Instructions for Defense Approval and Issuance of Diploma/Transcript
Initial Guidelines:
After the defense, the student will have a period of 60 days to send the final PDF version of their dissertation or thesis and the Authorization Form for the Repository to the PPGACL office email (ppg.acl@ufjf.br).
In the email message, the student must inform the defense process number, which contains the Defense Minutes (composed of the documents "PROPP 01.1: Composition of the Examination Board" and "PROPP 01.2: Defense Approval and Signatures"). This process refers to the defense board scheduling.
The student must download the documents "PROPP 01.1: Composition of the Examination Board" and "PROPP 01.2: Defense Approval and Signatures" and attach them to the email.
The student must also download the Authorization Form available at the top of the Repository webpage – horizontal bar – documents section. The form must be filled out, printed, signed, and scanned into a PDF file.
The Approval Term, downloaded from the Thesis or Dissertation Process, must be included in the dissertation/thesis in the correct order according to ABNT standards (academic work must follow ABNT formatting guidelines, as outlined in the Library's manual. Information about formatting resources and assistance can be found on the Library’s website).
The procedures for creating the catalog card must also be consulted on the Library Services website.
The Knowledge Dissemination Center informs the academic community that the 2023 updated versions of the Formatting Manual and the Academic Work Template (Word format), following the new bibliographic citation standards (NBR10520/2023) from the Brazilian Association of Technical Standards (ABNT), are now available on its website.
Bibliographic Formatting In case of questions: atendimento.cdc@ufjf.br
Opening a New Process in SEI:
After completing the above procedures, the office will open a new process in SEI and grant full access to the student.
The office can only forward the process to the Academic Management Office at PROPP once the student’s advisor acknowledges the final version of the work. The office will request this acknowledgment from the advisor.
Note: The student must regularly check notifications sent by the PPGACL and PROPP (via SEI), as corrections to the documents may be required.
After PROPP reviews the documents, the process will be forwarded to the Library.
The Library will evaluate whether the dissertation/thesis formatting complies with ABNT standards and whether the Approval Term has been included. The Library's review period is up to 10 business days.
If there are any errors, the student will be notified to make the necessary corrections.
After submitting the corrected version (if needed), the advisor must again acknowledge the document so the office can forward the process to the Knowledge Dissemination Center (CDC).
The process will then move through the Library, PROPP, and CDARA.
Monitoring the Process in SEI:
The student must follow the entire defense approval and diploma issuance process.
Inside the SEI system, it is possible to track the process by clicking on the "magnifying glass" icon.
Once the process is completed at CDARA, wait approximately 10 days, then contact the Central Service Office via WhatsApp at +55 (32) 2102-3911. Diplomas can be collected in person at the Central Service Office or requested to be sent by mail.
Other Central Service Office Contacts
About the Transcript:
To obtain a Master's or Doctoral Academic Transcript (after the defense) and the Certificate of Course Completion (prior to diploma issuance), the graduate must access the SIGA system and print the document, which will have electronic authentication.
If a signed Transcript is required, a request must be submitted to the Central Service Office. In this case, a service fee will apply, according to Ordinance 13/2018 –PROPLAN/UFJF.