Graduate School Form Guide

*All forms should be submitted to Ofelia Acosta (oruiz@nmsu.edu) and Milen Bartnick (mbartnic@nmsu.edu) 

Most of these forms can be found here

During 2nd Year 

Doctoral Qualifying Examination Form​ . The qualifying exam occurs sometime during your 2nd year, where the exact time varies from student to student, and the only hard requirement is completion of 12 credit hours. It is usually the responsibility of the advisor to remind the student to schedule the qualifying exam with their committee at that time (likely just the primary and secondary advisor), but if you are approaching the end of your 2nd year, schedule the exam and complete the form. 

Before Taking Orals 

Your advisor will have a form that they must complete during the oral examination process, and it should be the responsibility of the committee to complete it. Speak with your advisor beforehand and ensure they bring the form to the oral exam. 

Before Proposing Dissertation 

Doctorate of Philosophy Examination Form​ . This form proves that you intend to propose your dissertation (the final component of the master’s portion of the program before advancing to PhD Candidacy) on the date/time provided and must be submitted 2 weeks (10 business days) prior to your proposal date. Ensure that the “PhD Oral Comprehensive” box is checked, and the “Grad Faculty Term Expiration” can be found ​here​. If you intend to have an external committee member from another institution, there is additional paperwork that must be completed, and can be obtained from either your advisor or Ofelia. 

Program of Study and Committee for Doctoral Students​ . This form shows the Graduate School that you are making progress towards completing the doctorate through developing a committee and taking courses. Include all 500- and 600- level classes you have completed and are currently enrolled in on this form. This form requires at least eight 600-level credit hours, so ensure you have this prior to completing. 

Optional to Receive the Master’s Degree: 

Program of Study for Master’s Students​ . This form proves to the Graduate School that you’ve completed the coursework necessary to apply for the master’s degree. The Graduate School requests only 500-level courses on this form, but they require 30 hours. Since astronomy graduate students take 500- and 600- level courses concurrently throughout the program, we are usually just shy of 30 hours in 500-level credits. Include all 500-level courses, and one or two 600-level courses to push you over the 30-hour requirement, including this note to Ofelia and Milen when you submit: “​ The Astronomy graduate program offers 500- and 600- level courses concurrently throughout the coursework component of the master’s degree, and due to the nature of the courses offered, I have ## hours of 500-level courses. I have included on this Program of Study form the 600-level ASTR ### course to satisfy the 30-hour requirement for the master’s degree. ” ​ 

Master’s Degree Application​ . The formal acquisition of the master’s degree is optional for astronomy graduate students, and will not have an impact on your ability to complete the doctorate. However, many students choose to acquire the master’s degree along the way as an accomplished milestone. The application can be found on myNMSU ​ at ​ 
Student → Student Records and Degree Application → Application for Degree (Diploma) ​ . 
The application must be submitted with the $35 application fee by the dates provided on the application and at the linked website. 

Before Defending Dissertation 

Doctorate of Philosophy Examination Form​ . This form proves that you intend to defend your dissertation (the final component of the doctorate portion of our program) on the date/time provided and must be submitted 2 weeks (10 business days) prior to your defense date. Ensure that the “PhD Final Oral Dissertation Defense” box is checked, and the “Grad Faculty Term Expiration” can be found here​. 

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