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Academics

What You Need to Graduate

The following steps will help you in navigating the last few hurdles of your graduate degree. 

Step One – Apply to Graduate 

  • Complete the online Graduation Application form in Banner. 
  • Deadline: October 15, 2026, for January, May, or August 2027 graduates. 
  • For May and August graduates only: 
    • Complete the Intent to Graduate Form (use W&M credentials for access)
      • This form helps our office provide other campus partners with important information for the Commencement program. 
      • Deadline: February 15, 2027 (form will open in October 2026) 
  • Visit and bookmark the Commencement website for more information on the Commencement Ceremony in May (note that W&M only has one Commencement Ceremony which is held every May. January, May, and August candidates are eligible to participate in that ceremony). 

Not completing a thesis or dissertation for your program? Congratulations! You’ve completed all the necessary steps on this checklist. Your diploma will be mailed to you within 30 days of conferral. Please make sure that your mailing address correct in Banner. 

Completing a thesis or dissertation? Please read on to find out more.

Step Two – Formats and Templates for Your Thesis or Dissertation 

  • Please review our page on formatting and templates for your thesis or dissertation. 
  • Please feel free to reach out to our office (cdsp-gradstudies@wm.edu) with any questions you may have. 
  • These templates and the following steps will be covered in our semi-annual ETD Workshop.
    • The date for the fall 2026 ETD workshop is Tuesday, October 6th at 2 p.m. ET via Zoom.
      • Registration is required. You will receive the Zoom link invite once you have registered for the workshop. A recording of the workshop will be posted to this website after the workshop. Register for the ETD workshop.

Step Three – Submit Your Electronic Thesis or Dissertation Draft 

  • Ensure we have a copy of your approved Committee Member Appointment Form (see sample form). 
  • Complete your ETD Packet (see sample packet) in DocuSign. The ETD Packet has the following:
    • Dissertation or Thesis Institutional Compliance Committees Form (required of all students even if your work did not required IRB approval); and,
    • The License and Embargo Form
      • If you choose to embargo for more than two years, the Assistant Dean for Graduate Studies will review the request in DocuSign.
      • If you choose to embargo for more than 6 years, you must attend an Embargo Information session with a W&M Research Librarian. You can email them at sweref@wm.edu to schedule a session. The Assistant Dean for Graduate Studies will also secure the W&M Research Librarian’s signature in DocuSign if needed.
      • Learn more about embargoes on our About Embargoes page.
  • Submit your Electronic Thesis or Dissertation to the online ETD system for a format review. 
  • We will review your thesis or dissertation to ensure you have followed the correct templates and offer feedback to your W&M email. 
  • Deadline: Two weeks prior to your scheduled defense date. 

Step Four – Defend 

  • You will work with your advisor, committee, and program to schedule a defense date. Defenses are to be publicly announced and open to the faculty of CDSP and to such outside persons as the graduate program may invite. 
    • Deadline for all defenses for January 2027 conferral: Friday, November 13, 2026
    • Deadline for all defenses for May 2027 conferral: Friday, April 16, 2027
    • Deadline for all defenses for August 2027 conferral: Friday, July 30, 2027
  • After your successful defense, your program will submit the Defense Examination Form (available to W&M F/S only) for signatures by your committee. 

Step Five – Revise and Submit Your Final Copy 

  • You will revise your thesis or dissertation based on feedback from your committee. 
  • Submit your final copy to the online ETD system for final review and approval. If formatting corrections are needed, you will be notified of the necessary changes prior to final approval. 
    • Deadline for all January 2027 conferrals: Monday, November 30, 2026
    • Deadline for all May 2027 conferrals: Friday, April 30, 2027
    • Deadline for all August 2027 conferrals: Friday, August 13, 2027
  • Doctoral Students Only - Complete the Survey of Earned Doctorates online survey. A copy of the certificate of completion will automatically be sent to our office once you complete the survey. There is no need to email us a copy.

Step Six – Celebrate! 

  • Once you have received final approval from the CDSP Dean’s Office you can relax and get ready for the next chapter of your career! 
  • Your diploma will be mailed to you within 30 days of conferral. Please ensure you have your mailing address correct in Banner.