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Caltech Theses: Introduction

Ph.D. theses must be submitted in electronic form as part of the graduation requirements for Caltech. This guide serves as a stepping-off point for this process.


CaltechTHESIS is the digital repository of Ph.D., Engineer , Master and Bachelor/Senior theses authored by Caltech students.  It also contains essays submitted by students for writing prizes to the Hixon Writing Center.  It is updated continuously as students add new theses, and as library staff scan and add older theses.

Students depositing their theses must have an active IMSS account.  If you are having problems logging in, contact the Library as soon as possible,

Please do read through this Thesis Libguide, as it is full of great information and useful tips abut the thesis process at Caltech. 

DO not hesitate to contact us directly, or via if you have any questions.

Caltech's Expectations for a Thesis

The degree of Doctor of Philosophy is conferred by the Institute primarily in recognition of breadth of scholarship, depth of research, and the power to investigate problems independently and efficiently, rather than for the completion of definite courses of study through a stated period of residence. The work for the degree must consist of systematic studies of an advanced character, of research and the preparation of a thesis describing these. A thesis is to be a substantial new contribution to the field that would be released into the stream of scholarship. In addition, the candidate must have clear self-expression in both oral and written English.

Caltech theses have a common format and there are regulations regarding the contents, submission, proofreading, and final disposition.  Please use the Grad Office's "Regulations for the Format and Presentation of a Graduate Thesis" as your primary guideline in formatting your thesis. 

Students are responsible for familiarizing themselves with the regulations, following the correct format, meeting deadlines, working with their advisor and dissertation committee to schedule the examination, providing timely copies of the thesis, and making requested revisions. 

Annual Deadlines

Final 2022 deadlines:

Please call the Graduate Office if you have any questions about these dates, or if you know you will not be able to meet theses deadlines!  It is easier for them to remove you from the graduation list than to add you!  They may also be able to make special accommodations, especially if your defense date is what is causing the delay.

If you are in a hurry to get your Letter of Completion from the Registrar, it is your responsibility to notify the Grad Office.  The best time to do so is right after you have deposited your thesis.

IMPORTANT: The final corrected version of a thesis must be uploaded to CaltechTHESIS by the fifth week (~2 months) of the succeeding term if the candidate defended his or her thesis during the previous summer or the first and second terms; or two weeks before the degree is to be conferred if the candidate defended during the month of May.

  • Last day for presenting (defending) graduate theses (PhD and EngD):
    • Friday, May 27, 2022
  • Deadline for depositing thesis into CaltechTHESIS is always about two weeks before graduation in order to participate in current year's ceremony. 
    • June 1, 2022 – last thesis deposit date, or ~2 weeks before graduation (confer with Graduate Office if your defense date cuts it close)
    • Wednesday, June 8, 2022 – final faculty meeting.
    • Friday, June 10, 2022 – graduation
  • Your official graduation year will be 2022, even if you defend in Summer or Fall 2021.  Please mark your thesis title page accordingly.
  • Once all your PhD requirements have been met, you will be able to download a letter of completion from REGIS, which you will be able to share with any future employers.

Useful Tips for Degree Completion

  • If you are in a hurry to get your Letter of Completion from the Registrar, it is your responsibility to notify the Grad Office.  The best time to do so is right after you have deposited your thesis.
  • You can log into your REGIS account to check on the status and to see if any paperwork or signatures are missing - be pro-active if anything is missing!
  • It is the student’s responsibility to ensure that all required information has been entered into REGIS and that committee members, advisors, and division chairs are sufficiently reminded to update the result of the defense in REGIS.  Please check your REGIS account for the latest status on required signatures and forms.
  • Once your thesis submission to CaltechTHESIS has been approved by the Grad Office, and that information updated in CaltechTHESIS by the Library, both you and the registrar's office will receive an automated email from CaltechTHESIS indicating your thesis has been approved.
  • Once the registrar has noted the final thesis approval in your REGIS record, you should be able to access and download, within REGIS, a PDF copy of an official letter of proof of degree completion.  This letter can be sent to future employers.

Required Documents

Official certification of degree completion will not be provided until all the steps have been completed.  Please contact the Graduate Office for the latest requirements.

  • Grad Office information on degree tracking and degree completion:
  • Forms Available in REGIS:
    • Ph.D. Candidacy: Ph.D. Candidacy must be completed before beginning fourth year of residence.  Students should log on to the Graduate Degree Progress application within REGIS to schedule candidacy and obtain the necessary approvals.
    • Final Ph.D. Defense: Final exam committee - Students should log on to the Graduate Degree Progress application within REGIS to schedule the final exam and select an approved committee for the defense.
      • An approved committee consists of at least four total members.  At least three of the four or more committee members must be Caltech professorial faculty members 
      • The thesis advisor must be a Caltech professorial faculty member.
      • The chair of the committee must be a Caltech professorial faculty member, and cannot be the advisor.
    • Masters Application: Master's applications must be submitted no later than Add Day of spring term for a June graduation.  Students should log on to the Graduate Degree Progress application within REGIS and click on the M.S. Candidacy tab and select the option and the year in which the M.S. is to be awarded.  Then, follow additional instructions for developing a plan of study and fulfilling Institute requirements.
  • Forms Available Outside of REGIS:
    • Minor Candidacy Form: Caltech does not require a minor for the Ph.D. degree, but individual options may have minor requirements as part of their requirements for the major.
    • Proofreader Agreement:  You must turn this in with at least a draft version (editable PDF copy) of your thesis to the Grad Office before your defense and at least 2 weeks ahead of your defense date. You can make the recommended changes after you get it back either before or after your defense – discuss the best option for you with your advisor.
      •   You may send PDFs of both your thesis and the Proofreader's Agreement to the Grad Office either via email or via the Caltech Dropbox
    • Survey of Earned Doctorates (PhD only):   After your successful defense, fill out the electronic form. A certificate of completion will be emailed directly to Natalie Gilmore in the Grad Office.
    • CaltechTHESIS submission:  Deposit the final version of your thesis after your defense, and once all final edits have been made. Upload both a PDF and the original format (Word, LaTeX, etc.) of your thesis - the original format one can be a zipped file if necessary.
  • Forms Required of ALL students exiting campus:
    • Athenaeum Termination: If you are a member of the Athenaeum, and have no plans to retain membership, you must notify the Athenaeum to avoid additional dues.
    • Bursar Exit Interview: You must make arrangements to clear your student account before you leave Caltech.  The formal diploma may be held if accounts have not been cleared or a payment schedule agreed upon. 
    • Forwarding Information: Please supply a forwarding address via access.caltech.
    • Refer to the Checklist for additional instructions and notifications

Author Services and Thesis Librarian

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Kathy Johnson
Sherman Fairchild Library 1-43

Library Staff