[Coe-grad] Spring 2016 Manuscript Clearance Information

FSU College of Education coe-grad at lists.fsu.edu
Tue Jan 19 16:55:06 EST 2016

COE Doctoral Students, MS Thesis Track and EDS Thesis Track Students,

Please see the email below from the Dean of The Graduate School, Dr. Nancy Marcus. If you have any questions about this information, please do not hesitate to contact Pamela Brown, the Manuscript Clearance Advisor, via e-mail at clearance at mailer.fsu.edu, <mailto:clearance at mailer.fsu.edu> or by phone at (850) 644-0045.

As a reminder, there will be an additional ETD Workshop held exclusively for College of Education students and graduate faculty in the Stone Building on January 29 (see the attached PDF).

Best wishes,


Lisa M. Beverly, Co-Director for Graduate Studies
Office of Academic Services and Intern Support (OASIS)
Florida State University College of Education
2301 Stone Building
1114 W. Call Street
Tallahassee, FL 32306-4450
(850) 644-7914 (phone)     (850) 644-6868 (fax)
lbeverly at fsu.edu<mailto:lbeverly at fsu.edu>

Connect with the COE wherever you go!


Attention students: The official method of communication at Florida State University is your FSU e-mail account. In order to stay informed and aware, you are required to set up and maintain your account and check it three times per week. If you choose to have your official FSU account forwarded to another e-mail account, you are still held responsible for all information distributed by the University to your FSU account.

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Dear Colleagues,

With the beginning of a new semester, we wanted to once again remind you of information that will keep you up to date regarding deadlines, workshops and all things related to the manuscript clearance process for your graduate students. Below is a summary of events and deadlines for the Spring 2016 semester. Please share this information with your faculty, staff and students.

IRB and ACUC Approval
Please make sure that your students have obtained Institutional Review Board (IRB) and/or Animal Care and Use Committee (IACUC) approval prior to commencing any research involving human or animal subjects, including secondary data analysis of human subjects’ studies. The student’s name must appear on the IRB approval and/or application form as a PI or co-PI for the period of time when the student’s research was conducted. Students must be listed on an ACUC protocol in order to conduct any animal research.  Failure to be listed or obtain the required approvals may result in the thesis, treatise, or dissertation being permanently embargoed and unpublishable in any form.  Additionally, graduation may be delayed or not approved.

ETD Workshops
We will once again offer a range of dates and times for the ETD workshops in an attempt to reach as many graduate students as possible. These workshops are designed to provide students with needed information regarding the formatting of their thesis/treatise/dissertation, to answer questions they may have about formatting, to review deadlines and to walk them through the manuscript upload process. In addition to the workshops listed below, our staff is available to host workshops for specific colleges or departments if the need arises. Please contact our Manuscript Clearance Advisor if you are interested in this type of workshop. The dates and times for the Spring workshops are:

Strozier Library Scholars Commons 5A

·         Jan 22                    3 – 5 p.m.

·         Jan 25                    5 – 7 p.m.

·         Feb 9                     10 a.m. – 12 p.m.

·         Feb 22                   3 – 5 p.m.

·         Mar 3                    12 – 2 p.m.

·         Mar 14                  11 a.m. – 1 p.m.

Dirac Library Instruction Lab 208

·         Feb 19                  3 – 5 p.m.

We encourage students to attend the workshops at least one semester in advance of when they will be writing their thesis/treatise/dissertation. Please provide students the link to our web site, http://www.gradschool.fsu.edu/Professional-Development/Professional-Development-Workshop-Seriesfor details on the ETD workshops as well as other Graduate School workshops.

University Representative Defense Reports
Defense Reports should be received in the Graduate School office within one week after the defense date or before the semester forms deadline, whichever is earlier. To assist those who serve as a University Representative, we are currently sending reminder emails with the correct form attached so they have the form to take to the defense and can complete it more easily. Please use the most recent version of the form included in the email, or found on our website. If you have any questions or concerns about this process, please contact the Manuscript Clearance Office in the Graduate School at 644-0045 or clearance at fsu.edu<file:///\\FSU.EDU\CTSMgd\GS\GS-Shared\Manuscript%20Clearance\Pamela%20Brown\Semester%20Emails%20to%20Deans%20and%20Colleges\clearance@fsu.edu>.

Manuscript Clearance Deadlines
Manuscript deadlines are shown below. The deadline closest to the student’s successful defense date (Semester vs. 60-Day) is the deadline that applies.

60-Day Deadline
Manuscripts must be cleared (manuscript formatting approved, and all forms received) no later than 60 days after the date of a successful defense. If a manuscript is not cleared within 60 days of the defense, the student must re-defend. This rule applies even if a student does not graduate in the semester in which the defense was held. For example, a student defending on 1-28-16 would graduate Spring 2016 but the manuscript would have to be cleared by 3-28-16. There are no exceptions to this 60-Day rule.

Spring 2016 Semester Clearance Deadlines
March 21 – Last day for doctoral students to submit their manuscript for initial format check
April 4 – Last day for master’s students to submit their manuscript for initial format check
April 18 – Last day for all doctoral and master’s students to submit revised, defended version of manuscript and all required forms
April 29 – Last day for all doctoral and master’s students to receive clearance email from the Manuscript Clearance Office

*Note: It is not necessary to wait for these deadlines to submit. With approximately 200 manuscripts to approve each semester, we encourage students to submit their work to the Manuscript Clearance Advisor as early as possible. A student’s manuscript is not cleared for graduation by the Graduate School until the email notification from the Manuscript Clearance Advisor is sent.

Manuscript Submission
All manuscripts must be submitted to the Manuscript Clearance Office via the ProQuest ETD web site. We strongly encourage students to submit their manuscript at the same time that the manuscript is submitted to the committee for review rather than waiting until the last day for submission. For thesis students, this means two weeks before the defense and for treatise/dissertation students, four weeks before the defense. At the very latest, a manuscript must be uploaded to the ETD web site by the initial submission deadline (3-21-16 for doctoral, or 4-4-16 for master’s) in order for the student to remain eligible to graduate in Spring 2016, unless the student falls under the 60-Day deadline. The process for uploading is outlined in the Graduate Bulletin, and the steps to submission can be found in GradSpace on Blackboard. Manuscripts not formatted in full accordance with the most recent version of the Guidelines brochure will not be reviewed and will not count as an initial submission to meet any deadline.

Please encourage your students to attend one of the ETD Workshops and to visit GradSpace on Blackboard for further information about the manuscript clearance process. In GradSpace, students can find the Guidelines & Requirements for Electronic Theses, Treatises and Dissertations,which should answer any questions they have regarding the correct formatting of their manuscripts. Additionally, students and faculty can find the latest versions of required clearance forms there. If you have questions about a form or need updated forms, please let us know, as the Graduate School will not accept outdated forms. The most recent versions of all forms are the ones marked “Revised: 12-1-15”

Please note that after the manuscript formatting is approved, the submission is locked and no further changes will be allowed.

Dr. Nancy Marcus
Dean, The Graduate School
Florida State University
Westcott 314
Florida State University
Tallahassee, FL 32306
Phone: 850 644-3501
FAX: 850 644-2969
Email: nmarcus at fsu.edu<mailto:nmarcus at fsu.edu>
Website: http://www.gradschool.fsu.edu


If you are receiving this email, you have been identified by the university as officially pursuing a graduate major within the College of Education at The Florida State University. The COE graduate listserv is a resource used strictly by COE administrators to ensure our students are well-informed of important updates, deadlines and opportunities that will benefit both their academic and/or professional endeavors. You will never receive any spam or other unnecessary email through this listserv and you will be removed as a recipient following completion of your degree or change of major (typically at the end of your final semester in the college). If you are not a currently enrolled graduate student in the FSU COE, please contact Ms. Rhonda Hester at rhester at fsu.edu<mailto:rhester at fsu.edu>. If you have concerns regarding this listserv, please contact the COE Associate Dean for Academic Affairs, Dr. Amy R. Guerette at aguerette at fsu.edu<mailto:aguerette at fsu.edu>.

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