DEADLINES & OTHER EVENTS

Note: You can add this to your own Google Calendar by clicking the [+]GoogleCalendar button in the lower right-hand corner. The Grad Coordinator will update it as new dates are released. 
Graduate Student Course Registration
Click the [+] button below to find important details about deadlines, full-time status, credits vs. units, fees, and advisor section numbers.
COURSE registration details
  • Deadline: ENTM grad students should finalize their course registration before the first day of the semester. Changes can be made during the Schedule Adjustment Period (first 10 business days of the semester); however, such changes must adhere to specific guidelines.
  • Clear Holds on Registration: The most common reason grad students cannot register is that they have a "financial hold," which means they have an outstanding balance on their student accounts which must be settled before they can proceed to register.   
  • Full-Time Status: Grad students need to be registered for a minimum of 48 units to be full-time (i.e., units determine this status, not the number of credits). The credit-unit conversion is: 
    • 400-499 courses = 4 units/credit
    • 600-897 courses = 6 units/credit
    • 799 MS Research = 12 units/credit
    • 898 Pre-Candidacy PhD Research = 18 units/credit
    • 899 Candidacy PhD Research = 18 units/credit.
  • Units Covered by Assistantships:
    • If you are funded by a full-time RA, full-time TA, or combination of a half-time RA & TA: 24 units are covered automatically, so you need to register for at least 24 units worth of credits. 
    • If you are funded by have a half-time Gahan Fellowship combined with a half-time RA or TA: 12 units are covered automatically, so you need to register for at least 36 units worth of credits. 
    • Fellowships do not have unit equivalencies; therefore, if you are funded by a full-time fellowship (e.g., NSF GRFP), you need to register for at least 48 units worth of credits.
  • Out-of-Pocket Fees: The mandatory fees charged each semester are not covered by tuition remission. These are flat fees, not prorated by the specific number of credits.
  • Post-Candidacy PhD Research Credits: PhD students who have advanced to candidacy do not need to register for ENTM899 research credits. Instead, the Grad Registrar automatically registers PhD candidates for 6 credits of ENTM899 research credits under their advisor's section number each semester until they graduate. Note: This will not happen if a PhD Candidate has a "financial hold" on their registration, so these students need to check their student accounts prior to the start of the fall and spring semesters. 
ADVISOR 799/898/899 RESEARCH SECTIONS
Burghardt: 3250
Espindola: 3260
Fritz: 3240
Gruner: 3210
​Hamby: 3230
Hawthorne: 3070
Hooks: 3220
Krishnan: 3275
Lamp: 3100
Palmer: 3195
Pick: 3185
Shrewsbury: 3165
Shultz: 3160
​St. Leger: 3170
vanEngelsdrop: 3155
Via: 3190
Wang: 3200
ENTM Graduate Student Timeline
Click the [+] buttons below to find a breakdown of the major benchmarks as you progress through your program. Each contains details about policies and guidelines, along with the applicable forms. 
first year in the program
  • Attend Orientation:
    • New ENTM grad students will attend ENTM Grad Orientation during the last week of summer. This half-day event will include an overview of expectations, policies, and procedures, along with presentations from UMD's Library Resource Services, Graduate Student Government, the Entomological Student Organization, and others. 
    • The Entomology Student Organization will pair you with a peer mentor(s) from ENTM grad program, the goal of which is to connect you with current grad students to help you build a community beyond your lab and across the department. You will meet 2-3 times per semester in your 1st year. 
    • The Graduate School will also hold orientation events the same week for new grad students, along with orientation events specifically for international students. 
  • Hold Your First Mutual Expectations Meeting with Your Advisor:
    • The Grad School requires advisors to meet with their students at the start of their assistantships and at least once per year thereafter, and they are encouraged to use the Graduate Assistant Statement of Mutual Expectations (SME) to structure and record this meeting. The SME outlines the nature of an assistantship and its supervision. It is not a formal contract, but rather a structured conversation to ensure that a grad student and their advisor share a clear understanding of what to expect from each other. Given the variety of research and teaching assistantships, the SME template can be customized. 
    • Submit the completed SME to the Grad Coordinator by the 1st week of the fall semester along with your Annual Progress Report.
    • Grad student admitted in the Spring should submit the completed SME to the Grad Coordinator ​by the 1st week of the spring semester.​
  • ​Form Your Committee & Hold Your First Committee Meeting:
    • It is a program requirement that ENTM grad students start to form their committees during their first year. It is recognized that first-year students are unlikely to form their full committee within the first year; however, it is expected that student start the process. 
    • Send the Report of Annual Committee Meeting to your advisor well in advance of the meeting. 
    • Your advisor should submit the completed report to the Grad Coordinator as soon as possible after the meeting. 
    • The report from your first meeting establishes the formation of your nascent committee. Your committee does not become “official” until the semester in which you defend. Changes to committee size/composition in the meantime should be reported in subsequent annual committee meeting and annual progress reports. Grad School policies regarding committee size/composition can be found here and on page 3 of the Nomination of Thesis or Dissertation Committee Form. ​
yearly requirements
  • Hold Your Annual Mutual Expectations Meeting with Your Advisor:
    • The Grad School requires advisors to meet with their students at the start of their assistantships and at least once per year thereafter, and they are encouraged to use the Graduate Assistant Statement of Mutual Expectations (SME) to structure and record this meeting. The SME outlines the nature of an assistantship and its supervision. It is not a formal contract, but rather a structured conversation to ensure that a grad student and their advisor share a clear understanding of what to expect from each other. Given the variety of research and teaching assistantships, the SME template can be customized. 
    • Submit the completed SME to the Grad Coordinator by the 1st week of the fall semester along with your Annual Progress Report. Spring semester Teaching Assistants should submit the completed SME to the Grad Coordinator ​by the 1st week of the spring semester.
  • Submit Your Annual Progress Report:
    • The annual progress report is an opportunity for you to let us know what you've been up over the last year and your plans for the coming year.
    • Your progress report will be reviewed by your advisor and the Grad Director, and each will have the opportunity to provide written feedback.
    • The report template will be made available in early August and should be submitted by the 1st week of the fall semester.
  • ​Hold Your Annual Committee Meeting:
    • Send the Report of Annual Committee Meeting to your advisor well in advance of the meeting. 
    • Your advisor should submit the completed report to the Grad Coordinator as soon as possible after the meeting.
    • Remember that your committee does not become “official” until the semester in which you defend. Changes to committee size/composition in the meantime should be reported in committee meeting and annual progress reports. Grad School policies regarding committee size/composition can be found here and on page 3 of the Nomination of Thesis or Dissertation Committee Form. ​
QUALIFYING EXAM & ADVANCING TO CANDIDACY (PHD STUDENTS ONLY)
Timing: According to Grad School Policy, you should hold your Qualifying Exam by end of your 5th year in the program; however, the ENTM Grad Program strongly encourages you to complete the exam by end of your 3rd year. 

Pre-Qualifying Exam Meeting
  • This should occur by the end of your 3rd year in the program and at least 2 months prior to your Qualifying Exam. 
  • As soon as this is on the calendar, share the date, time, and location with the Grad Coordinator!
  • The Grad Coordinator will send the Report of Pre-Qualifying Exam to  you and your advisor in advance of the meeting. Your advisor should submit the report to the Grad Coordinator as soon as possible after the meeting. ​

Qualifying Exam
  • The Qualifying Exam is described in the PhD Requirements page and in the ESO Handbook. 
  • As soon as this is on the calendar, share the date, time, and location with the Grad Coordinator!
  • You should submit your dissertation proposal to your committee at least 10 business days before the exam.​
  • The Grad Coordinator will send the Report of Qualifying Exam to you and your advisor in advance of the exam. Your advisor should submit the report to the Grad Coordinator as soon as possible after the exam.
  • The Grad Coordinator will send a Qualifying Exam Graduate Outcomes Assessment form to each of your committee members before the exam. Each committee member (including your advisor) should return their form to the Grad Coordinator as soon as possible after the exam.​
​
Advancing to Candidacy
  • Once the Report of Qualifying Exam is received, the Grad Coordinator will submit the Application for Admission to Candidacy to the Grad Registrar on your behalf. This form must be submitted before the 25th of the month for the associated candidacy pay increase to go into effect by the 1st day of the following month. IMPORTANT: After this form is received and processed by the Registrar, you will receive an official letter from the Grad School confirming your advancement to candidacy. As soon as  you receive this letter, forward it to Pam Biery ([email protected]) and the Grad Coordinator! Otherwise, the associated candidacy pay increase will not go into effect on schedule. 
​
​Note: The Pre-Qualifying Exam Meeting and Qualifying Exam constitute your Annual Committee Meeting for the year, so there is no need to submit a separate Report of Annual Committee Meeting.
DEFENSE & GRADUATION
​Timing: According to Grad School policy, the PhD dissertation defense must occur within 4 years of the date on which a student advances to candidacy and no later than 9 years after admission to the program. The MS thesis defense must must occur within 5 years of admission to the program.

BEFORE YOUR DEFENSE
  • Schedule Your Defense: Schedule your defense far enough ahead of the Grad School's deadlines to give you enough time make any necessary revisions. Your defense must include a public presentation of your thesis/dissertation research prior to the closed-door defense. During the spring/fall semesters, the public presentation may be in the form of a Colloquium Seminar. The Colloquium sign-up sheet is typically sent around by about halfway through the preceding semester.
    • As soon as your defense is on the calendar, send the date, time, and location to the Grad Coordinator!
  • Apply for Graduation: Submit an Application for Graduation at the beginning of the semester in which you plan to defend. This carries over, so you do not need to re-apply if you have to postpone. 
  • Nominate Your Committee: Submit the Nomination of Thesis or Dissertation Committee Form to the Grad Coordinator ​at least 6 weeks before your defense and no later than the Grad School's deadline. This carries over, so you do not need to re-submit if you have to postpone (unless there are changes to your committee). 
    • Important: ​Any off-campus, emeritus, or UMD non-tenured/tenure-track committee members need to be nominated to the Graduate Faculty before they are eligible to serve on your thesis/dissertation defense committee. This can take several weeks and it must be completed before the Committee Nomination form is submitted. New guidance as of March 2023: MS students should immediately inform the Grad Coordinator of any off-campus, emeritus, or UMD non-tenured/tenure-track committee members and should start the nomination process right away; PhD students should inform the Grad Coordinator and start the process immediately after the Qualifying Exam. 
    • Send the following nomination materials to the Grad Coordinator: 
      • The committee member's current CV, which should clearly show their academic credentials (degrees, years, and institutions). Note: International committee members whose degrees were earned outside of the United States in non-English speaking countries will need to submit scanned copies of their degrees and official translations. This is required in order to create the Special Member appointment in PHR.
      • A paragraph (written by you and/or your advisor) with information about the committee member's expertise, experience, and credentials and what their contribution will be to advising the student. While the CV may speak to some of this, this paragraph provides additional insight into the committee member's qualifications and/or how they will provide expertise that is currently lacking among the departmental faculty. Note: The Graduate School said recently that they will be reading the nomination letters more carefully, so a well-developed paragraph emphasizing the expertise and advising the committee member will provide will ensure the nomination goes smoothly. 
      • In addition, for new domestic external committee members, their social security number is required to create the initial special member appointment in PHR, so you should put them in contact with the Grad Coordinator.
  • Request the Report of Examining Committee: Once your Committee Nomination is approved, the Report of Examining Committee REC form will be automatically sent out to the committee members three business days prior to the defense date via Adobe Sign. 
  • Submit Your Thesis/Dissertation to Your Committee: 
    • MS students = 7 business days
    • PhD students = 10 business days
  • Request Remote Participation (if applicable): All defenses must occur in person unless an exemption has been granted by the Grad School. The Committee Chair will submit a Request for Remote Defense Participation at least 10 business days before your defense if any member of your committee will be participating remotely. Your advisor will need to submit to the Grad Coordinator a narrative justification for why the committee member(s) must participate remotely. 
  • Announce Defense: Either the Grad Coordinator or your advisor will announce your defense at least 5 business days in advance. You will need to send the Grad Coordinator your thesis/dissertation title, an abstract, a Zoom link to the public presentation (if applicable). Some students submit a picture to include in the announcement, but this is not required.  
  • Send Graduate Outcomes Assessment Forms: The Grad Coordinator will send a Defense Graduate Outcomes Assessment form to each of your committee members before the defense. Each committee member (including your advisor) should return their form to the Grad Coordinator as soon as possible after the defense.
 
AFTER YOUR DEFENSE
  • ​Submit the Interim Report of Examining Committee: At the conclusion of your defense, your advisor will complete the Interim Report of Examining Committee and submit it to the Grad Coordinator. This report sets any conditions you must be met before the final Report of Examining Committee is signed. 
  • Submit the Electronic Report of Examining Committee: Your advisor will ensure that the Report of Examining Committee is submitted by the Grad School's deadline. Your advisor can track committee member signatures by re-opening the report via the Adobe Sign e-mail they received from the Grad School. If they can't find the form, they can search for your UID in their G-mail inbox.
  • Submit Your Thesis/Dissertation: Submit your final, approved thesis/dissertation via the ETD system by the Grad School's deadline, and forward the submission confirmation you receive to the Grad Coordinator. Submit your thesis/dissertation at least 1 business day before the deadline to account for the possibility of system errors. Submission and formatting guidelines can be found here, and details regarding the inclusion of previously published materials can be found here.  
  • Submit a Thesis/Dissertation Embargo Request (if applicable): You can place an embargo of up to 2 years on electronic access to your thesis/dissertation through ProQuest's Digital Dissertations & DRUM without approval from the Grad School. To place an embargo of 3 - 6 years or indefinitely, you must submit a Thesis/Dissertation Embargo Request to the Grad Coordinator by the Grad School's deadline.
  • Submit Your Approved Program (MS students only): Once grades are posted for the semester in which you defend, the Grad Coordinator will route the Approved Program Form for signatures, attach your final u.achieve degree audit, and submit it to the Grad Registrar on your behalf.

*** What happens if you miss the Grad School's defense deadlines?
  • If you miss the fall semester deadlines: You will not be cleared to graduate. If, however, the defense-related paperwork is submitted before the last day of the winter semester, your degree will be conferred at the end of the spring semester, and you will not have to register for the spring semester. If you cannot meet that deadline, you will need to register for the spring semester and meet the spring deadlines. 
  • If you miss the spring semester deadlines: ​You will not be cleared to graduate. If, however, the defense-related paperwork is submitted before the last of the spring semester, your degree will be conferred at the end of the summer (mid-August), and you will not have to register for a summer credit. If you cannot meet that deadline, you will need to register for at least 1 summer credit and meet the Summer deadlines. 
  • If you need proof of your degree before it is officially conferred (e.g., for job placement), you can request a "degree completion letter" by e-mailing the Grad Registrar.

AFTER EVERYTHING IS SUBMITTED & PROCESSED
  • The Grad Coordinator will contact you to schedule an ENTM Grad Program Exit Interview with the Grad Director and Department Chair.  
  • You should submit the Entomology Department Exit Survey (coming soon) to the Grad Coordinator as soon as possible after your graduation date.
  • The Grad School requires PhD students to complete two Graduation Surveys after their dissertations have been submitted.
OTHER RESOURCES
Click the [+] button below to find a listing of some other useful resources. 
Department of Entomology 
University of Maryland 
4112 Plant Sciences Building 
College Park, MD 20742-4454
USA

Telephone: 301.405.3911 
Fax: 301.314.9290