Administrative Procedure and Forms for the Ph.D. Program in Computer Science

 

This document lists the administrative steps involved in the Ph.D. program in Computer Science. The steps are listed in chronological order and are accompanied with the forms that the student needs to submit. It is the student’s responsibility to fill out and submit these forms to the CS Department at the appropriate time; all forms need to be typed. Unless otherwise indicated, all forms mentioned on this page are university forms that need to be routed through the CS Graduate Studies Committee, the Associate Dean of the College of Sciences and the Dean of Graduate School for approval. Students are advised to submit forms well in advance to allow sufficient time for processing.

 

1. Transfer of Graduate Credits

Transferring graduate credits from other institutes should be done EARLY in the program, and no later than the first year. To transfer graduate credits earned from another institution, the student will submit the following documents to the Graduate Advisor of Record for an initial review:

 

“Petition for Courses Taken at Another Institution to Be Counted in UTSA Ph.D. Degree Program form”
-Supporting documents including transcripts, syllabi, course descriptions from the catalog, or any other information related to the courses.

 

If any of the transferred courses were taken more than six years ago, the University requires that a “Petition to Waive the University-wide Requirement Form” be submitted. The CS Department will submit this petition, with all required documentation, to the Associate Dean for Student Affairs and the Dean of the Graduate School for approval.

 

2. Selection of Doctoral Advisor

At the beginning of the semester after passing the Qualifying Examination, the student is required to submit to the CS department the departmental “Selection of Doctoral Advisor form” to select a Doctoral Advisor. The selection of the Doctoral Advisor is also required in order to register for Doctoral Research. If the student wishes to change his/her Doctoral Advisor, a “Change of Doctoral Adviso form" must be submitted.

 

3. Dissertation Proposal/Oral Exam

At least one month before the student's dissertation proposal, the student must form a Dissertation Committee. There are two forms that must be submitted to the CS Department by the student before the Dissertation Proposal:

 

“Appointment of Doctoral Dissertation Committee Form”
“Dissertation Proposal Approval Form”

 

If the external committee member of the dissertation committee is not a UTSA graduate faculty, this person must be accepted by the UTSA Graduate Council as a Special Member of the Graduate Faculty. The procedure requires the external member to submit an Academic Vita to the CS Department and the CS Department to vote for this person as a special member. The CS Department will then submit the “Special Graduate Faculty form” to the Graduate Council for approval.

 

4. Advancement to Candidacy

As soon as the student passes the dissertation proposal and no later than the beginning of the semester in which the student intends to graduate, the student’s Doctoral Advisor should initiate the process known as "the advancement to candidacy" for the student by completing and submitting the following two forms to the CS Department:

 

“Qualifying Exam Form”
“Application for Candidacy Form”

5. Program of Study, Change of Catalog, and Petitions

At the beginning of the final semester, the student must submit the final “Program of Study Form”. The Program of Study must show completion of the degree requirements as listed in the student's Graduate Catalog.

If the student wishes to use a different Catalog, he/she must go to the Graduate School to obtain and submit the “Change of Catalog form”

The Program of Study will list all the course requirements listed in the Graduate Catalog. If the student wishes to substitute a course(s), the student can file a petition for approval of the substitution. The student must submit the following documents to the Graduate Advisor of Record.

 

-The petition letter
-The supporting documents

Once approved by the Graduate Advisor of Record, the Computer Science Department will prepare the “Petition to waive University-wide requirements form” for approval by the Associate Dean of the College of Sciences and the Dean of Graduate School.

 

6. Final Dissertation Defense

Students will meet with their Supervising Professor and dissertation committee in order to decide upon a date for defense. One week before the defense, the Department will post flyers and contact Computer Science faculty and students announcing the date, time, location and an abstract of the Dissertation. At this time, the Computer Science department will prepare a “Certification of Completion of Dissertation Requirements for Doctoral Degree form”, which will be signed by members of the student's dissertation committee on the day after the student passes the oral defense exam. This form will then be routed to the Associate Dean and the Dean of the Graduate School for approval.