Important Dates

From this page you can link to forms and to other helpful documents.  There are two categories of forms:  those designed and numbered by the Graduate School for all the graduate students on campus; and those designed and numbered by the College of Education just for the graduate students in Education.

Current Student Forms and Documents

I. Master of Education (M.Ed.) Students

Forms Required of All Students

  • Advisor Assignment Form - Office of Advising and Student Services Graduate Student Faculty Advisor Assignment Information 
  • Program of Study:  Students use this form to list all of the required and elective courses comprising their degree.  Courses should be selected with the faculty advisor.  This is a Graduate School form so click on the link above.
  • Master's Intent to Graduate (M-4):  Students submit this form at the beginning of their last semester to notify us that they intend to graduate at the end of the semester.  This initiates a degree check and adds student names to the graduation list.

Special Request Forms

  • Master's Time Extension: Time Extension and Leave of Absence information can be found in the Graduate School Handbook.
  • 6497 Independent Study or "Problems” Course Outline:  Students are allowed a limited number of credit hours of independent study courses typically numbered 6497.  Students must complete this outline in consultation with the supervising faculty member.  It is an agreement of what tasks are to be completed by specified dates and what work the instructor will evaluate (grade).  This form should be submitted to the division office of the curricular designation (Ed Adm, Ele Ed, etc.) to receive a consent number to register.

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II. Education Specialist (Ed.S.) Students

Forms Required of All Students

  • Advising Form:  Students use this form to list all of the required and elective courses comprising their degree.  Courses should be selected with the faculty advisor.  This is a Graduate School form so click on the link above.
  • Ed.S. Intent to Graduate (M-4):  Students submit this form at the beginning of their last semester to notify us that they intend to graduate at the end of the semester.  This initiates a degree check and adds student names to the graduation list.
Special Request Forms
  • Ed.S. Time Extension:Time Extension and Leave of Absence information can be found in the Graduate School Handbook.
  • 6497 Independent Study or "Problems” Course Outline:  Students are allowed a limited number of credit hours of independent study courses typically numbered 6497.  Students must complete this outline in consultation with the supervising faculty member.  It is an agreement of what tasks are to be completed by specified dates and what work the instructor will evaluate (grade).  This form should be submitted to the division office of the curricular designation (Ed Adm, Ele Ed, etc.) to receive a consent number to register. 

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III. Graduate Certificate Students

Forms Required of All Students

  • Advising Form: Students use this form to list all of the required and elective courses comprising their certificate.  Courses should be selected with the faculty advisor.  This is a Graduate School form so click on the link above.
  • Graduate Certificate Intent to Complete Program (G10): Students submit this form at the beginning of their last semester to notify us that they intend to complete certificate studies at the end of the semester.  This initiates a completion check and adds the certificate to the student transcript at the end of the semester.

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IV. Doctoral Students (EdD and PhD Program)

Forms Required of All Students

  • Please visit the Graduate School website for the Graduate School Doctoral Forms. Forms must be downloaded and opened with Adobe Reader DC (opening a file within the browser will not allow the form to be fillable). You should become familiar with each form that you are responsible for submitting during the course of your doctoral studies (D1 through D9; note the D1 form has a Part A and Part B).

    • All forms must be submitted using the Graduate School’s fillable forms. All signatures on the forms must be digital signatures. Forms submitted in any other format will be returned to the student/advisor.
    • All forms and documents submitted must conform to the College of Education file naming system. Forms and documents submitted using any other file naming system will be returned to the student/advisor. The file naming system is as follows: the Form/Document, a space, Lastname, dot, Firstname, dot StudentID# (note there are 2 dots embedded in the file name):

        • D1PtA Lastname.Firstname.StudentID#
          Note: the Part A form gets submitted first, approved, returned to the student, and then the bottom part of the form - Part B - gets completed, signed and submitted for approval; Part A and Part B CANNOT be submitted at the same time). The student will receive the countersigned Part A form from the Graduate School with the Graduate School’s file naming system: Lastname.Firstname.StudentID#D1PtA. When submitting the completed Part B to Dr. Kyle the file is renamed to the COE file naming system, as shown in the next example (the Part B file name).
        • D1PtB Lastname.Firstname.StudentID#
        • D2 Lastname.Firstname.StudentID#
        • D3 Lastname.Firstname.StudentID#
        • D4 Lastname.Firstname.StudentID#
        • D5 Lastname.Firstname.StudentID#
          Along with the submission of the D5, the student must also submit in the same email a copy of the proposal (PDF format) and proof of IRB approval (or a statement in the email if IRB approval is not necessary for the dissertation).
        • Proposal Lastname.Firstname.StudentID#
        • IRB Approval Lastname.Firstname.StudentID#
        • D6 Lastname.Firstname.StudentID#
        • Dissertation Lastname.Firstname.StudentID#
        • D7 Lastname.Firstname.StudentID#
        • D9 Lastname.Firstname.StudentID#
        • G14 Lastname.Firstname.StudentID#
        • COE-6 Lastname.Firstname.StudentID#

    • All forms and documents should be submitted, with the appropriate faculty signatures, by the student to: Dr. Shawn Woodhouse, COE Doctoral Program Director: woodhouses@umsl.edu. Dr. Woodhouse will review each form for accuracy and when complete she will submit the form to the Graduate School for approval. When the form is approved by the Graduate School it will be returned to the student. Each student is responsible for keeping all approved forms and maintaining a record of the documents for the duration of the doctoral program.

  • Advisor [D2]: You will be assigned an advisor upon your admission to the PhD program. During your first semester in the program you should submit a D2 form for approval. If you change your PhD advisor, then you must file a new D2 form for approval. Students admitted to the EdD program will be admitted as a cohort to a Learning Community. You will work closely with a faculty mentor team. Within the first year of the program, a faculty member from the Learning Community will be assigned as your advisor. At that time you will submit the D2. If you change your EdD advisor, then you must file a new D2 form for approval.

  • Appointment of Comprehensive Examination Committee [D1 PtA]:  The comprehensive examination committee is appointed by submitting the D1 Part A form for approval. Part A must be completed and signed by the Committee chairperson, Committee Members, Doctoral Program Director, and the Graduate School before the comprehensive examination occurs. This committee should be composed of at least three members of the Graduate Faculty. An additional person may be appointed from off-campus upon the recommendation of the Department. An electronic CV must be submitted for the off-campus or non-graduate faculty member with this form. The Graduate School will email the approved D1 Part A to the student. Part B of the form must be resubmitted when the comprehensive examination is completed.

  • Results of Comprehensive Examination [D1 PtB]: When the comprehensive examination has been completed, the student / committee will resubmit D1 Part B with the report of the committee.
  • Application for Candidacy [D3]: The D3 form must be submitted immediately after the student has passed the comprehensive examination and completed all course work The D3 should be submitted / approved prior to the dissertation phase.
  • Request for Graduate Equivalency Credit (this form is optional, depending upon your needs) [G14]: After all coursework is completed and the D3 is approved, students are eligible for equivalency hours by submitting the G14 form. The G14 must be submitted each semester equivalency hours are desired. The form is submitted after the student has enrolled in the semester for which equivalency hours are requested. If the form is submitted and the student is not enrolled, then the form will be discarded by the Graduate School and you will need to re-submit following registration.
  • Appointment of Dissertation Committee [D4]: The dissertation committee is appointed by submitting the D4 form for approval. You must adhere to the policies and procedures explicated on the form.
  • Doctoral Dissertation Proposal [D5]:  Prior to filing the dissertation proposal with the Graduate School, the dissertation committee should meet with the student for an oral defense of the proposal. Following the committee’s approval of the proposal, the student shall submit in a single email the D5, a PDF copy of the dissertation proposal, and a copy of the IRB approval (if required). In the event the student terminates the line of research approved and adopts a substantially new dissertation project, then the student must craft a new proposal, have an oral defense, and submit the new documents for approval of the new dissertation proposal.
  • The D5 must be submitted to the Doctoral Program Director for approval by the close of the term preceding the semester in which the student wishes to graduate (e.g., 5 August 2017 for December 2017 graduation). These dates can be found on the Academic Calendar on the UMSL website.  Any D5 that is denied approval by the Graduate Program Director or the Graduate School must be re-submitted by the candidate and the re-submission date and subsequent approvals will determine the term in which the student is eligible to graduate.
  • Preliminary Approval of Dissertation and Oral Defense [D6] and Oral Defense Announcement [D9]: The submission of the D6 form indicates the committee offers the preliminary approval of the dissertation and denotes the date and location of the dissertation defense. The D6 form is to be submitted to the Doctoral Program Director at least 3 weeks in advance of the proposed dissertation defense date. In a single email, the student forwards the D6, one copy of the dissertation in PDF format, and the D9. NOTE: A doctoral student must be enrolled in the semester in which s/he is graduating. If the student is not enrolled, then the Graduate School will enroll the student in the Graduate Exam Fee per UM System regulations. This Graduate Exam Fee is equal to one credit hour of coursework. Your student account balance must be zero before you submit the final copies of your dissertation.
  • Declaration of Intent to Graduate [COE-6; formerly ED-6]: Early in the semester in which you intend to graduate, you will receive an email from the Doctoral Program Director informing you of the deadline by which the COE-6 form must be submitted. It is each student’s responsibility to know if you are eligible to graduate. If you have questions regarding your eligibility, then you should communicate with your advisor. In order to be eligible for graduation in any semester, a student must have submitted the D5 to the Doctoral Program Director for approval by the close of the term preceding the semester in which you wish to graduate (e.g., 5 August 2017 for December 2017 graduation). 

  • For courses that require a Permission Number to register, you must do the following:

    1. Prior to the first week of class, email the instructor of record and cc Laura Watt (wattl@umsl.edu) noting you desire a permission number. Your email must indicate the course number, section number and semester for which you seek approval to register.

    2. The instructor of record should reply all to your message noting if the approval to enroll in the course is granted.

    3. If permission is granted by the instructor, then Laura Watt (wattl@umsl.edu) will reply to you with the Permission Number. You must use the permission number prior to the first week of classes.

    Please note: Laura Watt will not grant a Permission Number to you in the absence of correspondence from the instructor of record granting permission to you to enroll in the course. Please do not email Laura directly seeking a Permission Number in the absence of corresponding with the instructor of record.

Educational Leadership & Policy Studies

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