Below is a brief outline for how to file your dissertation.  The following steps for filing your dissertation should be taken in order:

  1. Make a final appointment with Office of Graduate Studies and file your dissertation at UC San Diego by the specified deadlines
  2. Contact Rita Baumann at SDSU to schedule your final approval meeting (which should take place within a couple days after your final appointment with Grad Division)
  3. Submit final dissertation to the JDP
  4. Meet with Rita Baumann at SDSU for final approval
  5. Submit dissertation to SDSU Montezuma Publishing

Filing Dissertation at UC San Diego

Upon successful completion of the dissertation defense and once the dissertation is FINALIZED, make a final appointment with the Office of Graduate Studies (Grad Division) at UC San Diego.  Appointments can be made online using the Graduate Division Calendar at https://gradforms.ucsd.edu/calendar.  The calendar only allows students to schedule two months in advance so plan accordingly.  Please refer to the site prior to making an appointment as there are specific guidelines to be followed.

Because the Ph.D. cannot be awarded prior to the completion of the internship, and because few internships are completed by the May or June graduation date, there is no rush to have this second appointment, and you should not be scheduling it during the very busy times of May and early June. Those times should be reserved for students in others department who actually can get their degrees on the day of graduation. If you come to walk at the UC San Diego graduation, you may want to schedule this appointment in the week right after that.  Otherwise you may need to make a second trip for this appointment or get someone who is still in San Diego to assist you. This meeting must occur anytime AFTER the end of Spring quarter at UC San Diego but BEFORE June 30 of that year (see below “Important Deadlines”).

PLEASE NOTE: It is recommended that you not make your final Grad Division appointment until the third or fourth “allowable” day since Sarah Hogue will email you any changes that are needed as soon as she reads through your dissertation (and she starts reading them on the morning of the first day).  If you make your appointment on the first or second day after Spring quarter, it could be stressful having to make your revisions day of.    

BEFORE the final appointment, make sure to:

  • File a pdf copy of the dissertation at: www.etdadmin.com at least one day prior to final appointment with Grad Division.  However, it is highly recommended to submit your dissertation one week in advance (if possible) since Grad Division is likely to find mistakes in formatting that will need to be corrected before you file the dissertation at the JDP and SDSU.
  • PLEASE NOTE: Grad Division will only begin to review dissertations AFTER the end of the Spring Quarter. Therefore, if you schedule your meeting the first Monday allowed, Grad Division may not have time to review your dissertation prior to your meeting. 
  • Contact the UC San Diego Program Coordinator, Kristin Deveraux (kdeveraux@ucsd.edu) for the General Petition form, which will need Dr. Heaton’s ORIGINAL signature.  This form will waive registration fees given that JDP students file for graduation between academic quarters.

For this appointment, you will need to bring the following:

  • Original signed JDP Form 5 (signed by committee members, Dr. Malcarne, & Dr. Heaton)
    • Please Note: The address listed on your JDP Form 5 is NOT the address that UC San Diego will mail your diploma to… make sure that your address is updated in TritonLink in order to successfully receive your diploma.  
  • Original signed signature page, signed in permanent ink (original plus two additional copies)
  • Abstract (three additional copies on plain paper)
  • Completed Degree and Diploma Application (obtained from Kristin Deveraux or online at http://registrar.ucsd.edu/studentlink/Grad_DDA_Form.pdf)
  • General Petition to waive registration fee (obtained from Kristin Deveraux)
  • Embargo Form (this form is available at http://ogs.ucsd.edu/_files/forms/DissertThesisReleaseTemplate.pdf) – The student’s advisor should sign this form ONLY IF the embargo is being requested. If not, only the student needs to sign and complete this form.
  • Survey of Earned Doctorates form (obtained at the preliminary Grad Division appointment)
    • Print two copies of the Completion Certificate once it is done (one for UC San Diego and one for SDSU)
    • UC San Diego Graduate Survey confirmation page (weblink to survey is emailed to students after the preliminary Grad Division appointment)
      • Print two copies of the Completion Certificate once it is done (one for UC San Diego and one for SDSU)

NOTE:  As with the initial meeting, you may have a proxy attend this meeting for you.  The proxy needs to have a complete copy of the dissertation printed on one side only and be willing to communicate any necessary changes to the student (along with sending/faxing some handouts).

Important Deadlines

Please note that we follow the deadlines at UC San Diego for filing the dissertation, however students are still required to apply for graduation at SDSU (see “Graduation Guidelines” for more information).   The student must be registered for PSY 899 at SDSU when submitting the final copy of the dissertation and will need to apply for graduation at SDSU for the semester in which the final copy will be submitted.  Even though you will apply for summer graduation, you will NOT have to register for any units during the summer term but ONLY IF you complete the following requirements by the deadlines listed below:

  • Last day of UC San Diego Spring Quarter (mid-June)
    • Successful defense of dissertation
    • Committee members and both co-directors have signed JDP Form 5
  • Starting the first day AFTER UC San Diego Spring Quarter ends and no later than June 30
    • Final meeting at UC San Diego Office of Graduate Studies (Grad Division)

If students do not meet the criteria listed above by the specified dates, they will need to register for either the SDSU Summer or Fall term at their own expense.  Refer to the “Graduation Guidelines” for more information.

Submitting Dissertation to JDP

AFTER your final appointment with Grad Division at UC San Diego, submit the final copy of your dissertation by e-mail to the Program Coordinator, Lynsey Miller (lmiller@mail.sdsu.edu), making sure to copy this email to the SDSU Co-Director, Dr. Vanessa Malcarne (vmalcarne@mail.sdsu.edu).  Please follow the guidelines listed below when submitting the final dissertation:

  1. The file should be a PDF document.  The title of the file should be Final Dissertation [Your complete name] [date of the final appointment].
  2. The subject line of the email should read [Your name] Final Dissertation.
  3. The body of the email should read:

“Attached please find a copy of my final dissertation.  It has been approved by [Name of Grad Division Advisor at UC San Diego who approved dissertation].  I understand that my posted graduation date must be after the completion of my pre-doctoral internship.  In order to ensure compliance with this requirement, I have listed the necessary internship information below:

  • [Name and location of internship placement]
  • [Internship start and end dates]

I understand that the SDSU Graduate Division Evaluator will not post my degree without this information and a confirmation email from the SDSU Program Coordinator.”

Once your dissertation has been submitted to the SDSU Program Coordinator, a confirmation email will be sent to Rita Baumann in the Graduate Affairs Office at SDSU.  Please note that Rita will not submit your paperwork to UC San Diego (which is required to graduate) without this confirmation email.  Therefore, it is highly recommended that you submit your final dissertation and internship information at least one business day prior to your meeting with Rita.  If this is not possible, please contact the SDSU Program Coordinator with your proposed meeting date(s) and time(s) with Grad Division and Rita.  At the very least, students should schedule the meetings a few hours apart to allow for any last minute formatting edits and/or to give enough time for the Program Coordinator to send a confirmation email.

Filing Dissertation at SDSU

Contact Rita Baumann in the Graduate Affairs Office (SDSU) to assure all necessary items have been submitted and to make your final appointment with her. Even though your final appointment with Grad Division MUST take place BY June 30 (to avoid having to register at your own cost), you do not necessarily need to meet with Rita at SDSU before June 30. However, your meeting with Rita should take place within a couple of days after your final appointment with Grad Division.

Rita Baumann’s Contact Informationrbaumann@mail.sdsu.edu or 619-594-1504 

When you meet with Rita, you will need:

  • The original JDP Form 5 signed by all committee members, both graduate advisers, and Sarah Hogue at UC San Diego (from the final appointment)
  • A copy of the title page and signature page for Rita to keep
  • An extra copy of the signature page for Montezuma Publishing (preferably an original)
  • A copy of the Survey of Earned Doctorate of the Certificate of Completion that you completed for UC San Diego
  • Rights to Thesis/Dissertation Data and Publication Authorship form (sent by Rita Baumann)
    • If you plan to embargo your dissertation at UCSD, then you MUST embargo your dissertation at SDSU. Please refer to the “Procedures to Request an Embargo of a Dissertation” document for more information (Rita will send this to you directly and will discuss this at your meeting with her). 
  • Your dissertation, either on a flash drive or you can submit it electronically to Montezuma Publishing
  • Confirmation that the JDP received a pdf copy of the dissertation (sent via email by Program Coordinator prior to the meeting)

NOTE:  If you are located elsewhere on internship, it would be advisable to schedule the meeting when you are in San Diego for your Final Meeting with Grad Division.  If you think you will be unable to do this, you may elect to have a proxy attend this meeting for you.  Your proxy will need to contact Rita to schedule a meeting time and they must have all of the documentation required for the meeting.  If you elect for this option, you MUST let the Program Coordinator know as soon as possible.

Rita will then fill out a Clearance Sheet verifying the student was registered for 3 units in PSY 899 during the Spring semester and make a copy of the JDP Form 5 for the student (she will keep the original).  After your meeting with Rita, you can walk over to Montezuma Publishing, which is the last step in filing your dissertation.

When submitting your dissertation with Montezuma Publishing, you will need:

  • The Clearance Sheet (which you will get from your meeting with Rita)
  • An extra copy of the signature page
  • A copy of your dissertation (either on a flash drive or emailed beforehand to thesis@aztecmail.com)
  • Processing fee ($45 plus tax) – Credit card accepted

For more information about filing your dissertation with Montezuma Publishing, you can visit their website at http://montezumapublishing.com/HOME/tabid/107/Default.aspx.

Once this process is complete, Montezuma Publishing will notify Rita that the dissertation has been processed to the library, Rita will obtain the SDSU Dean’s signature on the JDP Form 5 and forward the original to Grad Division for the UC San Diego Dean’s signature.

Apply to Graduate (SDSU)

Application for graduation is a requirement and is unrelated to whether or not a student participates in either university’s commencement ceremony.  You can apply to graduate at SDSU through your Web Portal account.  No application is required for graduation by UC San Diego.

The SDSU Graduate Division is NOT FLEXIBLE regarding the graduation application deadlines for doctoral students. These deadlines are early in each semester.  General guidelines for application deadlines are:  Fall term – mid September; Spring/Summer term – early to mid-February.  SDSU graduation deadlines can be found at: http://arweb.sdsu.edu/es/registrar/apply.html.  The fee for graduation ($55) can also be found on the same page.

NOTE: Since student internships end after the last day of UC San Diego’s Spring Quarter, you must apply to graduate during the Summer term (NOT the Spring).  Students must be registered in PSY 899 at SDSU when submitting the final copy of the dissertation and will need to apply for graduation at SDSU for the semester in which the final copy will be submitted.  Even though you will apply for summer graduation, you will NOT have to register for any units during the summer term if all requirements have been met by the deadlines listed below.  If you do not meet the criteria listed below by the deadlines provided, you will need to register for PSY 899 at SDSU for either Summer or Fall term at your own expense.

Summer Graduation (no registration fees)

You will NOT have to register for any units during the summer term but ONLY IF you complete the following requirements by the deadlines listed below:

  • Last day of UC San Diego Spring Quarter (mid-June)
    • Successful defense of dissertation
    • Committee members and both co-directors have signed the JDP Form 5
    • Starting from the first day after UC San Diego Spring Quarter ends and no later than June 30
      • Final meeting at UC San Diego Office of Graduate Studies (Grad Division)

If you do not meet the deadlines listed above, you have the following options:

Summer Graduation (registration fees required)

You will not need to reapply for graduation but will be required to register for 1 unit of PSY 899 at SDSU at your own expense.  For SDSU tuition and fees information, visit http://bfa.sdsu.edu/fm/co/sfs/registration.html.  Extended deadlines to still graduate during the summer term are as follows:

  • Last day of UC San Diego Summer Quarter (early September)
    • Successful defense of dissertation
    • Committee members and both co-directors have signed the  JDP Form 5
    • Final meeting at UC San Diego Office of Graduate Studies (Grad Division)

Fall Graduation (registration fees required)

You will need to reapply for graduation and pay the $55 application fee again.  You will also be required to register for 3 units of PSY 899 at SDSU at your own expense plus the mandatory student fees.  For SDSU tuition and fees information, visit http://bfa.sdsu.edu/fm/co/sfs/registration.html.   Deadlines for Fall graduation are as follows:

  • Last day of UC San Diego Fall Quarter (mid-December)
    • Successful defense of dissertation
    • Committee members and both co-directors have signed the JDP Form 5
    • Final meeting at UC San Diego Office of Graduate Studies (Grad Division)

Degrees are only posted once Rita (SDSU) verifies with Grad Division (UC San Diego) that all necessary requirements have been fulfilled.  Summer degrees will be conferred in September.

 

Dissertation Final Copy – Licensing Boards – PostDoc Hours

It is not possible to have a uniform date of completion appear on the transcripts from both universities.  Additionally, the actual date the degree is conferred may not coincide with the date of internship completion.  For example, if all requirements are completed after deadlines for one quarter, the degree award will technically be conferred much later.  It is suggested, therefore, that students:

  1. Plan to submit the final copy of the dissertation during the last semester of the internship.  It is advantageous to submit it during spring semester, as any summer registration costs are the responsibility of the student.  This means that the dates of completion that appears on transcripts will be much closer together.  In any event, Grad Division will hold the JDP Form 5 until all requirements are completed and typically will not accept the final copy early.
  2. Check with specific state licensing boards to determine which date they accept for counting post-doc hours.  It is likely that most states accept the date of completion of all requirements.  Since there will be more than one, probably the latest one will suffice.
  3. If there is a problem with this, find out if the licensing board will accept a letter from either the program or the SDSU Graduate Division, but keep in mind that this may not be acceptable.

Although licensing may seem far from consideration early in the program, we have some recommendations that may save grief and last minute scrambling.  It is much easier to attend to them while still in the program.  Requirements of psychology boards vary from state to state and sometimes applicants can be tripped up over something that may seem insignificant at the moment.

We recommend students:

  1. Keep a copy of the syllabus for each JDP course taken at both universities.  One board of psychology did not want to accept our assessment sequence because the titles did not contain the word “psychometrics.”  Do not depend on a professor having a specific syllabus years later
  2. Keep an ongoing summary record of practicum hours each year.  Some state licensing boards will require an accurate accounting of hours throughout graduate training.
  3. Download a copy of each graduate catalog (SDSU and UC San Diego) under which the program was entered.  A board of psychology from one state required course descriptions from that specific catalog.
  4. Order several official copies of the transcript after all requirements have been completed.  First, be sure that the Ph.D. award has been posted on the transcript.  SDSU and UC San Diego will send official ones that are sealed.  Most places will consider them official as long as the seal is not broken.  Any postdoctoral or other position will require transcripts as will state boards of psychology.

 

NOTE:  In California, practice as a psychologist is governed by state law; graduation from the doctoral program in clinical psychology does not by itself qualify a person to practice as a psychologist.  For further information, consult the California Board of Psychology website:  http://www.psychboard.ca.gov/