Committee appointment form

Committee appointment form (co-chair option)

Purpose: This document indicates agreement of the committee to serve in guiding the student through their degree program. Each faculty member on a committee must have active graduate faculty status, and the Graduate College will check for active status before approving the committee. 

Routing Process 

1. Gather signatures from the Department Chair, Committee Chair and members, and Program Advisor.
2. Email the completed form to @email.
    

1. Get Adobe Acrobat Reader

Adobe Acrobat Reader is a free download from Adobe.com. If you don't already have it, download and install Adobe Acrobat Reader. If you already own a paid version of Acrobat, that version should work as well. There are known issues with non-adobe PDF viewer programs in internet browsers, therefore it's best not to use a browser like Firefox, Chrome, etc. (or Preview on Mac) to fill, save, or view Adobe forms. Please note: the free version of Adobe Acrobat Reader often comes bundled with free one-month trial software such as McAfee Anti-Virus. If you already have an anti-virus program, installing a second one on top of it may cause your computer's performance to slow noticeably. You do not have to install the free trial software. Un-check the boxes next to those items during the installation of Acrobat.

2. Download and rename the form

Download the form you need and rename it for clarity. We suggest adding your name to the form file name to make it easily recognizable as yours. 

3. Open and fill the form with Adobe Acrobat

Your computer might be set up to use another program as the default for opening PDFs. Right-clicking and selecting "open with" or "open with another program" will usually get you to where you can choose Acrobat as the program to open the form. If you like, you can change the preference in your operating system to use Acrobat as default, but it's not necessary at this time. Fill out the form fields first, we'll leave the signing for last. 

4. Sign your form

If your form requires your signature at this point, click on the signature box and follow the prompts that Acrobat provides. If you do not have to sign your form, skip to the next step. If you do not already have an Adobe Digital Signature, you will need to configure one at this time. Acrobat will prompt you for the necessary information and you will need to create a password for your signature. We recommend saving your signature (Digital ID) as a file to your personal computer for later use. 

5. Route your form for individual signatures one at a time

Often forms require signatures from several people. You must send the form as an email attachment to each of these people one at a time. After receiving the signed version of the form from the first person, save it to your computer and then attach that signed version to the email for the next signature. There's no method to combine separately signed forms, so do not send the form to everyone at once. Include these instructions in your email to your form signers. Every person in the chain must use Adobe Acrobat for each step. Help them help you by sharing these tips to set up Adobe signatures on their computer. You can copy and paste these instructions from this page or download this handy Routing forms digitally PDF version to attach to your email along with your form. 

6. Return the completed form

Send the completed version of the form to the appropriate Graduate College email. Email addresses are provided next to each form.

 In the event of a LOCKED Graduate College form: 

A small number of Graduate college forms are "locked" and are currently being updated to be more flexible in terms of digital signatures. These forms will have instructions to fill out, bring, and send the hard copy for signatures. For locked Graduate College forms that cannot take a digital signature, we will accept an email accompanying the form indicating approval. 

Dissertation defense scheduling

Purpose: This document allows the Graduate College to advertise and promote the final defense presentations for doctoral students. The form also ensures that doctoral students are at the proper stage of their program to schedule the defense and allows the Graduate College to anticipate receipt of the approved dissertation. Master’s and Specialist students do not need to use this form, since scheduling of their defenses is done within the department.

Routing Process:

1. Student completes the form after consulting with their committee members.
2. Student emails form and dissertation abstract to the Dissertation Specialist at the Graduate College (@email).

Approval form instructions

1. Download and save the approval form file to your desktop or cloud storage.

2. Click in the "Date" field and type in the date of the defense, then tab to the next field.

3. Type your name exactly as it appears on your dissertation or thesis. The name and title on your manuscript must match the approval form exactly.

4. Your title will be inserted in the third field. Again, make sure that the title is typed exactly as it will appear in the manuscript. If your title exceeds the length of the first tile line, place the rest of it on the second line by tabbing to or clicking on that field. There are no quotation marks surrounding the title. If possible, it is suggested to use initial capitalization for your title on the approval form.

5. In the “Degree” field, type the degree being conferred. Then fill out the “Department” and “Program” fields. Sometimes the program name is the same as the department name and sometimes it differs. Please fill in both fields. If you are unsure, check with your department.

6. To list your committee members, tab or click over to the spaces below the signature lines. List the name, then a comma and the abbreviation for the terminal degree received. For example, Marie Maynard Daly, Ph.D. If you have co-chairs, type “Co-chair” after each name and then type their terminal degree.

7. Your committee members will sign the forms upon their approval of the document. They may sign digitally, physically, or through a hybrid. The signature and date spaces at the bottom of the form are reserved for final approval by the dean of the Graduate College.

8. Proofread carefully to ensure all fields of the form is accurate before circulating for signatures. Approval forms with errors or extraneous markings will be sent back to be re-signed and resubmitted, which could delay your graduation.

9. Upload the signed copy of your approval form to ProQuest ETD as part of the materials required to complete your dissertation or thesis submission to the Graduate College

Purpose: This document is signed after the defense and provides proof that the committee members approve the dissertation or thesis and the student has passed the final defense. Once the Graduate College reviews the submitted dissertation or thesis for proper formatting, the Graduate Dean gives the final approval on behalf of the university.

Routing Process:

1. Student completes the information section.
2. Student circulates for committee member signatures after successful dissertation or thesis defense.
3. Student uploads a signed approval form as part of their dissertation or thesis submission to ProQuest ETD.

Dissertation approval forms

3-member dissertation committee

4-member dissertation committee

5-member dissertation committee

Thesis approval forms

3-member thesis committee

4-member thesis committee

5-member thesis committee

Preparing to submit a dissertation, special project, or thesis

What is "continuous enrollment" and what are the requirements? 

Once a student begins enrolling in thesis, project or dissertation credits, they must continue to enroll in these credits every fall and spring semesters until graduation, even if they have already taken the maximum number of credits required for the program. In addition, they must be enrolled in a summer semester if they are graduating in that semester. Other summer enrollment is at the discretion of a student's advisor. Special exceptions to the continuous enrollment policy may be granted by appealing to the Graduate College dean.

I want to graduate in August, but there is no commencement ceremony. Can I attend another ceremony? 

August doctoral students may participate in the December ceremony. Please note, doctoral graduates receive their diploma at the ceremony, therefore they cannot walk early like master’s or specialist graduates, as those students receive a decorative representation of their diploma at the ceremony. Master’s and specialist students who apply for August graduation should contact the registrar’s office for more information.

I need to put together my committee so I can proceed with my thesis or dissertation proposal. What do I need to know?

First, choose a faculty member to serve as your committee chair. This person must be a full member of the graduate faculty in your home department. Your committee members should be chosen in conjunction with your committee chair. All members must have either full or associate membership in the graduate faculty. Your committee must contain a minimum of three members, but your department may require additional members. At least one other person from your home department must serve on your committee. Doctoral committees must have at least one external member, who may be from another department at WMU or from outside the University. Committee members external to WMU must be appointed as associate members to the graduate faculty for committee service by your home department.

Is there a standard format I should use for my thesis, project or dissertation?

Yes. Please follow the WMU Guidlines. You are encouraged to attend a formatting workshop to learn about the formatting requirements and other information pertaining to graduation. Workshops are generally offered in the Fall and Spring semesters. Once scheduled, they are listed on our events page.  For further questions please contact Jennifer Holm, Dissertations Specialist at @email. 

How do I hold my dissertation, thesis, or specialist project defense?

Dissertations, thesis, and specialist project defenses can be scheduled and held in person, virtually, or in a hybrid event. At least 3 members of the committee (chair and 2 members) must participate in the defense. Dissertation defenses must be announced publicly through the Graduate College, by completing a dissertation defense scheduling form. Scheduling a room for the defense is handled by the department. Thesis and specialist project defenses are handled at the departmental level. If you are holding your defense virtually, address any questions about technical resources to your college IT or the OIT help desk.

How do I get signatures on my dissertation/thesis/specialist project approval form?

Both written and electronic signatures are valid for approval forms. Since your committee members may be in different locations, there are several options for signatures on the approval forms. 

• Option 1: The form can be printed, signed, scanned, and sent to the next person for signature.
• Option 2: Committee members can use electronic signatures, such as Adobe sign (see steps in the "approval forms" section above to manage the process yourself). 
• Option 3: If those options are not manageable, the dissertation, thesis, or project chair can send an email to @email indicating that the committee members have approved the defense. 

When do I need to submit my master's thesis, specialist project or doctoral dissertation to the Graduate College?

The submission deadline is generally the Friday four weeks before commencement (four weeks before the end of Summer II term). Please refer to the calendar of deadlines for exact dates.

How do I submit my dissertation/thesis/specialist project to the Graduate College?

Please refer to Preparing to Submit a Dissertation, Specialist Project, or Thesis for submission details. If you have questions regarding the submission process, contact grad-dissertation@wmich.edu. 

How long does it take to hear back about my thesis, project, or dissertation after I turn it in to the Graduate College?

Manuscripts are reviewed in the order in which they are received, with dissertations taking priority. Doctoral students should allow approximately 2-3 weeks to receive notice from the dissertation specialist concerning any formatting revisions, and you must return any required changes in the time frame stated by the dissertation specialist. Master’s and specialist students should allow a minimum of 4 weeks to receive notice of revisions, and have up to 30 days after graduation to fulfill their requirements. Students should plan to remain accessible to make any necessary changes until final approval is received.

It doesn't look like my committee will approve my thesis or dissertation before the submission deadline. What should I do?

Contact your committee chair or major advisor to determine a reasonable timeline for completion, and consult with the Graduate College, if necessary. If you will definitely not meet the deadline, contact your graduation auditor to change your graduation date, as you will not be automatically moved to the next graduating class.

What do I need to know if my research involves human subjects?

Students and faculty whose research involves working with human subjects are required by law to complete mandatory training prior to conducting research. For any questions, contact Julia Mays, Research Compliance Coordinator in the Office of Research and Innovation at @email. 

I received an audit letter from the Registrar’s Office stating I need an extension. Is there anything I can do?

Talk to your advisor as soon as possible. Part-time students and students with hardships may appeal for an extension of the time limit for completion of the degree by submitting an extension request form. After you complete the student section, your advisor will fill out the next section and submit the form to the Graduate College for review. You will receive a copy of your extension approval status.

How do I defend remotely? 

Visit this link for remote defense tips from the Graduate College!