been used toward another degree. 

Please click the links above for additional information in the graduate catalog. 


Q:   I have a master’s degree from another university.  Is earning a 2nd master’s degree allowed at S&T? 

A:    It may be allowed with approval from your advisor and department chair.  Please refer to the graduate catalog for more information.


Q:   Where can I find final semester deadlines? 

A:    Deadlines are published on-line for students expecting to graduate in a given semester.  The deadlines for each semester can be found here.


Q:   Does the campus have guidelines for writing a thesis or dissertation?

A:    The campus has thesis/dissertation specifications and a template.   These documents and more can be found here.


Q:   Is format checking required?

A:    Yes, once you have a complete thesis/dissertation, you must submit a hard copy to the Office of Graduate Studies, G8 Norwood Hall, for format checking. 


Q:     What happens if I can’t defend and turn in the final copy of my thesis/dissertation by the deadline?

A:    You will not graduate during the current semester (the semester in which you missed the deadline).  You will need to reapply to be a candidate for graduation for the following semester. 


Q:     If I don’t meet the deadline for current semester graduation, will I need to register for the next semester?

A:    The answer varies depending on when you complete your defense and turn in your final thesis/dissertation.  You must be enrolled at the time you defend. 

  • If defending during the spring/fall semester but not meeting the spring/fall semester deadline:  If you are already enrolled in courses/research during the semester in which you are defending, then you have met the enrollment requirement.  You would then need to submit your final thesis/dissertation by 4:00 pm on the Friday before the first day of classes of the next semester to avoid any future enrollment.  You will need to allow at least 1.5 weeks for required format checking prior to final submission.
  • If defending during the intersession (time between semesters):  One hour of Oral Examination 5040/6040 is appropriate to meet the enrollment requirement.  You will need to pick up an Oral Examination Form from the Registrar’s Office.  This can be submitted on the date of your defense, or up to 10 days prior, but not after.  Please note that you will have to submit your final thesis/dissertation by 4:00 pm on the Friday before the first day of classes of the next semester to avoid any future enrollment.  You will need to allow at least 1.5 weeks for required format checking prior to final submission.
  • If you do not submit the final copy of the thesis/dissertation by that time, you will be allowed to enroll in 1 credit hour of research for the first two weeks of the summer session or four weeks of the fall/spring semester.  If after that time period has passed and you have not completed, you will be required to be enrolled full time. (See Policy II-20)

Final deadlines for every semester can be found here.


Q:     I finished all my degree requirements but my degree will not be awarded yet. Can I get a letter that states I have completed my degree requirements?

A:      Yes.  The Office of Graduate Studies can provide a degree completion letter to you before the degree is awarded.  Once the degree has been awarded, you can request a certification letter from the Registrar’s Office.


Q:     I have a graduate actions hold that is preventing me from enrolling.  What do I need to do to get it released?

A:      Holds are typically placed for forms that need to be submitted at certain milestones.  If you are a master’s student, the hold may be placed for a Form 1, Program of Study.  A doctoral student may have a hold for either the Form 4, Report on Qualifying Exam, or the Form 5, Program of Study.  If you have a graduation actions hold on your account, please contact either the graduate staff in your department or the graduate studies specialists in the Office of Graduate Studies for more information.