Information for Current Students

NOTE: If you plan to leave Birmingham immediately following graduation, before your dissertation is complete and sent to be bound (which is highly discouraged):

The Grad School insists you appoint someone as a go-between for you, someone who can go to the Grad School, pick up the paper, send it to you, etc. – someone to be her/his eyes/feet/hands. In other words, the Grad School will not mail out waiting-to-be-corrected papers to you and will not conduct business with you via mail.

The corrected copy of your thesis, containing the committee's changes and/or corrections, must be turned into the Graduate School within 10 business days following the public defense.

· Within 10 days of the defense--Meet with Graduate School staff to review formatting and style and to ensure that your document meets the minimum acceptance requirements as listed in UAB Format Manual for Theses and Dissertations. This meeting should be held with Jan Baird (975-6511).

· After approval by committee and at least 20 days before expected conferral of degree--Submit one complete, error-free, paginated, unbound manuscript to Graduate School. This copy will be read by the Graduate School, primarily for consistency with the approved style guide and for adherence to Graduate School guidelines. At this time, you should pay the following fees:

·                            Doctoral Students: $60 Microfilm Fee (click here for pdf of microfilm form)

·                            Doctoral Students: $45 Copyright Fee (optional)

·                            Doctoral and Master's Students: $25/copy binding fee.

Note: The amount of these fees is subject to change at the beginning of any semester. Verify correct amount of fees with Graduate School.

If you use animals in your research: The Institutional Animal Care and Use Committee (IACUC) and the Institutional Review Board for Human Use (IRB) review all UAB research involving animals and human subjects, respectively. Before beginning the research project, students should consult the IACUC or IRB office to determine whether approval is necessary from either of these review boards. If approval is necessary, documentation of review by the IACUC or IRB must be provided before the student can be admitted to candidacy and must be included in the thesis or dissertation.

Human subjects are defined as not only living persons, but also human tissue, blood samples, pathologic or diagnostic specimens, study of medical records, observation of public behavior, and all questionnaires. Further information and deadlines are available by contacting the IRB office (934-3789) or visiting the IRB web site (http://www.uab.edu/irb). You will need an approval letter from IRB, if you use "human subjects" in your thesis or dissertation.

Guidelines for submitting animal use protocols and electronic forms are available by contacting the IACUC office (934-7692) or by visiting the IACUC web site (http://www.uab.edu/iacuc).

Formatting margins (strictly enforced):
1" from the top
1 1/2" for the Left margin
1" for the Right margin
1" from the bottom
**Typing guide sheet available in MCLM 808

Copying Fees: The Graduate Student Association will pay up to $75 of the cost to make the final copies of the dissertation (this does not refer to the binding fee), IF the student uses the UAB copy center. Contact Jasmine Gains (jpgain@yahoo.com) for more information. A receipt for the copying must be turned in to the Graduate School office.

Binding and Copyright fees:
-- Doctoral Students: $60 Microfilm Fee
-- Doctoral Students: $45 Copyright Fee (optional)
-- Doctoral and Master's Students: $25 binding fee for EACH copy ordered (Physiology will pay for 1 copy for our office)

The Printing and Binding Process: The UAB Graduate School uses UMI Dissertation Publishing (a division of ProQuest), for the some of the final steps in the publishing process. UMI maintains one of the largest and most widely used research databases in the word (over 1.7 million doctoral dissertations and theses with thousands being added each year) and is the single, authoritative source of information concerning doctoral dissertations.

The full text of your dissertation is digitized and indexed for later retrieval, and your abstract is entered into the UMI Dissertation Abstracts database, where it will be available worldwide to any inquirer using search terms included in your title or abstract.

UAB requires that all doctoral dissertations (but not master’s theses) be submitted to UMI for digitizing. Two hardbound copies of both dissertations and theses must be provided for use by the UAB libraries. If you choose to copyright your master’s thesis, it must also be digitized and the additional fees paid ($45 for copyright plus the additional $60 for digitizing).

The required 2 copies for the UAB library, your own personal copy, and any additional bound copies you wish to order should be ordered at the same time as the two required library copies. (The GSA offers vouchers to offset some of the printing and binding costs.) You must include 1 copy that will be brought back to the Cellular & Molecular Graduate Program office (MCLM 808) for the program's files. Our department will pay for our copy, but you must include our copy on the form so that enough copies will be bound.

The date your binder-ready copies are due in the Graduate School depends on the date of your final defense and the time involved in the correction and review process. However, the binding process may not be completed until approximately three months after graduation. The Graduate school will notify you when the bound copies are ready to be picked up and will deliver two copies to the university libraries. However, you are responsible for having any other copies delivered to the appropriate persons.

Complete information about the binding, digitizing, and copyrighting process as well as publishing agreement forms are printed in the UMI Publishing your Dissertation Booklet which is included in your approval form packet and is available in the Graduate School office.

Will UAB pay for any of the costs of graduation?
No. The Department of Physiology and Biophysics will only pay for 1 bound copy of your thesis/dissertation for our library. Kathy McConnell will submit an internal requisition to pay for that copy, BUT you must include the department copy in your total number of copies when you submit the paperwork to the Graduate School. All other expenses are the responsibility of the student.

Does the Graduate School provide help writing the thesis/dissertation?
Yes. Each semester, the Graduate School, through the Professional Development Program offers a variable-credit-hour course, GRD 704 Specialized Instruction, in which a student works individually with an instructor on any stage of the thesis/dissertation writing process. The Professional Development Program also offers each semester a free 2-hour seminar Staying Afloat While Writing a Thesis or Dissertation to help students understand the thesis/dissertation process.

Does the Graduate School provide help with formatting my thesis/dissertation?
Individual formatting help is not provided. This booklet provides most of the information necessary for meeting the formatting requirements and contains formatting tips for Microsoft Word users.

May I submit my thesis/dissertation to the Graduate School electronically?
No. The Graduate School is not responsible for printing your document. Because margins and spacing often shift when printed on different computers, each step of the review process should take place on paper copies printed on the same computer and printer.

May I have my official format review before my defense?
No. The manuscript you bring to the Graduate School to be checked for format must be the version that has been approved by your committee at your defense. However, if you have specific questions about formatting requirements not covered in this booklet, or if you are uncertain how to interpret your style guide, you may call, email, or come by the Graduate School and we will be happy to answer those questions. Please do not wait until the final deadline to ask formatting questions.

May I mail in my manuscript for the format review?
No. The formatting review must be done in person and must be done no later than 10 days following your final defense.

How long does it take to have my thesis/dissertation checked for formatting?
This review typically takes approximately 15 to 20 minutes. You must make an appointment and you must arrive with all required documents (e.g., style guide, IRB approval form). It is important that you be familiar with the contents of this booklet and that your manuscript meets the requirements listed on the checklist on page 44 before arriving for this appointment.

If I have left the Birmingham area, can I mail my thesis/dissertation in for review and for the editing process?
After the initial format check (which must be done in person), you may send your manuscript to The Graduate School via FedEx, UPS or U.S Express. Use the physical address listed on the last page of this booklet. (The postal address is for US Post Office deliveries only.) However, the Graduate School will not return the thesis/dissertation to you by mail. Your representative must retrieve it from the Graduate School office.

If I have left the Birmingham area, how can I handle my binding and other fees?
It is necessary to take care of all fees before leaving the area.

Can I have a friend or other representative turn in my thesis/dissertation for me?
Yes. After the format check, you may designate someone to turn in preliminary and/or final copies of your thesis/dissertation. However, it is your responsibility, not the Graduate School and not your agent, to make certain that the thesis/dissertation process has been successfully completed and that all deadlines are met. You will be asked to sign a form officially designating your agent.

Does the graduate school get my approval form signatures for me?
No. It is your responsibility to obtain the signatures of each committee member and your program director. Check carefully to ensure that all information is entered correctly. The Graduate School Dean’s signature and the date of official approval will be entered by the Graduate School once you have submitted your final copies.

Am I required to copyright my thesis or dissertation?
Official copyright is not required. Registration establishes a public record of your copyright claim. For an additional fee of $45 you may obtain copyright on your work at the same time as you submit it for editing. Master’s theses are not usually copyrighted. However, if you do choose to copyright your theses, it must also be digitized (at an additional fee of $60). Dissertations must be digitized. Any document that is copyrighted must also have a copyright page. (See sample on page 25)

What would cause my manuscript to be rejected?
If you have not met the requirements contained in this booklet, have not followed an approved style guide (a previous dissertation is not an approved style guide), or if you have arrived without the necessary documents, your manuscript will be rejected without being fully reviewed. You will need to make another appointment when those requirements have been met. All this must take place before the deadline posted for your graduating semester.

How long does it take to have my thesis/dissertation edited and reviewed?
This typically takes approximately 2 weeks. Manuscripts are reviewed in the order they are submitted. As a result, if many students submit their manuscript on the approval deadline, the process is likely take as long as 3 or 4 weeks. Once your manuscript has been edited, you have 10 working days to make the requested corrections. If you are in a hurry to finish the process, do not wait until the deadline to turn your paper in, and be careful to make every requested correction. Always check each page of your final printed copy before submitting it to the Graduate School. Each time, you must submit the corrected copy, as well as the edited copy and all other required documents (style guides etc.). The Graduate School will then review the two versions to ensure that all corrections have been made. This process will be repeated until all corrections have been made.

Am I required to make all changes requested by the Graduate School reader?
If you and your committee agree that a reader’s suggestion is not appropriate for your particular manuscript, you are not required to make the change. You must, however, explain your reasons in writing and attach them to your manuscript. Ultimately, the responsibility concerning the contents of your thesis or dissertation rests with you and your committee. Decisions regarding formatting, however, are at the discretion of the Graduate School.

Where do I get my final copies printed?
You may have your thesis/dissertation copied at the Copy Center on the first floor in Hill University Center or you may choose an off campus copier. A $75.00 voucher, provided by the GSA, is available in the Graduate School office to offset copying expenses if you use the Copy Center at UAB.

Can I use color images in my manuscript?
Yes. You may use black and white images during the editing process of your thesis/dissertation. Once the manuscript has been approved, you may insert the color images.

Do my final copies have to be printed on a special paper?
The two library copies must be printed on white 20-24 lb. weight, acid-free, 8 ½ x 11, watermarked paper. Other copies may be on standard white paper.

Where do I turn in my final copies once they have been printed?
All copies must be returned to the Graduate School.

How much are the binding fees?
Binding is $25.00 for each bound copy (two are required). Digitizing (required for all doctoral dissertations but not for master’s theses) is $60.00. Copyright (not required) it is an additional $45.

Should I order my personal bound copies at the same time as the library copies?
Yes. Orders for multiple bound copies of your thesis or dissertation should be placed through the Graduate School at the same time you order your required two library copies.

Where do I get the binding fee invoice?
The binding fee invoice is available in the Graduate School. It is to be taken to Student Accounting on the 3rd floor of Hill Center for payment and the receipt returned to the Graduate School.

Will UAB pay for any of the costs of binding?
No. The Department of Physiology and Biophysics will only pay for 1 bound copy of your thesis/dissertation for our library. Kathy McConnell will submit an internal requisition to pay for that copy, BUT you must include the department copy in your total number of copies when you submit the paperwork to the Graduate School.

Will my final copies be checked for errors?
The two copies to be bound for the library will be checked. However, any additional copies that you have requested to be bound will not be checked. If an error is found in the two library copies (e.g., pagination problems, margins, or missing pages), you must correct the problem before the final copies will be accepted.

Do I have to have the final copies turned in to the Graduate School before the graduation ceremony?
No. If you meet the deadline for approval copy submission, you can participate in the graduation ceremony.

How long will it take for my final copies to be bound?
The binding process is usually completed approximately two to three months after graduation. You will be notified when the bound copies are ready to be picked up.

Will the Graduate School mail my bound copies to me?
No. You are responsible for retrieving your bound copies. The Graduate School delivers the two library copies to the appropriate libraries and notifies you that your copies have arrived.

When do I get my diploma, and when will my degree be noted on my transcripts?
Your diploma, along with a copy of an unofficial transcript, will be mailed to you approximately 10 days after all requirements for graduation have been met. Your official transcript will also be updated at that time. Please ensure that the Graduate School has your current address for diploma delivery.