Planning to Graduate

Overview

The Last Hurrah

Commencement 2014 will take place on Saturday, May 10, 2014, at 2:00 pm.

Reception to follow at 4:00pm

The UT School of Public Health holds its annual Commencement Ceremony at the end of each spring semester. All students who have applied for and completed their degree requirements for the school year summer 2013 – spring 2014, are strongly encouraged to participate in the commencement ceremony.

Before Commencement

Graduates: watch your email for details about Commencement. 

Commencement Survey: If you are planning on participating in the Commencement Ceremony, please let us know by completing the survey:

https://sphuth.qualtrics.com/SE/?SID=SV_9KMvH8WsOLF2T4N

Regalia:

Regalia for graduates and faculty members will be available for rental or purchase from Willsie Cap & Gown Graduate Affairs.  Your order is placed and paid online directly with Willsie Cap & Gown Graduate Affairs.

Please contact Willsie Cap & Gown at sales@graduateaffairs.com should you have questions or concerns regarding your order.

Due to typically warm weather conditions, it is suggested that light weight clothing be worn under the regalia.  Men should wear dark colored pants, socks, and shoes.

Announcements and Invitations can be ordered at: Willsie Cap & Gown Graduate Affairs

Regalia order deadline: March 31, 2014

Late Fee: Regalia ordered after the deadline is subject to a $25.00 late fee.

Doctoral Hooding Ceremony/Form (Doctoral Students Only):

The UT School of Public Health has established the tradition of having two faculty, the advisor/research supervisor and one other member of the doctoral committee hood the student at the commencement ceremony. The above mentioned survey includes a section that asks you to provide the names of the two UT School of Public Health Faculty on your committee who you would like to perform your doctoral hooding at the ceremony. Your third choice will be an alternate in case one member cannot attend.

It would also be in your best interest to follow-up with these faculty members prior to the commencement as a reminder that they have agreed to participate in your hooding ceremony. Please note, the office of Student Affairs will not be contacting these faculty members for you.

Name Pronunciation:  Please watch your email for further instructions prior to commencement.

Commencement Day

DATE: Saturday, May 10, 2014 
PLACE:
Bayou City Event Center
9401 Knight Road
Houston, TX 77045
Map to Bayou Center
 
Arrival TIME: GRADUATES NEED TO ARRIVE by 11:30 am at the Bayou City Event Center. 
 
GROUP PHOTO: Students must be completely dressed in regalia and ready for the group photo at 1:15 pm.
 
Commencement Ceremony: 2:00pm to 4:00pm
 
Reception: 4:00 pm to 5:00 pm at the Bayou City Event Center Pavilion.
 
 SPEAKER: Dr. Raymond Greenberg, Executive Vice Chancellor for Health Affairs 
 
FACULTY MARSHAL: Dr. Stephen Linder 
 
STUDENT MARSHAL:  Dr. Michael Swint
 
Volunteers will be available in the dressing/waiting area to assist graduates with getting dressed and lined up for the group photo. They will also assist with organizing the line-up for marching entrance.
 
Parking:  Free parking. Carpooling is encouraged.

Special Needs: Any graduating student with special needs should contact the Office of Student Affairs  at least one week in  advance. You may also contact us at 713-500-9032.

Guests: There are no set limits on the number guests that can be invited to the commencement ceremony and barbeque.

Seating: Guests will be seated on a first-come first-served basis. Holding seats will be discouraged, so try to have your group arrive at the same time. No seats can be held in the final 15 minutes prior to the ceremony.

Reception: A barbecue reception will follow the ceremony in the Bayou City Event Center Pavilion.

Photographs: A group photo of all graduates will be taken prior to the ceremony at 1:15 pm. The photographer will be available for individual and/or family photos at 12 noon and also following the ceremony. Graduates may choose to purchase photos printed onsite or may place orders directly from the photographer.  Pricing and details available here, or contact J & C Digital at jandcdigital@gmail.com or 713-880-1847 for more details.  J & C Photographer Prices  

Commencement Booklets: Commencement Books will be given out one per family at the Commencement Ceremony. If there are extra booklets at the end of the ceremony, graduates will be welcome to take them.

Diploma Information: Official diplomas are not given at the ceremony. The previous summer and fall students will have already received their diplomas. The current spring graduates should receive their diplomas by certified mail about twelve (12 – 16) weeks after the ceremony.

Lost Diplomas: If you lose your diploma or wish to order a duplicate, please contact The Office of the Registrar for more details or call them at 713-500-3361.

Diplomas are ordered by the Registrar’s Office following graduation. It takes about four months for diplomas to be produced. Students are asked if they prefer to have their diplomas mailed or be available for pick-up in the Office of Student Affairs. The diplomas will be mailed shortly after they are received in the Office of Student Affairs. Student preferring the pick-up option will be notified once diplomas are ready for pick-up.

Diplomas are 12 x 16 in size.

Delta Omega

Delta Omega is the national honor society in public health, founded in 1924 at Johns Hopkins University. The University of Texas – School of Public Health is home to chapter Alpha Iota, one of 72 chapters.  The UTSPH Faculty Advisor is Michael W. Ross PhD, MD, MPH.

Graduates comprising the top 25% of the graduating class are eligible, pending a faculty nomination.  After students have completed the Intent to Graduate, we determine the top 25% of the graduating class based on overall GPA’s.  That list is then distributed to faculty, who can nominate any of those students.  Nominations are vetted by the Delta Omega Committee, and then are invited to join.  There is a one-time fee of $50 for membership. The list of new Delta Omega nominees appears in the commencement program, and the names of those in attendance are announced during the commencement ceremony.

Details of Delta Omega can be found at their website, http://www.deltaomega.org/. Contact Anne.I.Baronitis@uth.tmc.edu for more information.

MPH Capstone

Almost There…

The following steps are required for graduation. These steps must be completed by the designated deadline for each semester as listed below. Please be sure to carefully review the Culminating Experience Guide at https://sph.uth.tmc.edu/academics/culminating-experience/ as the Steps to Graduation are not inclusive of these details.  Students at Regional Campuses should contact their Student Services Coordinator/Administrator before completing the steps below and for any additional steps that may need to be completed.

MPH Degree: Requires a minimum of 45 semester credit hours, at least 39 credit hours of coursework are required, and a maximum of six hours combined of practicum and capstone course, may be counted toward the total 45 hours.

Graduation Deadlines Fall
2013
Spring  2014 Summer  2014
Apply for Graduation through your myUTH student account which will generate your application for graduation with the Registrar’s office.  A one time $75 graduation fee will be added to your account which you will pay to the Bursar’s office via  - myUTH, phone, US Mail or in person on the 22nd floor of UCT. For more information regarding how to make your payment, please contact the Bursar’s office at 713-500-3088 September 11, 2013 January 30, 2014 TBA
Complete the online Intent to Graduate Form and submit a hard copy of the Intent to Graduate Completion Form to the Office of Student Affairs. This form will not be available after the deadline. The above mentioned form must be re-submitted each semester that you intend to graduate if you miss your projected graduation date. However, you will need to pay the graduation fee only once. October
07, 2013

February 14, 2014

June 20, 2014

Final Deadline – Final submission of all completed forms including Degree Certification Form, Concentration Completion Form, required signatures, requested documentation, clearance and exit procedures must be completed and submitted to the Office of Student Affairs. Any outstanding tuition or fees must be paid to the Bursar’s Office.* This is a final deadline for students to graduate in this semester. Students that fail to complete the steps to Graduation by the deadline will need to re-apply and register for classes next semester. December 06, 2013 May 02, 2014 August 13, 2014
Commencement Ceremony – Graduates from classes Summer 2013, Fall 2013 and Spring 2014 can participate in the Graduation Commencement Ceremony.
May 10, 2014 May 10, 2014      TBA

 MPH Capstone Students

STEP 1 Be sure you are registered for the semester in which you plan to graduate. Remember you cannot graduate if you are not registered.
STEP 2 Check calendar above for all deadlines. SPH deadlines are strictly enforced.
STEP 3 International Students & Permanent Residents: Contact your international advisor or International Office before you graduate to make sure you are in status. Call 713-500-3176 and ask for your advisor. www.uth.tmc.edu/intlaffairs/index.htm.
STEP 4 Complete and submit Apply for Graduation form and pay a one time $75 graduation fee to Office of the Registrar by the 4th week of the semester. (If you have paid a $60 graduation fee in the past you will have to pay an additional $15 to cover the increase). This fee is paid to the Bursar’s Office via – myUTH, phone, US Mail or in person on the 22nd floor of UCT.
STEP 5 Complete the online Intent to Graduate Form and submit a hard copy of the Intent to Graduate Completion Form signed by your advisor to the Office of Student Affairs, RAS E-201, by the above deadline. This form will become available after the 12th class day and will not be available after the deadline. The form must be re-submitted each semester that you intend to graduate if you miss your projected graduation date.* Dual Degree Students must submit to Office of Student Affairs an unofficial transcript from their participating institution along with their Intent to Graduate form.
STEP 6 Committee memberships must be accurately reflected in your student record. If your committee has changed over time, be sure that you have submitted the change of advisor/committee forms, signed by all members of your committee, to the Office of Student Affairs.
STEP 7 Ensure that your MPH Competency/Objective Form is less than one year old and is on file in the Office of Student Affairs. You will be contacted if your MPH Competency /Objectives are not up to date.
STEP 8 Degree Certification Form needs to be completed and signed by your advisor and other committee members, if applicable, and must be submitted to the Office of Student Affairs by the above final deadline.
STEP 9 Concentration Completion Form:  (if applicable – for students that have officially applied for and fulfilled all requirements for any concentration program). Students need to complete the form and obtain their advisor’s signature. Forms should be submitted to Samuel E. Neher, RAS W-202, by the above final deadline.
STEP 10 Clearance Procedures: Check your myUTH account to be sure all holds are removed from your student records.  Please follow the instructions below to ensure you receive clearance:

  • Office of Research:  Students who received a UT IRB approval or Exemption (if the approval was in your own name): Submit a Study Closure Report in iRIS at: http://iris.uth.tmc.edu (Note: If your CE/Thesis did not require IRB approval, or if you were added to your faculty member’s approval, then you will not need to complete this step). Answer report questions, and upload a copy of your abstract to the end of the report. Sign off and submit the report through iRIS. For further assistance, please contact Rebecca Novak at 713-500-9055 or Rebecca.Novak@uth.tmc.edu, or the iRIS Helpline at 713-500-796
  • SPH Library: Approximately 8-10 weeks into the semester, Angel Hooper will send out an email to all students who have registered to graduate. She will then send a follow-up approximately 1 to 2 weeks before the Final Deadline to make sure you are indeed graduating. If she does not hear from you, your library record will automatically be checked and you will be cleared if you have no outstanding books or fines.  If you do have outstanding books or fines, we will notify you. Once you have taken care of all of your library obligations, you will be cleared automatically. There is no need to contact the UTSPH Library concerning clearance UNLESS you find that you are not graduating as intended. Once you are cleared, you may not borrow books but you still have access to all online resources.
  • Bursar’s Office: The Bursar’s Office will automatically clear you for graduation providing you do not have any holds or any outstanding issues that will prevent them from doing so.  If you are not cleared automatically you will be advised to contact the Bursar’s office at bursar@uth.tmc.edu to request clearance.
  • Badges and Keys:
    • Houston Campus: Turn in ID badges & keys to Robin Baker, W218, robin.baker@uth.tmc.edu or mail them to: Robin Baker, 1200 Pressler Dr. RAS W-218, Houston, Texas 77030. To make special arrangements for your badge and keys or for further assistance, please contact Robin Baker at 713-500-9042.
    • Regional Campuses: Turn in keys and badges to the appropriate departments at your campus.
  • Student Financial Services: Students receiving Financial Aid must clear with this office. Contacts for clearance are: Janice Williams at Janice.M.Williams@uth.tmc.edu, and Elena Garza at Elena.R.Garza@uth.tmc.edu or call the main number 713-500-3300. Please disregard if you are not receiving Financial Aid.
  • International Office: (International students and permanent residents): Contact your International Affairs Advisor or call the general number 713-500-3176. (www.uth.tmc.edu/intlaffairs/index.htm)
STEP 11 After completion of the Steps above, you will be ready to complete the online Exit Survey once it becomes available and register on Job Ops. Graduating students will be notified via email when the Exit Survey has become available.  Once you have completed all required steps, you will have completed all requirements for graduation. Congratulations!!

If you wish to participate in the annual commencement ceremony in May, be sure to click on the Commencement tab for further information.

Diplomas will be available approximately four months following graduation. See the Diploma tab for more details.

MPH CE/MS Thesis

Almost There…

The following steps are required for graduation. These steps must be completed by the designated deadline for each semester as listed below. Students at Regional Campuses should contact their Student Services Coordinator/Administrator before completing the steps below and for any additional steps that may need to be completed.

MPH Degree: Requires a minimum of 45 semester credit hours. At least 39 credit hours of coursework is required, and a maximum of six hours combined of practicum and culminating experience.

MS Degree: For students who entered prior to Fall 2009, at least 30 credit hours of coursework are required, and a maximum of six hours combined of practicum and culminating experience.

Graduation/Culminating Experience/Thesis Deadlines Fall
2013
Spring
2014
Summer
2014
Apply for Graduation through your myUTH student account which will generate your application for graduation with the Registrar’s office.  A one time $75 graduation fee will be added to your account which you will pay to the Bursar’s office via  - myUTH, phone, US Mail or in person on the 22nd floor of UCT. For information regarding how to make your payment, please contact the Bursar’s office at 713-500-3088 September 11, 2013 January 30, 2014 TBA
Complete the online Intent to Graduate Form and submit a hard copy of the Intent to Graduate Completion Form to the Office of Student Affairs. This form will not be available after the deadline. The above mentioned form must be re-submitted each semester that you intend to graduate if you miss your projected graduation date. October
07, 2013
February 14, 2014 June 20, 2014

Last Day to Submit Proposals

All students completing a WCE/Thesis must submit a proposal along with signed proposal forms to the SPH Research Office no later than the Last Day to Submit Proposals for the semester in which you intend to graduate.  Early submission of proposals is encouraged (proposals will be accepted in any semester in which you are a registered student).  Please note that proposals cannot be given approval by the SPH Office of Research until all applicable required institutional approvals (e.g. UTHSC IRB, Animal Welfare Committee, etc.) have been obtained.

Proposal forms and guidelines are available on the Research Office web at: https://sph.uth.tmc.edu/research/office-of-research/student-research/  For questions regarding the proposal review and approval process, please contact Rebecca Novak at Rebecca.Novak@uth.tmc.edu or 713-500-9055

October 18, 2013 March 21, 2014 June 30, 2014

Student Proposal Approval Deadline

All students who are completing a Written CE or Thesis must have their CE/Thesis proposal approved through the UTSPH Research Office no later than the deadline date for the semester in which you plan to graduate.  Proposals should be submitted to the SPH Research Office no later than the Last Day to Submit proposals for that semester. Early submission of proposals is encouraged.  Please note that proposals cannot be given approval by the SPH Office of Research until all applicable required institutional approvals (e.g. UTHSC IRB, Animal Welfare Committee, etc.) have been obtained.

Proposal forms and guidelines are available on the Research Office web at: https://sph.uth.tmc.edu/research/office-of-research/student-research/. For questions regarding the proposal review and approval process, please contact Rebecca Novak at Rebecca.Novak@uth.tmc.edu or 713-500-9055.

November 04, 2013 April 04, 2014 July 16, 2014
Final Deadline – Final submission of all Master’s CE/Theses must be completed and uploaded to PRO QUEST/UMI. (Please see instructions/steps below.) December 06, 2013 May 02, 2014 August 13, 2014
Final Deadline – Final submission of all completed forms, including Degree Certificate Form, Concentration Form, WCE/Thesis signature page, Oral Presentation flyer (or documentation of oral presentation announcement), required signatures, requested documentation, and clearance and exit procedures must be completed and submitted to the Office of Student Affairs. Any outstanding tuition or fees must be paid to the Bursar’s Office.* This is a final deadline for students to graduate in this semester. Students that fail to complete the steps to Graduation by the deadline will need to re-apply and register for classes next semester. December 06, 2013 May 02, 2014 August 13, 2014
Commencement Ceremony – Graduates from classes Summer 2013, Fall 2013 and Spring 2014 can participate in the Graduation Commencement Ceremony.
May 10, 2014 May 10, 2014      TBA

MS Thesis or MPH with a Written Culminating Experience

STEP 1 Be sure you are registered for the semester in which you plan to graduate. Remember you cannot graduate if you are not registered. Verify that your Dissertation /Thesis Proposal is on file with the Office of Research and has received approval from the Associate Dean for Research as well as all other applicable institutional approvals.
STEP 2 Check calendar above for all deadlines. SPH deadlines are strictly enforced.
STEP 3 International Students & Permanent Residents: Contact your international Affairs advisor or International Office before you graduate to make sure you are in status. Call 713-500-3176 and ask for your advisor. www.uth.tmc.edu/intlaffairs/index.htm.
STEP 4 Complete and submit Apply for Graduation form and pay a one time $75 graduation fee to Office of the Registrar by the 4th week of the semester. (If you have paid a $60 graduation fee in the past you will have to pay an additional $15 to cover the increase). This fee is paid to the Bursar’s Office via – myUTH, phone, US Mail or in person on the 22nd floor of UCT.
STEP 5 Complete the online Intent to Graduate Form and submit a hard copy of the Intent to Graduate Completion Form signed by your advisor to the Office of Student Affairs, RAS E-201 by the above deadline. This form will become available after the 12th class day and will not be available after the deadline. The form must be re-submitted each semester that you intend to graduate if you miss your projected graduation date.* Dual Degree Students must submit to OSA an unofficial transcript from their participating institution along with their Intent to Graduate form.
STEP 6 Committee memberships must be accurately reflected in your student record. If your committee has changed over time, be sure that you have submitted the change of advisor/committee forms, signed by all members of your committee, to the Office of Student Affairs.
STEP 7 Ensure that your MS/MPH Competency/Objective Form is less than one year old and is on file in the Office of Student Affairs. This is a requirement.
STEP 8 Complete your WCE/Thesis. Obtain approval signatures from your entire WCE/Thesis committee on the WCE/Thesis signature page (first page). Be sure to use the WCE/Thesis Templates and Template Checklist at: https://sph.uth.edu/research/student-research/
STEP 9 Oral Presentation Guidelines (MPH students who entered/re-entered Fall 2005 semester or later are required to give an oral presentation. MS students are not required to give an oral presentation.)

  • The presentation may focus on the proposal (after the proposal has been completed) or the completed study
  • The presentation can be held after the project has been completed and/or when the student is preparing the final written document
  • The student’s advisory committee in communication with the Division faculty will decide on the most appropriate time and venue for this activity
  • The student must schedule a room by completing and submitting the Room reservation form to Betty Claybon in RAS W130 at Betty.J.Claybon@uth.tmc.edu or (713)500-9050. (Regional Campus students will need to contact the campus coordinator to schedule a room). Presentations must be announced to the public.  For example: distribute multiple flyers, display in the “News at SPH “(the SPH online newsletter) or shown on the SPH first floor monitors, and the “News on the Go” TMC online newsletter. Also send your flyer or information on your presentation to Shon Bower at sphannounce@uth.tmc.edu for inclusion in the weekly email on student defenses.

Confirmation of the presentation must be submitted to the Office of Student Affairs by emailing your oral presentation flyer or a copy of the email announcement of your oral presentation to Kimberly.R.Holmes@uth.tmc.edu

STEP 10 Upload your final WCE/Thesis document to UMI at: http://dissertations.umi.com/tmcsph .  Approval signatures do not need to show on the upload. Uploads must be submitted by the final deadline. For assistance with the UMI process, please see “Resources and Guidelines” on the UMI website, or contact Rebecca.Novak@uth.tmc.edu with additional questions.
STEP 11 Submit one (1) original of your signed WCE/Thesis signature page to the Office of Research, Rebecca Novak, RAS W-210, and one (1) copy to the Office of Student Affairs.Alternately, students may submit a scan of their original WCE/Thesis signature page instead of hard copies. Email to: Rebecca.Novak@uth.tmc.edu  and  Kimberly.Holmes@uth.tmc.edu Regional campus students: Submit your signed WCE/Thesis signature page to your Regional campus Staff Advisor.
STEP 12 Degree Certification Form needs to be completed and signed by your advisor and other committee members, and the signed form needs to be submitted to the Office of Student Affairs by the above final deadline.
STEP 13 Concentration Completion Form:  (if applicable – for students that have officially applied for and fulfilled all requirements for any concentration program). Students need to complete the form and obtain their advisor’s signature. Forms should be submitted to Samuel E. Neher, RAS W-202, by the above final deadline.
STEP 14 Clearance Procedures: Check your myUTH account to be sure all holds are removed from your student records.  Please follow the instructions below to ensure you receive clearance:

  • Office of Research:  Students who received a UT IRB approval or Exemption (if the approval was in your own name): Submit a Study Closure Report in iRIS at: http://iris.uth.tmc.edu (Note: If your CE/Thesis did not require IRB approval, or if you were added to your faculty member’s approval, then you will not need to complete this step). Answer report questions, and upload a copy of your abstract to the end of the report. Sign off and submit the report through iRIS. For further assistance, please contact Rebecca Novak at 713-500-9055 or Rebecca.Novak@uth.tmc.edu, or the iRIS Helpline at 713-500-7960
  • SPH Library: Approximately 8-10 weeks into the semester, Angel Hooper will send out an email to all students who have registered to graduate. She will then send a follow-up approximately 1 to 2 weeks before the Final Deadline to make sure you are indeed graduating. If she does not hear from you, your library record will automatically be checked and you will be cleared if you have no outstanding books or fines.  If you do have outstanding books or fines, we will notify you. Once you have taken care of all of your library obligations, you will be cleared automatically. There is no need to contact the UTSPH Library concerning clearance UNLESS you find that you are not graduating as intended. Once you are cleared, you may not borrow books but you still have access to all online resources.
  • Bursar’s Office: The Bursar’s Office will automatically clear you for graduation providing you do not have any holds or any outstanding issues that will prevent them from doing so.  If you are not cleared automatically you will be advised to contact the Bursar’s office at bursar@uth.tmc.edu to request clearance.
  • Badges and Keys:
    • Houston Campus: Turn in ID badges & keys to Robin Baker, W218, robin.baker@uth.tmc.edu or mail them to: Robin Baker, 1200 Pressler Dr. RAS W-218, Houston, Texas 77030. To make special arrangements for your badge and keys or for further assistance, please contact Robin Baker at 713-500-9042.
    • Regional Campuses: Turn in keys and badges to the appropriate departments at your campus.
  • Student Financial Services: Students receiving Financial Aid must clear with this office. Contacts for clearance are: Janice Williams at Janice.M.Williams@uth.tmc.edu, and Elena Garza at Elena.R.Garza@uth.tmc.edu or call the main number 713-500-3300. Please disregard if you are not receiving Financial Aid.
  • International Office: (International students and permanent residents): Contact your International Affairs Advisor or call the general number 713-500-3176. (www.uth.tmc.edu/intlaffairs/index.htm)
STEP 15 After completion of the Steps above, you will be ready to complete the online Exit Survey once it becomes available and register on Job Ops. Graduating students will be notified via email when the Exit Survey has become available. Once you have completed all required steps, you will have completed all requirements for graduation. Congratulations!!

If you wish to participate in the annual commencement ceremony in May, be sure to click on the Commencement tab for further information.

Diplomas will be available approximately three months following graduation. See the Diploma tab for more details.

Doctoral Students

Almost There…

The following steps  are required for graduation. These steps must be completed by designated deadline for each semester listed on the Dissertation deadline calendar below. Please be sure to carefully review the Dissertation Guidelines at https://sph.uth.tmc.edu/research/office-of-research/student-research/ as the Steps to Graduation are not inclusive of these details. Students at Regional Campuses should contact their Student Services Coordinator/Administrator before completing the steps below and for any additional steps that may need to be completed.

Doctoral Students who began after the Fall of 2009: There must be 39 credits of coursework completed, and a maximum of 9 hours combined practicum and dissertation that can count towards the 48 hour minimum.

Dissertation Deadlines Fall
2013
Spring
2014
Summer
2014
Apply for Graduation through your myUTH student account which will generate your application for graduation with the Registrar’s office.  A one time $75 graduation fee will be added to your account which you will pay to the Bursar’s office via  - myUTH, phone, US Mail or in person on the 22nd floor of UCT. For information regarding how to make your payment, please contact the Bursar’s office at 713-500-3088 September 11, 2013 January 30, 2014 TBA
Complete the online Intent to Graduate Form and submit a hard copy of the Intent to Graduate Completion Form to the Office of Student Affairs. This form will not be available after the deadline. This form must be re-submitted each semester that you intend to graduate if you miss your projected graduation date. However, you only pay the $75 graduation fee once. October 7, 2013 February 14, 2014 June 20, 2014

Last Day to Submit Proposals

All students completing a Dissertation must submit a proposal along with signed proposal forms to the SPH Research Office no later than the Last Day to Submit Proposals for the semester in which you intend to graduate.  Early submission of proposals is encouraged (proposals will be accepted in any semester in which you are a registered student).  Please note that proposals cannot be given approval by the SPH Office of Research until all applicable required institutional approvals (e.g. UTHSC IRB, Animal Welfare Committee, etc.) have been obtained.

Student proposal forms and guidelines are available on the Research Office web at: https://sph.uth.tmc.edu/research/office-of-research/student-research/ For questions regarding the proposal review and approval process, please contact Rebecca Novak at Rebecca.Novak@uth.tmc.edu or 713-500-9055.

October 18, 2013 March 21, 2014 June 30, 2014

Student Proposal Approval Deadline

All students who are completing a dissertation and planning to graduate this semester must have their proposal approved through the UTSPH Research Office no later than the Proposal Approval Deadline for the semester in which you intend to graduate.  Proposals should be submitted to the SPH Research Office no later than the Last Day to Submit Proposals for the semester in which you intend to graduate (see above).  Note that proposals cannot be approved by the SPH Office of Research until all necessary institutional approvals (e.g. UTHSC IRB, animal welfare committee) have been obtained.

November, 04, 2013 April 04, 2014  July 16, 2014
First Draft Deadline – A first draft of your dissertation must be submitted to Rebecca.Novak@uth.tmc.edu for formatting review (margins, headings, page numbers, etc.).  Style Templates and Style Template Checklist are available at: https://sph.uth.edu/research/student-research/ (Committee signatures are not required at this stage). October 04, 2013 March 07, 2014 June 16, 2014
Final Deadline – Final submission of completed, signed dissertations are due to Rebecca Novak in the Office of Research, RAS W-210. Students must print their dissertations on 100% cotton bond paper, one-sided, with all committee signatures in black ink on the signature page. December 06, 2013 May 02, 2014  August 13, 2014
Final Deadline – Final submission of all completed forms, required signatures, dissertation defense presentation requested documentation, clearance and exit procedures must be completed and submitted to the Office of Student Affairs. Any outstanding tuition or fees must be paid to the Bursar’s Office. December 06, 2013 May 02, 2014  August. 13, 2014
Commencement Ceremony – Graduates from classes Summer 2013, Fall 2013 and Spring 2014 can participate in the Graduation Commencement Ceremony.
May 10, 2014 May 10, 2014      TBA
STEP 1 Be sure you are registered for the semester in which you plan to graduate. Remember you cannot graduate if you are not registered.
STEP 2 Check calendar above for all deadlines. SPH deadlines are strictly enforced.* Verify that your Dissertation/Thesis Proposals is on file with the Office of Research and has received approval from the Associate Dean for Research as well as all other applicable institutional approvals.
STEP 3 International Students & Permanent Residents: Contact your international advisor or International Office before you graduate to make sure you are in status. Call 713-500-3176 and ask for your advisor.www.uth.tmc.edu/intlaffairs/index.htm.
STEP 4 Complete and submit an Apply for Graduation to the Office of the Registrar and pay a one time $75 graduation fee to Office of the Bursar by the 4th week of the semester. (If you have paid a $60 graduation fee in the past you will have to pay an additional $15 to cover the increase). This fee is paid to the Bursar’s Office via – myUTH, phone, US Mail or in person on the 22nd floor of UCT.  For information regarding how to make your payment, please contact the Bursar’s office at 713-500-3088
STEP 5 Complete the online Intent to Graduate Form and submit a hard copy of the Intent to Graduate Completion Form signed by your advisor to the Office of Student Affairs, RAS E-201 by the above deadline. This form will become available after the 12th class day and will not be available after the deadline. The form must be re-submitted each semester that you intend to graduate if you miss your projected graduation date.
STEP 6 Committee memberships must be accurately reflected in your student record. If your committee has changed over time, be sure that you have submitted the change of advisor/committee forms, signed by all members of your committee, to the Office of Student Affairs.
STEP 7 Ensure that your DrPH/PhD Progress Form is less than one year old and is on file in the Office of Student Affairs. You will be contacted if your Progress Form is not up to date.
STEP 8 Submit a first draft of your dissertation via email to Rebecca.Novak@uth.tmc.edu by the First Draft Deadline above. Drafts will be reviewed for formatting (margins, page numbering, headings, etc.). Use the appropriate Style Template and Style Template Checklist from: https://sph.uth.edu/research/student-research/. To make a formatting review appointment, contact Rebecca Novak at Rebecca.Novak@uth.tmc.edu, RAS W210, 713-500-9055.
STEP 9 Complete your dissertation and have it approved by your Dissertation Committee.
STEP 10 Doctoral Dissertation Defense Guidelines

  • Doctoral students must provide documentation of a public oral presentation of the final dissertation (known as the dissertation defense).
  • The student’s advisory committee in communication with the Division faculty will decide on the most appropriate time and venue for this activity.
  • The student must schedule a room by completing and submitting the Room reservation form to Betty Claybon in RAS W130 at Betty.J.Claybon@uth.tmc.edu or (713)500-9050. (Regional Campus students will need to contact the campus Staff Advisor to schedule a room). Presentations must be announced to the public, example: distribute multiple flyers, display in the “News at SPH “(the SPH online newsletter) or shown on the SPH first floor monitors, and the “News on the Go” TMC online newsletter. Also send your flyer or information on your presentation to Shon Bower at sphannounce@uth.tmc.edu for inclusion in the weekly email on student defenses. Please send it to Kimberly Holmes as well at Kimberly R. Holmes

The dissertation defense must be given no later than the last class day, and confirmation of the presentation must be submitted to the Office of Student Affairs in the form of a flyer that is being displayed, or a copy of the email announcement.

 STEP 11 Submit one (1) hard copy of your final dissertation to the Office of Research, Rebecca.Novak@uth.tmc.edu RAS W210, 713-500-9055.  Dissertations must be printed on 100% cotton bond paper, single sided, with original signatures of all committee members (preferably in black ink).
STEP 12 Upload your final dissertation document to UMI at: http://dissertations.umi.com/tmcsph .  (Approval signatures do not need to show on the upload.) Uploads must be submitted by the final deadline. For assistance with the UMI process, please see “Resources and Guidelines” on the UMI website, or contact Rebecca.Novak@uth.tmc.edu with additional questions.
STEP 13 Degree Certification Form needs to be completed and signed by your advisor and other committee members, if applicable, and must be submitted to the Office of Student Affairs by the above final deadline.
STEP 14 Concentration Completion Form:  (if applicable – for students that have officially applied for and fulfilled all requirements for any concentration program). Students need to complete the form and obtain their advisor’s signature. Forms should be submitted to Samuel E. Neher, RAS W-202, by the above final deadline.
STEP 15 Doctor of Philosophy (PhD) Students Only: Certificate of Completion of the Survey of Earned Doctorate: Complete the registration form http://sed.norc.org/survey. You will receive a PIN, password, and URL to the survey. Once you have completed the questionnaire you will be given an opportunity to print a certificate which you will need to submit to the Office of Student Affairs. DrPH students are exempt from this step.
STEP 16 Clearance Procedures: Check your myUTH account to be sure all holds are removed from your student records.  Please follow the instructions below to ensure you receive clearance:

  • Office of Research:  Students who received a UT IRB approval or Exemption (if the approval was in your own name): Submit a Study Closure Report in iRIS at: http://iris.uth.tmc.edu (Note: If your CE/Thesis did not require IRB approval, or if you were added to your faculty member’s approval, then you will not need to complete this step). Answer report questions, and upload a copy of your abstract to the end of the report. Sign off and submit the report through iRIS. For further assistance, please contact Rebecca Novak at 713-500-9055 or Rebecca.Novak@uth.tmc.edu, or the iRIS Helpline at 713-500-7960
  • SPH Library: Approximately 8-10 weeks into the semester, Angel Hooper will send out an email to all students who have registered to graduate. She will then send a follow-up approximately 1 to 2 weeks before the Final Deadline to make sure you are indeed graduating. If she does not hear from you, your library record will automatically be checked and you will be cleared if you have no outstanding books or fines.  If you do have outstanding books or fines, we will notify you. Once you have taken care of all of your library obligations, you will be cleared automatically. There is no need to contact the UTSPH Library concerning clearance UNLESS you find that you are not graduating as intended. Once you are cleared, you may not borrow books but you still have access to all online resources.
  • Bursar’s Office: The Bursar’s Office will automatically clear you for graduation providing you do not have any holds or any outstanding issues that will prevent them from doing so.  If you are not cleared automatically you will be advised to contact the Bursar’s office at bursar@uth.tmc.edu to request clearance.
  • Badges and Keys:
    • Houston Campus: Turn in ID badges & keys to Robin Baker, W218, robin.baker@uth.tmc.edu or mail them to: Robin Baker, 1200 Pressler Dr. RAS W-218, Houston, Texas 77030. To make special arrangements for your badge and keys or for further assistance, please contact Robin Baker at 713-500-9042.
    • Regional Campuses: Turn in keys and badges to the appropriate departments at your campus.
  • Student Financial Services: Students receiving Financial Aid must clear with this office. Contacts for clearance are: Janice Williams at Janice.M.Williams@uth.tmc.edu, and Elena Garza at Elena.R.Garza@uth.tmc.edu or call the main number 713-500-3300. Please disregard if you are not receiving Financial Aid.
  • International Office: (International students and permanent residents): Contact your International Affairs Advisor or call the general number 713-500-3176. (www.uth.tmc.edu/intlaffairs/index.htm)
STEP 17 After completion of the Steps above, you will be ready to complete the online Exit Survey once it becomes available and register on Job Ops. Graduating students will be notified via email when the Exit Survey has become available. Once you have completed all required steps, you will have completed all requirements for graduation. Congratulations!!

If you wish to participate in the annual commencement ceremony in May, be sure to click on the Commencement tab for further information.

Diplomas will be available approximately three months following graduation. See the Diploma tab for more details

2014 COMMENCEMENT

The Last Hurrah

Commencement 2014 will take place on Saturday, May 10, 2014, at 2:00 pm.

Reception to follow at 4:00pm

The UT School of Public Health holds its annual Commencement Ceremony at the end of each spring semester. All students who have applied for and completed their degree requirements for the school year summer 2013 – spring 2014, are strongly encouraged to participate in the commencement ceremony.

Before Commencement:

Graduates: watch your email for details about Commencement. 

Commencement Survey: If you are planning on participating in the Commencement Ceremony, please let us know by completing the survey:

https://sphuth.qualtrics.com/SE/?SID=SV_9KMvH8WsOLF2T4N

Regalia:

Regalia for graduates and faculty members will be available for rental or purchase from Willsie Cap & Gown Graduate Affairs.  Your order is placed and paid online directly with Willsie Cap & Gown Graduate Affairs.

Please contact Willsie Cap & Gown at sales@graduateaffairs.com should you have questions or concerns regarding your order.

Due to typically warm weather conditions, it is suggested that light weight clothing be worn under the regalia.  Men should wear dark colored pants, socks, and shoes.

Announcements and Invitations can be ordered at  - Willsie Cap & Gown Graduate Affairs

Regalia order deadline: March 31, 2014

Late Fee: Regalia ordered after the deadline is subject to a $25.00 late fee.

Doctoral Hooding Ceremony/Form (Doctoral Students Only):

The UT School of Public Health has established the tradition of having two faculty, the advisor/research supervisor and one other member of the doctoral committee hood the student at the commencement ceremony. The above mentioned survey includes a section that asks you to provide the names of the two UT School of Public Health Faculty on your committee who you would like to perform your doctoral hooding at the ceremony. Your third choice will be an alternate in case one member cannot attend.

It would also be in your best interest to follow-up with these faculty members prior to the commencement as a reminder that they have agreed to participate in your hooding ceremony. Please note, the office of Student Affairs will not be contacting these faculty members for you.

Name Pronunciation:  Please watch your email for further instructions prior to commencement.

Commencement Day

DATE: Saturday, May 10, 2014
PLACE: Bayou City Event Center9401 Knight RoadHouston, TX 77045 Map to Bayou Center
TIME: GRADUATES NEED TO ARRIVE by 11:30 am at the Bayou City Event Center.
GROUP PHOTO: Students must be completely dressed in regalia and ready for the group photo at 1:15 pm.
Commencement Ceremony: 2:00pm to 4:00pm
Reception: 4:00 pm to 5:00 pm at the Bayou City Event Center Pavilion.
SPEAKER: Dr. Raymond Greenberg, Executive Vice Chancellor for Health Affairs
FACULTY MARSHAL: Dr. Stephen Linder
STUDENT MARSHAL:  Dr. Michael Swint
Volunteers will be available in the dressing/waiting area to assist graduates with getting dressed and lined up for the group photo. They will also assist with organizing the line-up for marching entrance.
Parking:  Free parking. Carpooling is encouraged.
Special Needs: Any graduating student with special needs should contact the Office of Student Affairs  at least one week in  advance. You may also contact us at 713-500-9032.
Guests: There are no set limits on the number guests that can be invited to the commencement ceremony and barbeque.
Seating: Guests will be seated on a first-come first-served basis. Holding seats will be discouraged, so try to have your group arrive at the same time. No seats can be held in the final 15 minutes prior to the ceremony.

Reception: A barbecue reception will follow the ceremony in the Bayou City Event Center Pavilion.

Photographs: A group photo of all graduates will be taken prior to the ceremony at 1:15 pm. The photographer will be available for individual and/or family photos at 12 noon and also following the ceremony. Graduates may choose to purchase photos printed onsite or may place orders directly from the photographer.  Pricing and details available here, or contact J & C Digital at jandcdigital@gmail.com or 713-880-1847 for more details.  J & C Photographer Prices 

Commencement Booklets: Commencement Books will be given out one per family at the Commencement Ceremony. If there are extra booklets at the end of the ceremony, graduates will be welcome to take them.

Diploma Information: Official diplomas are not given at the ceremony. The previous summer and fall students will have already received their diplomas. The current spring graduates should receive their diplomas by certified mail about twelve (12 – 16) weeks after the ceremony.

Lost Diplomas: If you lose your diploma or wish to order a duplicate, please contact The Office of the Registrar for more details or call them at 713-500-3361.

Diplomas are ordered by the Registrar’s Office following graduation. It takes about four months for diplomas to be produced. Students are asked if they prefer to have their diplomas mailed or be available for pick-up in the Office of Student Affairs. The diplomas will be mailed shortly after they are received in the Office of Student Affairs. Student preferring the pick-up option will be notified once diplomas are ready for pick-up.

Diplomas are 12 x 16 in size.

Delta Omega

Delta Omega is the national honor society in public health, founded in 1924 at Johns Hopkins University. The University of Texas – School of Public Health is home to chapter Alpha Iota, one of 72 chapters.  The UTSPH Faculty Advisor is Michael W. Ross PhD, MD, MPH.

Graduates comprising the top 25% of the graduating class are eligible, pending a faculty nomination.  After students have completed the Intent to Graduate, we determine the top 25% of the graduating class based on overall GPA’s.  That list is then distributed to faculty, who can nominate any of those students.  Nominations are vetted by the Delta Omega Committee, and then are invited to join.  There is a one-time fee of $50 for membership. The list of new Delta Omega nominees appears in the commencement program, and the names of those in attendance are announced during the commencement ceremony.

Details of Delta Omega can be found at their website, http://www.deltaomega.org/. Contact Anne.I.Baronitis@uth.tmc.edu for more information.