Grad College Smart Forms

Application for Dissertation/Thesis Committee

This form is used by graduate students to formally establish their dissertation or thesis committee. For doctoral students, it facilitates the creation of a dissertation committee, while master’s students use it to appoint their thesis committee. It collects essential information such as student details, the dissertation or thesis title, and the names and affiliations of proposed committee members.

In compliance with UTRGV Graduate Catalog policies, the committee must consist of at least three members, with the majority being full-time faculty from the department conferring the degree. Required approvals include signatures from the Committee Chair, Graduate Program Coordinator, Academic College Dean, and Graduate College Dean.

Petition to Change Dissertation/Thesis Committee

This form enables graduate students to request changes to an already approved thesis or dissertation committee. It includes sections to specify the current committee members and the proposed changes, including names, ranks, and departmental affiliations. For external members, a current CV is required. The form must be signed by the Committee Chair, Graduate Program Coordinator, Academic College Dean, and Graduate College Dean to finalize the change.

Dissertation/Thesis Defense Deadline Extension Form

This form is for students who need to request an extension for their thesis or dissertation defense. It includes fields for student details, the reason for the extension request, and the proposed new deadline. Approval from the Committee Chair and the Graduate Program Coordinator is mandatory before submission to the Graduate College for final consideration.

Dissertation/Thesis Defense Announcement Form

This form is for students to formally submit their thesis or dissertation defense announcement. It includes fields for student details, the time and date for the defense, physical location or virtual link for the defense, and the defense title and abstract for the defense. Once submitted, the defense announcement will appear on the defense announcement calendar on the Graduate College website.

Dissertation/Thesis Final Manuscript Deadline Extension Form

This form is for students who need to request an extension for submitting their final manuscript of a thesis or dissertation. It includes fields for student details, the reason for the extension request, and the proposed new deadline. Approval from the Committee Chair and the Graduate Program Coordinator is mandatory before submission to the Graduate College for final consideration.

Certification of Completion of Dissertation or Thesis

This form certifies that a student has completed all final corrections to their thesis or dissertation and that it is ready for publication. It requires information such as the student’s name, ID, degree sought, department, graduation date, and the title of the thesis or dissertation. Signatures from all committee members confirm their approval of the final document.

Dissertation/Thesis Embargo (Delayed Release) Request

This form allows students to request an embargo, or delayed release, of their thesis or dissertation. It requires the student to provide justification for the embargo, select the embargo duration, and obtain signatures from the Committee Chair and the Dean of the Graduate College. This form is commonly used to protect intellectual property or pending publications.

Lift Enrollment Hold of Dismissed Student Form

This form is for the Graduate Program Coordinator or Chair of a graduate program to inform the Graduate College and Registrar that a dismissed student has been readmitted. The admitting program is requesting that the student's registration hold be lifted. Once received, the Registrar Office will process and removed the registration hold on the student after accepting the form.

Leave of Absence Request for Graduate Students

This form enables graduate students to request a leave of absence for no more than two long semesters (Fall or Spring) and not to exceed one year, when events such as illness or injury, active military service, or the need to provide care for a family member prevent active participation in the degree program. The form includes a section for the student’s address, a section to enter their reason for the leave, the length of their leave of absence, and the term when they plan to return. The form must be signed by the Committee Chair (if applicable), Graduate Program Coordinator, Department Chair, Academic College Dean, and Graduate College Dean to approve the request.

Transfer of Graduate Credit Towards a Graduate Degree

This form allows students to request a transfer of graduate credit that will go towards to graduate program. Appropriate graduate work earned at other institutions, subject to the approval of the director of the graduate program or chair of the major department and certification by the Graduate College, may be transferred to UTRGV for degree credit. Individual graduate degree programs may accept fewer hours or have additional requirements. It requires the student to provide information on the graduate credits they seek to transfer over, upload the necessary documents, and obtain signatures from their Graduate Program Coordinator, their Department Chair, their Academic College Associate Dean, the Dean of the Graduate College.

Graduate Student Travel Award (GSTA)

This form allows students to apply for the Graduate Student Travel Award (GSTA) who want to defray the costs associated with presenting at a conference. The Graduate College sponsors the Graduate Student Travel Award with the aim of providing support for students’ research-related travel expenses. This is an award of $500 to help defray the costs associated with presenting at a conference or other qualifying event. It requires the student to provide information on the conference/event they will be attending and upload the necessary documents/supporting materials.