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 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 2nd 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 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?

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 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. Please 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.


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.  

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:   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:  How do I transfer credit from another university?

A:   Transfer credit will be indicated on your program of study.  The Registrar’s Office will process the official transfer once the program 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 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:   Where can I find information regarding campus guidelines for my thesis /dissertation?

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


Q:   Is format checking required?

A:    Yes, once you have a complete thesis/dissertation, you must submit a printed copy to the Office of Graduate Studies, G8 Norwood Hall, for format checking.  The copy must be printed one-sided and must not be stapled or bound.  Typically this process takes approximately 2-3 weeks to complete.


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 deadlines:  If you are already enrolled in courses/research during the semester in which you are defending, then you have met the enrollment requirement.  Your final thesis/dissertation would then need to be accepted by the Office of Graduate Studies 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 two to three 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 form requires signatures from your department and the Office of Graduate Studies, and can be submitted back to the Registrar’s Office on the date of your defense, or up to 10 days prior, but not after.  Please note that your final thesis/dissertation would then need to be accepted by the Office of Graduate Studies 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 two to three weeks for required format checking prior to final submission.
    • If your final thesis/dissertation is not accepted by the Office of Graduate Studies by the deadline mentioned above, you will be allowed to enroll in one credit hour of research for the summer session/fall/spring semester, which would give you two weeks into the summer session/four weeks into the fall/spring semester for the final thesis/dissertation to be accepted.  (Please note, if you are on an F1/J1 Visa, enrollment in another semester may require you to pay for additional insurance, which you would need to confirm with the International Affairs Office.) (See Policy Memo 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.  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:     Any questions regarding the commencement ceremony should be addressed directly to Registrar's Office.  You should also check out the FAQ section on their website for information (https://registrar.mst.edu/commencement/).


Q:   Where/how do I file a grievance?

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