Online Doctoral Exam Committee Request System - The Graduate ...

Online
Doctoral Exam Committee
Request System
February 20, 2013

Out with the old…
In with the new!
• Online system available
Monday, Feb. 25
• Accessed via
www.grad.illinois.edu/
forms/appointdec.htm
• Paper requests for exams
on/after March 18 to be
returned to dept

Benefits of New System
• Easier to complete & submit request
• Less guesswork regarding who is/isn’t
Graduate Faculty and/or tenured
• No more lost forms
• Quicker approval

Accessing the System
• Log-in via NetID & password
• Access granted via Authorized Signature Form—#4
(Doctoral Committee Appt Forms) must be circled

The Online Form
• 2 types
– Prelim
– Final
• 4 parts
– Exam Info
– Student Info
– Committee Member Info
– Submission

Approval Email
• Exam result form &
notice of appointment
downloaded
as PDF files
• Retain email for future
use (at least 180 days)

Scenario 1: Prelim
(no external member)
• Step 1: Enter exam date
(time & location not required)

Scenario 1 (cont.)
• Step 2: Enter student UIN;
form fills in student name & program info

Scenario 1 (cont.)
• Step 3: Enter committee member NetIDs

Scenario 1 (cont.)
• Form fills in grad faculty &
tenure info; tallies members

Scenario 1 (cont.)
• Incorrect NetIDs will
result in error
Red error box indicates
“not in Grad Faculty DB”

Scenario 1 (cont.)
• Step 4: Click Submit button (button will not be
available until all required conditions have been met)
• Request is reviewed automatically

Scenario 2: Prelim
(with external member)
• Step 1: Enter exam date
• Step 2: Enter student UIN
• Step 3: Enter Grad Faculty NetIDs; select “Yes” to the
following:
Select “Yes” from drop-down list.

Scenario 2 (cont.)
• Step 4: Enter Non-Grad Faculty
member name(s) & select position(s)

Scenario 2 (cont.)
• Step 4 (cont.):
Paste in chair’s justification & upload CV
for each non-Grad Faculty member
Click arrow next to “Insert
item” to upload additional CV

Scenario 2 (cont.)
• Step 5: Click Submit button (button will not be
available until all required conditions have been met)
• Request is reviewed manually

Scenario 3: Final
• Proceed same as with prelim request
• One additional field—Prelim exam date
Prelim more than 5 years ago?
A new prelim request must be submitted before final
request will be approved.

Scenario 4: Requesting a change to
a committee appointment
• Step 1:
Access previous
request via link in
approval email

Scenario 4 (cont.)
Step 2: Add/remove
committee members
Step 3: Check
the box &
provide brief
description of
change
Step 4: Click Submit
button

Review of the Process
• Go to
www.grad.illinois.edu/forms/appointdec.htm
• Complete & submit appropriate form (prelim or
final)
• Graduate College reviews (auto or manual)
• Links to Exam Result form and Notice of
Appointment e-mailed to request submitter

Policy Reminders
• Committee must be appointed before the
exam occurs
• Appointment effective for 180 days from
date of appt by Grad College
• Students who passed the prelim >5 years
ago are required to take 2 nd prelim
before attempting final exam

Policy Reminders (cont.)
• Students must be registered during the
entire academic term in which the
prelim/final exam occurs
– For the purpose of the doctoral exam, an
“academic term” extends from 1 st day of
instruction through the day before 1 st day of
instruction for the following term.

Policy Reminders (cont.)
• Student, committee chair & one other
voting member must be physically
present for exam
• All voting members must participate in
the exam (in person or by video- or
teleconference)

Need Assistance?
Thesis
Office
333-6278
Wendy
Wimmer
333-2983
GSAS
333-2364
• Committee appointments
• Submitting appt requests
• Adding/extending Grad Faculty
• Authorized Signature Form
• Submitting exam result forms
• Signatures on exam result forms