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Process for Proxy Signatures

Beginning in 2020, the OGSR will only accept forms submitted via W&M email address (i.e., @wm.edu for faculty or @email.wm.edu for students) sent to dean-gsr@wm.edu.  There are several acceptable ways to sign forms remotely. View this tip sheet for suggestions.

There are generally two instances in which proxy signatures can be requested: 1) When a student or faculty member is required to provide a signature on an Office of Graduate Studies and Research Form but is unable to do so; and 2) When a committee member is unable to be present at a defense examination.

For Office of Graduate Studies & Research (OGSR) Forms:

If a student or faculty member is unable to sign a required OGSR form, that student or faculty member should send an email message before the form’s deadline to the Dean of Graduate Studies and Research requesting that a proxy signature be accepted on their behalf, and naming the person to serve as the proxy. Students must use their W&M student email account (@email.wm.edu) and faculty must use their W&M faculty email account to send this message. The Director of Graduate Studies for the student’s program should serve as the proxy. However, if the program's Director of Graduate Studies is unavailable, the Department Chair/Program Director should serve as the proxy. The proxy should sign his or her name followed by "for (John Student or Jane Faculty)." It is the responsibility of the student to arrange for the signature to be procured from the proxy and to ensure that the form is submitted to the OGSR on time.

For defense examinations:

If a committee member is not available to sign at the close of a successful defense examination, that committee member should send an email message as soon as possible after the defense to the Dean of Graduate Studies and Research confirming that in their view the defense examination was a success and requesting that a proxy signature be accepted on their behalf. The Director of Graduate Studies for your program should serve as the proxy. However, if your program's Director of Graduate Studies is a member of your thesis or dissertation committee or is out of town, your Department Chair/Program Director should serve as the proxy. The proxy should sign his or her name followed by "for (committee member)." Please note that the committee chair may not serve as the proxy.