Below is a brief outline for how to file your dissertation.  The following steps for filing your dissertation should be taken in order.

  1. Submit the File for Doctoral/Master’s (Thesis) Degree Form (via Kuali) at UC San Diego during Spring Quarter of graduating year
  2. Acknowledge receipt and review of “Academic History Review” form
  3. Complete “Final Degree Checklist” in Kuali (including final version of dissertation/thesis, co-author permission letters, Final Report Form, etc.) by the specified deadline
  4. Submit final dissertation to the JDP
  5. Complete the SDSU Doctoral Dissertation Submission Form to file dissertation at SDSU
  6. Submit dissertation to SDSU Montezuma Publishing

Filing Dissertation at UC San Diego

UC San Diego has launched a new process for filing the dissertation/thesis. The process is described on their Dissertation & Thesis Submission website and in the “How to File for Degree” document. See below for an outline of the steps required. Note: This process is in leu of the preliminary and final appointments previously required.

Step 1: Submit File for Doctoral/Master’s (Thesis) Degree Form – During Spring Quarter of graduation year, students must submit this online form (via Kuali).

Step 2: “Academic History Review” – A GEPA Academic Affairs Advisor will review the “File for Degree” request. Students will need to resolve any actions (if indicated) then acknowledge receipt and review of the Academic History Review form.

Step 3: “Final Degree Checklist” – Upon successful completion of the dissertation defense and once the dissertation is FINALIZED, use this checklist to identify and track all required actions/items for degree completion. This includes the approved final dissertation/thesis submitted to ProQuest, dissertation/thesis release form signed, co-author permission letters (if applicable), signed signature page (initiated by the student), etc. (Refer to the form for a complete list of items). Once all items are completed, click “Mark Complete” at the top. The form will then route to GEPA for the Final Review.

Note: The “The Final Report Form” listed in the “Final Degree Checklist” is the JDP-5 Form that is initiated by the student and submitted by the SDSU JDP Program Coordinator after the dissertation defense.

For any questions regarding the dissertation/thesis filing process at UC San Diego, you can contact the Graduate Academic Affairs Advisor, Sara Miceli (smiceli@ucsd.edu).

Important Deadlines

Please note that we follow the deadlines at UC San Diego for filing the dissertation, however students are still required to apply for graduation at SDSU (refer to the Graduation webpage).   Students must be registered for PSY 899 at SDSU.  Even though students will apply for summer graduation, they will NOT have to register for any units during the summer term but ONLY IF the following requirements are completed by the deadlines listed below.

Summer Graduation (no registration fees)

  • Last business day on or before June 30
    • All requirements of the “Final Degree Checklist” have been met and marked as complete.
    • JDP-5 Form signed by committee members and JDP Co-Directors

If a student does not meet the criteria listed above by the specified dates, they will need to register for either the SDSU Summer or Fall term at their own expense.  See below for more information regarding the two additional options:

Summer Graduation (registration fees required)

Student does not need to reapply for graduation but will be required to register for 1 unit of PSY 899 at SDSU at their own expense.  For SDSU tuition and fees information, visit the University Bursar’s Office Tuition and Fees website.

Extended deadlines to still graduate during the summer term are as follows:

  • Last day of UC San Diego Summer Quarter (early September)
    • All requirements of the “Final Degree Checklist” have been met and marked as complete.
    • JDP-5 Form signed by committee members and JDP Co-Directors

Fall Graduation (registration fees required)

Student does not need to pay the application fee again, but will need to roll forward their graduation application to the Fall semester through the Graduation Cancellation Request form.  Students may find this form using the following navigation: my.SDSU > Academic Records > Student Records Forms. They will also be required to register for 3 units of PSY 899 at SDSU at their own expense plus the mandatory student fees.  For SDSU tuition and fees information, visit the University Bursar’s Office Tuition and Fees website.

Deadlines for Fall graduation are as follows:

  • Last day of UC San Diego Fall Quarter (mid-December)
    • All requirements of the “Final Degree Checklist” have been met and marked as complete.
    • JDP-5 Form signed by committee members and JDP Co-Directors

Submitting Dissertation to JDP

AFTER the final appointment with the Graduate Division at UC San Diego, and Sara Miceli has approved your dissertation, submit the final copy of your dissertation and IRB approval letter by e-mail to both the SDSU and UC San Diego Program Coordinators and copy both the SDSU and UC San Diego Co-Directors.  Please follow the guidelines listed below when submitting the final dissertation:

  1. The file should be a PDF document.  The title of the file should be Final Dissertation – [First and Last Name].
  2. The subject line of the email should read [Your name] Final Dissertation.
  3. The body of the email should read:

“Attached please find a copy of my final dissertation titled “[Insert Dissertation Title here]” and IRB approval.  My dissertation has been approved by [Name of Grad Division Advisor at UC San Diego who approved dissertation].  I understand that my posted graduation date must be after the completion of my pre-doctoral internship.  In order to ensure compliance with this requirement, I have listed the necessary internship information below:

  • [Name and location of internship placement]
  • [Internship start and end dates]

I understand that the SDSU Graduate Division Evaluator will not post my degree without this information and a confirmation email from the SDSU Program Coordinator.”

Filing Dissertation at SDSU

Once your dissertation has been submitted to the JDP, the SDSU JDP Program Coordinator will send you a confirmation email.

At this time, please complete the SDSU Doctoral Dissertation Submission Form. You will need the following to complete this form:

    • Degree: Ph.D. Clinical Psychology 778310
    • Files to Upload:
      • Completed Dissertation Signature Page
      • Dissertation
      • Certificate of Completion of the Survey of Earned Doctorates from sedsurvey.org (you should have already completed this for your final meeting with Sara)
      • Email confirmation from the SDSU Program Coordinator that you have submitted your dissertation to the JDP
      • Embargo Letter (if needed)

Within five business days the SDSU College of Graduate Studies (doctoralprograms@sdsu.edu)  will evaluate your academic record and dissertation packet then share your documents with Montezuma Publishing.

Submitting Dissertation to Montezuma Publishing

You will receive a separate email from Montezuma Publishing after SDSU Graduate Studies sends your dissertation packet materials to them (see above).

There is a processing fee (required by the University) which includes ProQuest submission, an electronic file, metadata file, and abstract for SDSU Library. Credit card is accepted.

Once this process is complete, please forward your Montezuma Publishing receipt confirmation email to both the SDSU and UC San Diego Program Coordinators.

Montezuma Publishing will notify Pat that the dissertation has been processed. At this time, the SDSU Graduate Dean will sign your JDP-5 Form and be routed to the Graduate Division for the UC San Diego Dean’s final signature.

Degree Conferral

Degrees are only posted once the degree has been conferred on the last day of final exams of UC San Diego Summer Session II (beginning of September).

You will receive one diploma from UC San Diego and have an official transcript from each campus.

Since many students complete all program requirements prior to their degrees being officially conferred by the University, you may be required to provide a letter from the program verifying that you have met all requirements prior to starting a Postdoctoral Fellowship. For more information about how to request this letter as well as postdoc hours and licensing boards, please refer to the After Graduation webpage.

Updated 3/20/2025