Frequently Asked Questions

Who is my Graduate Studies Specialist?

When can I meet with my Graduate Studies Specialist?

Where can I find information regarding graduate rules and requirements?

Where can I find information regarding Graduate Student registration requirements?

What graduate program forms are required?

When should I submit my program/plan of study?   

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

Can I transfer credit from another university?

How do I transfer credit from another university?

I have a master’s degree from another university.  Is earning a second/subsequent master’s degree allowed at S&T? 

Where can I find final semester deadlines? 

Where can I find information regarding campus guidelines for my thesis /dissertation?

Is format checking required?

What happens if I have applied for graduation and can't meet the final deadlines? 

If I don’t meet the deadline for current semester/session graduation, what are my completion options? 

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?

Who should I contact if I have questions regarding the commencement ceremony?

Where/How do I file a grievance? 


Q:  Who is my Graduate Studies Specialist?

A:  You can find your Graduate Studies Specialist here.


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

A:    The graduate studies specialists offer one-on-one advising sessions for graduate students via phone, email, Zoom, or in person.  Please email your specialist for an appointment.  Include your full name and student ID number in your email.


Q:   Where can I find information regarding graduate rules and requirements?

A:   Please refer to the graduate catalog, which can be found here.

  • The catalog year (requirement term) is what determines the contract of degree requirements a student must fulfill in order to graduate. The catalog year is determined by the date of admission to the degree program

 


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

A:    Please refer to Policy Memo II-20.


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/plan of study?   

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

          Master's

  • Students that have a catalog year of 2019-2020 and prior: The Form 1 is due six weeks into the semester in which 15 hours of graduate credit will be completed.
  • Students that have a catalog year of 2020-2021 and beyond: The Form 1 is due the semester in which nine hours of graduate credit will be complete. 

          Doctoral 

  • Students that have a catalog year of 2019-2020 and prior: The Form 5 is due by the end of the semester in which the student passes the qualifying exam but no later than six weeks into the fifth semester of enrollment as a graduate student in the doctoral program.
  • Students that have a catalog year of 2020-2021 and beyond: The Form 5 is due by the end of the semester in which the student passes the qualifying exam but no later than the fifth semester of enrollment as a graduate student in the doctoral program.

Please note that the degree audit is built by the Office of Graduate Studies based on the credit hours that are included on the program of study.


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 if forms have not been submitted by the appropriate deadlines.  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 graduate actions hold on your account, please contact the graduate staff in your department for more information.


Q:   How do I transfer credit from another university?

A:  It may be possible. Please refer to the graduate catalog for your specific catalog year. 


Q:  How do I transfer credit from another university?

A:   Transfer credit will be indicated on your program/plan of study(instruction/requirements can be found on the Form 1/Form 5).  The office of the registrar will process the official transfer once the program/plan of study is approved by the office of graduate studies and the official transcripts have been received.


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

A:  It may be allowed depending on your individual situation.    Please refer to the graduate catalog for your specific catalog year.  


Q:   Where can I find final semester deadlines? 

A:    Final deadlines for each semester/session can be found here.


Q:   Where can I find information regarding campus guidelines for my thesis /dissertation?

A:    Resources regarding thesis/dissertation requirements/guidelines can be found here.


Q:   Is format checking required?

A:    Yes, once you have a complete thesis/dissertation, you must upload the pdf for the first format check. The format checking process typically takes approximately 2-3 weeks to complete.


Q:     What happens if I have applied for graduation and can't meet the final deadlines?

A:    You must notify your graduate studies specialist so they can request that your name be removed from the graduation list.  Once removed, you will need to reapply to be a candidate for graduation for the following semester/session. 


Q:     If I don’t meet the deadline for current semester/session graduation, what are my completion options?

A:    The answer varies depending on when you complete your defense and turn in your final thesis/dissertation (T/D).                    Please note that you must be enrolled on the date of defense. 

      If defending during the semester/session but not meeting the semester/session deadlines:  

  • Must be enrolled in courses/research for the semester/session
  • The final T/D would need to be accepted by the Office of Graduate Studies by 4 pm on the Friday prior to the first day of the following semester/session to avoid future enrollment.
    • Must allow at least two to three weeks for required format checking prior to the final submission of the T/D.

      If defending during the intersession (time between semesters/sessions):  

  •  One hour of Oral Examination 5040/6040 is appropriate to meet the enrollment requirement.
    •  Must request an Oral Examination Form from the office of the registrar. This form requires signature/approvals from the department and the office of graduate studies and must be submitted to the Registrar's Office on the date of defense, or up to 10 days prior, but not after.   
  •   The final T/D would need to be accepted by the office of graduate studies by 4 pm on the Friday prior to the first day of the following semester/session to avoid future enrollment
    •  Must allow at lease two to three weeks for required format checking prior to the final submission of the T/D
  •  If the final T/D is not accepted by the office of graduate studies by the deadline date listed above, enrollment for the following semester/session will be required. 
  •  Only one semester/session of enrollment is allowed after passing the final defense.   

 


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.  To request a degree completion letter please email your Graduate Specialist.  Once the degree has been awarded, you must request a certification letter from the Registrar’s Office.


Q:     Who should I contact if I have questions regarding the commencement ceremony?

A:    Information about the commencement ceremony can be found here.  You should contact the office of the registrar for additional questions. 


Q:   Where/how do I file a grievance?

A:   You can report a grievance to the Office of Graduate Studies by emailing gradsupport@mst.edu