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.
- If you receive a “No Curricula” error, please email cdsp-gradstudies@wm.edu
Deadline: October 15, 2025, for January, May, or August 2026 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, 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 2025 workshop will be on Tuesday, October 7th at 2 p.m. E.T. via Zoom.
- Be sure to register for the ETD workshop to get the Zoom link. The session will be recorded for those unable to attend.

Step Three – Submit Your Electronic Thesis or Dissertation Draft

Ensure we have a copy of your approved Committee Member Appointment Form (see sample form).
Submit a signed copy of your License and Embargo Form to cdsp-gradstudies@wm.edu
- If you choose to embargo for more than two years, the Assistant Dean for Graduate Studies must review and approve the request.
- 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.
- Learn more about embargoes on our About Embargoes page.
Submit a signed copy of your Dissertation or Thesis Institutional Compliannce Committees Form to cdsp-gradstudies@wm.edu (required of all students even if your work did not require IRB approval).
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 doctoral program may invite.
- Deadline for all defenses for January 2026 conferral: Friday, November 14, 2025
- Deadline for all defenses for May 2026 conferral: Friday, April 17, 2026
- Deadline for all defenses for August 2026 conferral: Friday, July 17, 2026
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 2026 conferrals: Monday, December 1, 2025
- Deadline for all May 2026 conferrals: Friday, April 24, 2026
- Deadline for all August 2026 conferrals: Friday, July 24, 2026
Doctoral Students Only - Complete the Survey of Earned Doctorates online survey. Submit the certificate of completion to cdsp-gradstudies@wm.edu

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.