Graduate Student Resources
Photo by Meridith Forrest Kulwicki
The links below will guide you to essential information and assist you as your progress through your academic programs in UB Theatre and Dance.
Graduate Administration
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The outline listed below includes pertinent documents and milesstones with approximate dates that these items should be completed by. As always, your timeline toward conferral is dependent upon regular consultations with your academic advisor:
1st Semester (Fall):
September 15 - Official Undergraduate Transcripts must be submitted
2nd Semester (Spring):
May 15 - Committee Election Form
May 15 - Full-Time Status Certification
3rd Semester (Fall):
August 30 - Application to NYS Residency should be submitted for Non-NYS Residents
October 15 - Apply for Graduation in HUB
January 14 - Masters Thesis/Projects defended before this date, Milestones completed in HUB. Please schedule your thesis defense at least one week prior to this date.
January 14 - Electronic Thesis & Dissertation (ETD) Guidelines
January 14 - M-Form for Master's Degrees With Thesis and All PhD Degrees
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If approved by advisor to complete in two semesters:
1st Semester (Fall):
September 15 - Official Transcript must be submitted
*December 15 - Committee Election Form
*December 15 - Certification of Full-Time Status (Masters)Download pdf
2nd Semester (Spring):
*February 22 - Apply for Graduation in HUB
*May 14 - Electronic Thesis & Dissertation (ETD) Guidelines
*May 10 - M-Form for Master's Degrees With Thesis and All PhD Degrees
1st Semester (Fall):
September 15 - Official Undergraduate Transcripts must be submitted
2nd Semester (Spring):
January 15 - TA'S ONLY - Application for NYS Residency should be submitted for Non-NYS Resident
April 15 - Annual Academic Review Form - Grads - Annual Reviews typically take place in the 2nd or 3rd week of May
3rd Semester (Fall):
August 30 - Application for NYS Residency should be submitted for Non-NYS Residents who are not TAs
December 15 - Committee Election Form
4th Semester (Spring):
April 15 - Annual Academic Review Form - Grads - Annual Reviews typically take place in the 2nd or 3rd week of May
May 15 - Committee Election Form
May 15 - Certification of Full-Time Status (Masters)Download pdf
5th Semester (Fall):
Thesis credits begin
6th Semester (Spring):
February 22 - Apply for Graduation in HUB
May 10 - MFA Thesis Projects defended before this date, milestones completed in HUB. Please schedule your thesis defense at least one week prior to this date.
The outline listed below includes pertinent documents and milesstones with approximate dates that these items should be completed by. As always, your timeline toward conferral is dependent upon regular consultations with your academic advisor:
PhD Trajectory toward conferral is dependent upon the completion of necessary coursework, language requirements, comprehensive exams and dissertation milestones - therefore pertinent dates and deadlines may vary. Your timeline is best determined through regular meetings and consultation with your advisor and a thorough understanding of the requirements set forth via the program and outlined in the PhD handbook.
Documents and Information to be aware of:
- Application to Conferral (ATC - PhD)
- Application to NYS Residency
- Certification of Full-Time Status
- CITI Compliance
- Class Observation Scheduling
- Doctoral Degree Recipient Surveys
- Electronic Thesis & Dissertation (ETD) Guidelines
- End of Year Review - Students
- M-Form for Master's Degrees With Thesis and All PhD Degrees
- Petition to Change Expected Graduation Term or Amend the ATC
- Transfer Credits Petition
See most forms at the Graduate Forms Website
As always, continually check Graduation Requirements in order to assure you are on track.
When you are prepared to officialy schedule your Oral Defense, please do so by completing this form: Graduate Culminating Experience and Conferral - Oral Defense Scheduling and Pre-Conferral Review.
RECOMMENDATIONS FOR SCHEDULING YOUR ORAL DEFENSE:
- MA/MFA Students - It is recommended that MA/MFA's submit their final thesis/thesis project reflection for review at least two weeks prior to their defense date. In addition, defense dates should take place at least two weeks prior to Dec 10 or May 10 in order to assure time for revision and to meet the submission deadlines for the Graduate School.
- PhD Students - it is recommended that PhD's submit their final dissertation for review at least one month in advance of their Defense date. In addition, defense dates should take place at least four weeks prior to Dec 10 or May 10 in order to assure time for revision and to meet the submission deadlines for the Graduate School.
- Please note, the Culminating Experience (CE) Milestone will set until confirmation of a success Oral Defense and final submission of conferral documents.
CONFIRM THAT YOU HAVE REGISTERED FOR GRADUATION:
All graduates intending to confer should Register for Graduation before the published deadlines: Apply for Graduation in HUB - The Graduate School - University at Buffalo. If you missed the deadline to register in HUB, you must submit the necessary form based on your academic program to request Graduation registration, see Forms for Students - The Graduate School - University at Buffalo.
- MA/MFA form - https://www.buffalo.edu/registrar/forms/graduation-term-update-and-or-request-full-time-certification-masters-advanced-certificates-form.html
- PhD form - phd-atc.pdf (buffalo.edu) or amend-atc-phd.pdf (buffalo.edu)
The graduate school has published deadlines for required conferral documents and tasks depending on the term in which you intend to confer. However, as a general rule, the departmental deadlines are as follows:
- For Fall term conferral, submit all documents by Dec 10.
- For Spring term conferral, submit all documents by May 10.
- The department does not confer during Winter and Summer semesters unless a special consideration has been made.
MA/MFA Thesis Project (CE Milestone) required conferral materials due by term deadline.
- Registered for Graduation in Hub or Applied via - https://www.buffalo.edu/registrar/forms/graduation-term-update-and-or-request-full-time-certification-masters-advanced-certificates-form.html
- Completed project related event (eg. MFA Thesis Concert)
- Completed Oral Defense
- Academic Advisement Report - Academic Requirements Cleared
- Academic Advisement Report - Major Advisor Milestone Cleared
- Academic Advisement Report - Thesis Project CE Milestone Cleared
- Final Thesis Project Reflection and materials uploaded to UB Box - Department Archive - Thesis and Dissertation Records
MA Thesis (CE Milestone) required conferral materials due by term deadline.
- Registered for Graduation in Hub or Applied via - https://www.buffalo.edu/registrar/forms/graduation-term-update-and-or-request-full-time-certification-masters-advanced-certificates-form.html
- Completed Oral Defense
- Academic Advisement Report - Academic Requirements Cleared
- Academic Advisement Report - Major Advisor Milestone Cleared
- Academic Advisement Report - Thesis CE Milestone Cleared
- A completed M-Form for Master's Degrees With Thesis and All PhD Degrees.
- Electronic submission of Thesis to Graduate School. Please see our Electronic Thesis and Dissertation (ETD) Guidelines page for submission instructions.
- Final Thesis uploaded to UB Box - Department Archive - Thesis and Dissertation Records
PhD Dissertation (CE Milestone) required conferral materials due term deadline.
- Submitted Application to Confer (ATC)
- Registered for Graduation in Hub or submitted Form - Amend ATC
- Academic Advisement Report - Academic Requirements Cleared
- Academic Advisement Report - Major Advisor Milestone Cleared
- Academic Advisement Report - Dissertation CE Milestone Cleared
- Completed Oral Defense
- A completed M-Form for Master's Degrees With Thesis and All PhD Degrees.
- Electronic submission of Dissertation to Graduate School. Please see our Electronic Thesis and Dissertation (ETD) Guidelines page for submission instructions.
- Final dissertation uploaded to UB Box - Department Archive - Thesis and Dissertation Records
- Completion of the doctoral degree recipient surveys (two surveys required for PhD students).
Please note, PhD Students completing a Dissertation and MA students completing a Thesis (not at Thesis Project) MUST complete electronic submission to the Graduate School. Please see our Electronic Thesis and Dissertation (ETD) Guidelines page for submission instructions.
Preliminary knowledge of any travel has proven to be very helpful in obtaining a speedy reimbursement. Being able to prepare a voucher before actual travel gives the opportunity to obtain information that might not be readily available after a conference/symposium occurs.
To request travel reimbursement, please complete the following form and upload all necessary documentation:
CAS - Theatre and Dance Department - Student Travel Reimbursement Request - Formstack
For a speedy reimbursement, please provide the following:
- Travel plans and justification documents, such as itinerary / conference agenda.
- Forward any/all information as soon as possible rather than waiting until after you have traveled. This may include conference name, city, dates, air itinerary, payment for airfare, lodging confirmation, registration and payment of registration, etc.
- Which account your travel is being funded from.
- Documentation, such as a copy of a travel award letter or research fund approval should be included, this letter should denote the total approved funds, and if there a travel limit and/or exactly what expenses may be covered.
Reminder: Credit Card/Bank Statements MUST Accompany Your Documentation
- The required documentation includes:
- If flying: Flight itinerary from your booking agent and a credit/bank statement showing the transaction. Your flight itinerary should reflect dates, times and dollar amounts.
- If driving: A printed Google map (or similar software) from UB North Campus to the address you drive to (one way is sufficient).
- If you plan on extending your plans either before or after a conference, you must supply a listing of flight comparables showing your travel from one day before and one day after the conference. For example: If a conference is from the 10th – 13th, and you want to go early on the 5th, you must provide your itinerary showing these dates and ALSO a flight itinerary showing travel from the 9th – 13th or 14th. Or, if you wish to stay later, a flight itinerary from the 9th or 10th – 14th, plus your itinerary showing your extended dates.
- When booking your airfare (research accts only), remember to adhere to the Fly America Act. This states that you must use a U.S. carrier when booking all international flights. If during the trip, you are transported on a non-U.S. carrier, the flight will still be reimbursed. However, your itinerary must show a U.S. carrier leaving and returning to the U.S., and payment must be to a U.S. company, (eg. Orbitz).
- Unusual situations occur in travel. For example, you may share a room with someone else and pay them for your portion of the bill or they may pay you for their portion of the bill. It is recommended that you get a lodging receipt from the hotel with all names on it. If a name other than your own shows on the bill, you must have that person write a letter/email stating that you paid them a portion of that bill and you must have a copy of your check/receipt that shows you paid along with a copy of the hotel bill. The same if you paid, have the other person send documentation of their payments. This usually happens with grad students and not faculty, however, it’s best to be prepared. Please provide a lodging receipt with your name on it and a credit/bank statement showing the lodging transaction.
- Food receipts are not necessary. If you are to be reimbursed for food purchases, we follow NYS per diem allotment chart.
- If you have direct deposit, chances are your reimbursement will be direct deposited into your account. If you wish to have a check mailed to you, please request this in advance.
Applicable Forms:
- Disbursement Request for UBF
- Non-Employee Travel Voucher for Research Foundation (RF)
- Non-Employee Travel Voucher for State
- Policy Exception Request
The CAS Procurement Team handles travel reimbursement requests. Please contact Kim Brown, 645-4022, with travel questions.
Students with appointments as TA/GA/RA should complete timesheets monthly, recording all leaves/absences and indicating that you successfully completed your 20 hours of weekly service as part of your appointment. In addition, at the end of each semester, a semi-annual timesheet should be submitted recording all absences/leaves and confirming successful completion of the hours/duties per your appointment assignment.
Depending on your assignment this semester, this may be broken down as follows:
20 hrs of in-class appointments (Teaching/TAing more than one course)
OR
10 hrs of in-class appointments (eg. Teaching / Grading / TA-ing in general for one course)
10 hrs of "other" services (eg. Research Assistant, Publishing Assistant, TA, GA, Videographer, Costume Design Assistant, etc.)
Blank Timesheets Forms are available here:
- Time Sheet (Monthly) For State Graduate and Teaching Assistants (GSEU)
- Time Sheet (Semiannual) For State Graduate Student Employees
Details: Graduate Student Employees - Administrative Services Gateway - University at Buffalo
Completed timesheets should be uploaded to the form above - they will be signed by the Graduate Coordinator, and will be shared upon submission with your supervisor for confirmation (The instructor of the class or the individual you are assigned to assist this semester) and attached to the submission form.
