Forms and Resources | Kent State University

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DOCUMENTS

University Graduate Catalog

Style Guide & Instructions for Typing Thesis and Dissertations (available on this page: https://www.kent.edu/cas/graduate-forms)

Graduate Student Handbook (fall 2016 release)

Graduate Student Handbook (fall 2018 release)

Graduate Student Travel Funding Policy

FORMS

MA & PhD Level

1) Plan of Study (updated 4-6-17; currently undergoing revision)

  • You will be asked by the Graduate Coordinator to submit an updated copy of this document at the end of each academic year. Keep a copy for your own records. 

2) Declaration or Change of Advisor Form

  • Complete this form and submit it to the main office when you declare a faculty advisor or anytime you change advisors. First year students should declare an advisor no later than the end of the first semester.

3) Enrollment in Individual Investigation or Research hours

  • Students who wish to take Research hours or complete an Individual Investigation under the direction of individual faculty members should complete the relevant form available in the Sociology main office.

4) Transfer of Graduate Credit

  • The university policy on the transfer of graduate credit can be found here: http://www.kent.edu/graduatestudies/guide-to-graduate-education/section-4.6. In short, students who are accepted into our program can transfer an M.A. thesis and up to 12 semester credit hours toward program coursework (see the Graduate Handbook--link above--for an overview of required and elective coursework). Please note these and other conditions that must be satisfied in order to transfer graduate credit. If you are accepted into our graduate program and wish to transfer graduate credit, please complete the Transfer of Graduate Credit form (available here) and submit it along with electronic copies of your M.A. thesis and/or relevant course syllabi to our Graduate Coordinator. If credit for courses has already been applied toward a graduate degree in sociology at another university, we will consider waivers on a case-by-case basis. Consult with the Graduate Coordinator about course waivers.

MA Level

1) Adding an MA to the PhD

  • If you will be completing an M.A. thesis along the way toward earning your Ph.D., complete this electronic form and return it to the main office at the start of your first semester. Beyond entering your student information (Name, ID, etc.), all you need to do is enter the "Catalog Year" in the two spots for that, sign your name next to the "Sign Here" stamp, and type in the date next to where you sign your name. Do NOT enter or change any other information on the form. Also, note that "Catalog Year" refers to the year you STARTED the program (20XX). Put that year in both fields.

2) Approval of Thesis Topic (available in the Kent State Graduate Program Forms Library)

  • Fill out no later than the semester before the formal oral thesis defense at the required proposal/prospectus defense. NOTE: This document must be filed and IRB approval must be obtained before you begin data collection. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly. Also, if you have a revision to this form (e.g., title change, member change, etc.), it should be marked "REVISION" at the top of the page.

3) Application for Graduation with Arts & Sciences - THESIS

  • To apply for graduation, log in to Flashline and click on "Application for Graduation" under the "Student Tools & Courses" tab. Make sure you apply for graduation in the semester prior to the semester you intend to graduate. Check the College of Arts & Sciences dates and deadlines web page for the application deadline. If you apply for graduation and decide that you will not make the deadline, please call Graduate Affairs to cancel your application (330-672-8964). IMPORTANT: Please be sure that you will make all deadlines for graduation before making arrangements for the graduation ceremony (e.g., inviting family and friends in from out of town). Only graduates whose application for graduation has been tentatively accepted by their advising offices for the specific term of graduation will be invited to RSVP their attendance. If the students are removed from the graduation listing by the advising office prior to the ticket download (e.g., because the student did not defend by the deadline) they are considered to no longer be eligible to participate in the ceremony and will not receive tickets for their guests to attend. 

4) M.A. thesis defense announcement template - Post in suitable locations around the department at least a week prior to the scheduled defense.

5) Thesis Final Examination Guidelines for advisors (available on this page: https://www.kent.edu/cas/graduate-forms)

6) Report of Thesis Final Examination (available in the Kent State Graduate Program Forms Library)

  • Fill out at the thesis defense and obtain signatures from committee members. NOTE: The oral defense of the thesis must occur by the deadline for graduation in any semester. Please see the College of Arts & Sciences dates and deadlines web page for semester-specific dates. The completed thesis should be submitted to committee members no less than 10 days prior to the defense. No pre-oral meeting is required for the M.A. thesis. Return the completed form to the Sociology main office.

7) Signature Pages

  • As noted in the Style Guide for Typing Theses & Dissertations (available here: https://www.kent.edu/cas/graduate-forms), two separate copies of the signature approval page must be submitted to the Office of Graduate Affairs (108 Bowman Hall) prior to electronic submission of your thesis. These hard copies should be signed in black ink on archival paper (>50% bond). See p. 21 of the Style Guide for a sample. IMPORTANT: bring the copies of the signature approval page to your defense along with the Report of Thesis Final Examination form mentioned immediately above.

8) Submit Thesis

Advancement to Candidacy

1) Coursework Approval Form (fall 2018 release)

  • Prior to advancing to candidacy, students are required to take 9 hours of electives (three courses) in a primary area, and 9 hours of electives (three courses) in a secondary area. In addition, students are required to complete eight hours of electives outside their primary and secondary areas. At the beginning of the first week of the semester when the student is finishing all requirements for coursework, this form should be submitted to the Graduate Coordinator via the Graduate Secretary.

2) Candidacy Committee Form (fall 2018 release)

  • Please complete this form and submit it to the Graduate Coordinator via the Graduate Secretary at the beginning of the first week of the semester in which you propose to begin the candidacy process.

3) Doctoral Program Candidacy Paper Grading Rubric (will NOT be used for students who start the candidacy process starting fall 2018

4) Report of Comprehensive Exam (will NOT be used for students who start the candidacy process starting fall 2018)

  • Your committee chair retains and fills out this form throughout the candidacy examination process. It should be signed by the chair and other committee members when you complete the entire process. When all members have signed the form, return it to the Sociology main office and the office staff will put it in your file.

5) Report of Candidacy Exam Form

  • Fill out this university form (distinct from the Report of Comprehensive Exam form above) after completing the entire candidacy exam process. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly (i.e., to the Registrar and Dean).

PhD Defense

1) Approval of Dissertation Topic (available in the Kent State Graduate Program Forms Library)

  • Fill out no later than the semester before the dissertation defense at the required proposal/prospectus defense. NOTE: This document must be filed and IRB approval must be obtained before you begin data collection. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly. Also, if you have a revision to this form (e.g., title change, member change, etc.), it should be marked "REVISION" at the top of the page.

2) Application for Graduation with Arts & Sciences

  • To apply for graduation, log in to Flashline and click on "Application for Graduation" under the "Student Tools & Courses" tab. Make sure you apply for graduation in the semester prior to the semester you intend to graduate. Check the College of Arts & Sciences dates and deadlines web page for the application deadline. If you apply for graduation and decide that you will not make the deadline, please call Graduate Affairs to cancel your application (330-672-8964). IMPORTANT: Please be sure that you will make all deadlines for graduation before making arrangements for the graduation ceremony (e.g., inviting family and friends in from out of town). Only graduates whose application for graduation has been tentatively accepted by their advising offices for the specific term of graduation will be invited to RSVP their attendance. If the students are removed from the graduation listing by the advising office prior to the ticket download (e.g., because the student did not defend by the deadline) they are considered to no longer be eligible to participate in the ceremony and will not receive tickets for their guests to attend. 

3) Request Graduate Faculty Representative for dissertation defense

  • When you're ready to defend, your advisor will need to request a "Graduate Faculty Representative." Your advisor should do this through the Graduate Affairs website using an online form. IMPORTANT: Advisors should submit requests for a Graduate Faculty Representative at least 30 days before the pre-defense meeting.

4) Dissertation defense announcement template - Post in suitable locations around the department at least ten days prior to the scheduled defense. In addition, send the announcement to Ms. Michelle Etling in the Graduate Affairs Office (metling1@kent.edu). This is university policy.

5) Dissertation Final Examination Guidelines for advisors (available here: https://www.kent.edu/cas/graduate-forms)

6) Report of Dissertation Final Examination (available in the Kent State Graduate Program Forms Library)   

  • Fill out at the dissertation defense. NOTE: The oral defense of the dissertation must occur by the deadline for graduation in any semester. Check the College of Arts & Sciences dates and deadlines web page for semester-specific dates. The completed dissertation should be submitted to all committee members at least 10 days prior to the required pre-oral committee meeting (without the student). At the pre-oral, the committee should agree that the dissertation is ready for defense prior to the formal oral defense. The oral defense with the candidate should be scheduled no sooner than 10 days after the pre-oral meeting. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

7) Signature Pages

  • As noted on p. 7 of the Style Guide for Typing Theses & Dissertations, two separate copies of the signature approval page must be submitted to the Office of Graduate Affairs (108 Bowman Hall) prior to electronic submission of your dissertation. These hard copies should be signed in black ink on archival paper (>50% bond). See p. 20 of the Style Guide for a sample. IMPORTANT: bring the copies of the signature approval page to your defense along with the Report of Dissertation Final Examination form mentioned immediately above.

8) Submit Dissertation electronically

  • You must deposit your final document with the university electronically. Find instructions. Check the College of Arts & Sciences dates and deadlines web page for the filing deadline. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

Additional Forms

1) Application for Extension of Time Limits (available in the Kent State Graduate Program Forms Library)

  • Please refer to the college catalog for the policy concerning time limits.  Students who have exceeded the 10-year limit must submit a request to the Graduate Coordinator and include (a) an explanation of why an extension is needed, and (b) a timeline for completion of the degree. The request must be approved by the Graduate Education Committee. Fill out and submit this form if your request for an extension of time limits is approved by the GEC. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

Graduate Assistantships

1) Request for Exception to Full-time Enrollment (for funded students, GAs; available in the Kent State Graduate Program Forms Library)

  • Fill out the semester before the semester in which you would like the exception. Consult the Graduate Coordinator before filling out this form. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

2) Request for Additional Employment (available in the Kent State Graduate Program Forms Library)

  • Graduate students who wish to be employed on campus beyond 20 hours for their Graduate Assistantships must submit this form. This is done only under very rare circumstances. Consult the Graduate Coordinator before filling out this form. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

 Leave of Absence

1) Request for Leave of Absence (available in the Kent State Graduate Program Forms Library)

  • Fill this out when you wish to request a leave of absence. Before submitting a request, please speak with your advisor and the Graduate Coordinator and review the "Leave of Absence Policy" (available in the Kent State Graduate Program Forms Library) and also the relevant section in the "Graduate Student Expectations" document. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

2) Application for Graduate Re-enrollment (available in the Kent State Graduate Program Forms Library)

  • Fill this out when you return from an approved leave of absence. Return the completed form to the Sociology main office and the office staff will ensure that it is routed properly.

Collegial Review of Teaching Evaluation Form (Traditional)  

Collegial Review of Teaching Evaluation Form (Online)

Graduate Faculty Section

1) "Guidelines for Graduate Faculty Status" document

2) Recommendation for Appointment to the Graduate Faculty (available in the Kent State Graduate Program Forms Library)

  • Faculty members should fill out this form and submit it to the Graduate Coordinator whenever they are seeking a New Appointment, Renewal, or Revision to their Graduate Faculty status. See the "Guidelines for Graduate Faculty Status" document for further details and instructions.
  • http://www.kent.edu/graduatestudies/graduate-faculty-status