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SLAIS Doctoral Studies
Handbook Of Policies and Procedures

June 23 , 2005

TABLE OF CONTENTS 

PREFACE

PURPOSE OF THE PROGRAM

ADMINISTRATION OF THE PROGRAM

ADMISSION REQUIREMENTS AND APPLICATIONS

DEGREE REQUIREMENTS

PROGRAM ADVISER

DISSERTATION SUPERVISOR & DISSERTATION COMMITTEE

ANNUAL EVALUATION OF ACADEMIC PROGRESS

QUALIFYING EXAMINATIONS

PROPOSAL DEFENCE

DISSERTATION & ORAL DEFENCE

ON-LEAVE STATUS

STATUTE OF LIMITATIONS

VOLUNTARY WITHDRAWALS


Preface

This Policies and Procedures Handbook for the SLAIS Ph.D. program has been developed as a guide for faculty members and students. The policies and procedures set out have been formulated within the overall regulations of The University of British Columbia and the specific regulations and guidelines of the Faculty of Graduate Studies.


Purpose of the Program

The purpose of the SLAIS doctoral program is to prepare students to be leaders in the fields of research, teaching, and administration related to archival, library, and information science. The program is designed to provide advanced research training for outstanding students who have already obtained a graduate degree in archival studies, library and information studies, or equivalent; it culminates in the production of a piece of original research. There is one Ph.D. degree program, but students may specialize by taking courses and writing a dissertation that focus specifically on Archival Studies or Library/Information Studies.

The three major markets for graduates of this doctoral program are university programs in archival/information studies; public institutions or government departments such as national/provincial/state archives, university libraries, and information policy departments; and private industry where high level research, management, and product development are required.


Administration of the Program

Faculty of Graduate Studies
The Faculty of Graduate Studies (Graduate Studies) works in conjunction with individual schools and faculties to administer graduate programs. Among the responsibilities of Graduate Studies are approving curriculum changes, determining or verifying the admissibility of students applying for the Ph.D. program, approving leaves of absence and extensions, coordinating fellowships and awards, and determining whether students are eligible to graduate. For more information about Graduate Studies' responsibilities see the Faculty web site (www.grad.ubc.ca).

Director of SLAIS
As the chief administrative officer and spokesperson for the School, the Director has overall responsibility for the administration of SLAIS programs, including the Ph.D. program. The Director delegates to committees and individual faculty members the direct responsibility for implementing the Ph.D. program policies and procedures.

Doctoral Studies Committee
The SLAIS Doctoral Studies Committee (DSC) is responsible for the development and administration of the Ph.D. program, for ensuring that the quality of the program is maintained and regulations adhered to, and for the counseling of students.

The members of the DSC are all SLAIS faculty members who are members in good standing of the Faculty of Graduate Studies, i.e. engaged in an active program of teaching, research and publication. The Director, the Chair of the DSC, and all other eligible SLAIS faculty members are automatically members of the Committee.
One Ph.D. student, chosen by the Ph.D. students, is also a Committee member.

Chair of the Doctoral Studies Committee
The Chair of the Doctoral Studies Committee participates in the administration of the Ph.D. program by:

  1. coordinating the selection and admissions process for Ph.D. applicants and chairing the Subcommittee on Ph.D. Admissions,
  2. chairing meetings of the DSC and administering the program on behalf of the DSC,
  3. conferring with the DSC on matters of policy, procedure, and regulation that require their attention and/or approval,
  4. monitoring procedures for qualifying examinations and dissertation defences
  5. working with the Dean and the staff of the Faculty of Graduate Studies to keep them apprised of matters that require their attention,
  6. approving the composition of dissertation committees, with the Director,
  7. acting as a general adviser and counselor to Ph.D. students on matters of program and general welfare, and conferring with SLAIS advisers and supervisors on students' progress throughout their programs,
  8. reporting to SLAIS Faculty Meetings, on behalf of the DSC, matters of interest to the faculty as a whole, or matters that require SLAIS faculty approval, and
  9. promoting the doctoral program within the University, nationally, and internationally.


Subcommittee on Admissions
The standing Subcommittee on Admissions to the Ph.D. program includes all members of the Doctoral Committee. Other members of the faculty are invited to attend meetings of the Subcommittee when their knowledge of the applicant or subject expertise in the applicant's proposed research area would be helpful in the admissions process. The Subcommittee will base their decisions on the three major criteria for consideration (p. 3), and on the admissibility requirements (p. 3).

Dissertation Committees
Dissertation committees are established and administered as set out in the Dissertation section of the Handbook.


Admission Requirements & Applications

Admission Requirements
The School seeks outstanding students who possess the qualities to be successful independent investigators. Approval of admission is based upon an assessment of the totality of evidence in support of the application, rather than on a consideration of isolated particulars. The student must meet the overall admission standards of The University of British Columbia as established by the Faculty of Graduate Studies. Ph.D. students may begin their studies only in Winter Term 1 (September) in order to encourage formation of a student cohort and to enable students to take some classes as a group.

Overall, the three major criteria for consideration are:

  1. the availability and willingness of a SLAIS faculty member to supervise the applicant,
  2. the suitability of the applicant for advanced graduate work as attested by information in the application documents, and
  3. the degree to which the applicant's intended area of research matches faculty expertise.

The following are the requirements for admission to the SLAIS Ph.D. program:

  1. A graduate degree in archival studies or library and information studies. Consideration will be given to applicants with a master's degree or equivalent in another discipline relevant to their field of research
  2. Attainment (and preferably exceeding) in graduate work of a minimum quality grade point average of 3.3, High B+, or 78%. An international student's quality point average not in one of these scales will be calculated by the Faculty of Graduate Studies on an equivalency basis
  3. Submission of scores from the Graduate Record Examination (GRE), taken within the last five years
  4. The ability to work in an electronic environment to the degree necessary for courses and research
  5. Applicants from a university outside Canada, in which English is not the primary language of instruction, must present evidence of competency to pursue studies in the English language prior to being extended an offer of admission. The School of Library, Archival and Information Studies requires a score of at least minimum score of 600 on the paper-based TOEFL or a score of at least 100 on the Internet-based TOEFL. The Academic (not General) IELTS exam is also accepted and requires a minimum score of 7.5, with no band less than 7.0
  6. Three confidential reference reports from persons in the academic or professional communities who are able to assess the research ability or potential of the applicant. These must contain original signatures and must be received sealed. The DSC may, on occasion, require additional references. Electronic sumibssion of references is accepted only through the E-Ref system, which is initiated by the applicant in the online application system. Emailed references are not acceptable.
  7. Two sets of all official post-secondary academic records in original language and certified translation. To be considered official, academic records must be received in official university envelopes, sealed and endorsed by the issuing university

Application Procedures: Overview

There are six steps for admission to the SLAIS Doctoral Program at UBC:

  1. Agreement by a SLAIS faculty member to sponsor a student (see “Finding an Adviser” below)
  2. Submission of formal application by the candidate
  3. Review of formal application by the SLAIS Doctoral Studies Admissions Committee
  4. Recommendation by SLAIS Doctoral Studies Admissions Committee to the UBC Faculty of Graduate Studies (Graduate Studies)
  5. Final approval and formal offer of admission by Graduate Studies
  6. Acceptance in writing by the candidate

The Faculty of Graduate Studies sets minimum requirements for admission to any graduate program at UBC. Note that these are minimum requirements and meeting them does not guarantee acceptance to the Ph.D. Program. Please read these requirements carefully: www.grad.ubc.ca/apply/how/require.asp

If you meet Graduate Studies' minimum requirements, the first step is to find a SLAIS faculty member in whose research you would like to participate and who is willing and able to be your adviser for the first 24 months. The faculty member who advises you through your course work and your qualifying exams is known as an adviser. This is usually (but not always) the same person who supervises your work as you write your dissertation, who is known as your supervisor.

Step 1 - Finding an Adviser

Check the list of potential SLAIS advisers at ww.slais.ubc.ca/people/faculty/faculty.htm, then email the faculty member in whose work you are interested about the possibility of submitting to him/her the material required to determine whether he/she is willing to be your adviser. If the faculty member agrees to consider your request, submit the following material to the Admissions Secretary at SLAIS, to the attention of the faculty member whom you have contacted. If you contact more than one SLAIS faculty member inquiring about sponsorship, alert each of those contacted that you have done so. All material submitted for Steps 1 and 2 of the Application process will remain in the SLAIS Main Office, not in individual faculty members’ offices.

Materials Required for Step 1 of the Application Process:

  1. A strong and convincing letter of intent that outlines your research interests, your research experience, why the faculty member is your choice as adviser, what you hope to achieve in the program, and your career/professional goals
  2. A curriculum vitae/resume (including relevant academic and professional work experience, honours and awards, other achievements and/or activities, publications)
  3. Transcripts from all post-secondary institutions attended (these can be unofficial electronic or photo copies at this stage)
  4. GRE scores (these can be unofficial electronic or photo copies at this stage)
  5. TOEFL scores if appropriate (these can be unofficial electronic or photo copies at this stage)
  6. Three letters of reference. Print letters must be signed by the referee and sent directly to the School in a sealed envelope with a signature across the flap, and should include a signed copy of the form at www.grad.ubc.ca/forms/apply_ref/refltr3.doc. References may also be submitted electronically by the referee through the E-Ref system, initiated through the formal application online. Emailed references are not accepted.

Material required for Step 1 of the admissions process should be received at SLAIS well ahead of the formal application deadlines. At the latest, material for Step 1 from international students should be received at SLAIS by November 1, and material from Canadian students by December 1. Note that potential advisers will not consider your application for sponsorship unless all required documentation (see 1-6 above) has been received.

If, after considering your application for sponsorship, a SLAIS faculty member agrees to be your adviser, he/she will notify you, and you may proceed with a formal application as outlined below.

Step 2 - Formal Application Procedure

Complete an online application form [www.grad.ubc.ca/apply/online/], and pay the application fee due at this point. Arrange for two official transcripts from each post-secondary institution you have attended, or are presently attending, to be sent to the Admissions Secretary at SLAIS. These transcripts must be submitted in original sealed envelopes in order to be considered official by UBC.

Arrange for an official report of your GRE scores and your TOEFL scores (if applicable) to be sent to the Admissions Secretary at SLAIS.

Your complete formal application portfolio at SLAIS should consist of the documents already submitted for Step 1 (letter of intent, resume, 3 reference letters) plus the originals of official transcripts and GRE and TOEFL scores (if applicable), and your completed online application form. The deadline for submitting the formal application and documents is February 1.

Steps 3, 4, 5 - Review by SLAIS Committee and Graduate Studies

When all required documents are received, your application will be reviewed by the SLAIS Doctoral Studies Admissions Committee for approval. If approved, your application will be recommended for acceptance by the Faculty of Graduate Studies. Applications are reviewed as soon as they are complete, and applicants are encouraged to apply early. Incomplete applications will not be considered. The formal application deadline for September admission is February 1, but applicants are advised to have all documents submitted to SLAIS in advance of this deadline. Late admissions may be considered if an applicant has found a SLAIS faculty member to sponsor him/her.

For any further application process information, contact the SLAIS Admissions Secretary at slais.admissions@ubc.ca.

Deadlines

  • November 1 – Deadline for submission of documents by international students for adviser assessment (Step 1)
  • December 1 – Deadline for submission of documents by Canadian citizens for adviser assessment (Step1)
  • February 1 – Formal application deadline for international and Canadian students


Course Requirements

Students entering the doctoral program with an approved master's degree will be required to take four six-credit (2-term) courses. In most cases, courses additional to these four courses will be recommended to students. In consultation with the student’s adviser, the student may be required to take courses in the SLAIS Master of Library Studies program or the Master of Archival Studies program to enhance the knowledge acquired in the student's master's degree and to provide sufficient background for the doctoral courses. Doctoral students will be strongly encouraged to take graduate level courses from other UBC departments that will increase their knowledge in their chosen area of research. These courses are chosen in consultation with the student's adviser, and are additional to those required for ARST 621 or LIBR 621.

The five required courses for students in the Archival stream are:

  • ARST 600 Advanced Research Methods
  • ARST 610 Theoretical and Research Foundations of Archival Studies
  • ARST 620 Advanced Study in Major Area. Directed studies course normally taught by the student's research adviser ARST 621 Advanced Study in Minor Area. Each student must take six credits in a minor area. These credits may be taken outside of SLAIS.
  • ARST 699 Dissertation

The five required courses for students in the Library and Information Science stream are:

  • LIBR 600 Advanced Research Methods
  • LIBR 610 Theoretical and Research Foundations of Library and Information Science
  • LIBR 620 Advanced Study in Major Area. Directed studies course normally taught by the student's research adviser
  • LIBR 621 Advanced Study in Minor Area. Each student must take six credits in a minor area. These credits may be taken outside of SLAIS.
  • LIBR 699 Dissertation

Upon completion of course work each student will take examinations covering the major and minor areas of study. (See below)

Residency requirement
The SLAIS doctoral program requires that students be resident in the Vancouver area for a minimum of 16 months. This time period may be broken into two segments of 12 months and 4 months at the discretion of the student's adviser and the Chair of the Doctoral Studies Program. The University of British Columbia considers all doctoral students to be full-time throughout their studies. However, in consultation with the adviser and the Chair of the Doctoral Studies Program, a student may engage in concurrent paid employment that does not interfere with full-time study.

Registration requirement
All doctoral students admitted must register when they begin their studies and they must remain continuously registered until the degree is completed, except for periods when a leave of absence has been approved. Failure to register for two consecutive terms may result in the student being required to withdraw. Students are assessed fees until the end of the month in which they submit the final version of their thesis to Graduate Studies.

Examination requirements
Doctoral students must successfully complete three examination milestones:

  1. Qualifying Examinations in both the major and minor area. These should be completed within 24 months of initial registration (see special section)
  2. Proposal Defence. This should be completed within 30 months of registration. (see special section)

    Note: Once the student has completed both the Qualifying Exams and Proposal Defence, the student is admitted to candidacy. A "Recommendation for Advancement to Candidacy" form is then sent to the Faculty of Graduate Studies who enter the designation "Admitted to Candidacy" on the student's transcript (Appendix A. Current version of form located at www. grad.ubc.ca/forms >> Forms for Faculty and Staff.
    A student who is not admitted to candidacy within 36 months of initial registration must withdraw from the program. Extension of this period may be permitted by the Dean of Graduate Studies in exceptional circumstances.

  3. Dissertation Defence. This must be completed within six years of initial registration (see special section)


Program Adviser

A Program Adviser will be assigned to each student as soon as the student is accepted, with the adviser's agreement. The adviser must be a member of the Faculty of Graduate Studies and must be either a tenured faculty member or tenure-track member who has held a tenure-track appointment for at least one year. The adviser is chosen on the basis of expertise in the student's proposed field of research, and normally, the Program Adviser is also the student's instructor in the course work for the major subject. The Program Adviser MAY ultimately become the student's dissertation supervisor.

The student is free to select a different program adviser from the one assigned. The student should seek an adviser who is able and willing to spend the time and effort necessary for the advising role, and with whom a productive and comfortable working relationship can be established. Students should seek advice from the Chair of the DSC or from the Director when they wish to change, and should notify the Chair once a change has been made.

The Program Adviser's responsibilities are as follows:

  1. at the beginning of the student's program, to interview the student in depth, discuss the content of the projected area of study, and the possible selection of courses outside the School,
  2. to act as mentor throughout the course of the adviser's term of responsibility (usually two years),
  3. to supervise the student in the Advanced Study in a Major Area reading course (usually in the second year)
  4. to aid the student in defining his/her field of research, and preparing for the comprehensive examinations,
  5. to report on the student's progress annually to the DSC, and
  6. to consult with the Chair of the DSC regarding any change in the student's program, extensions of time required for completing course work, and general progress of the student through the program.


Dissertation Supervisor & Dissertation Committee

Upon successful completion of the qualifying examinations, the student will enter the dissertation stage of the program. From the beginning of work on the dissertation proposal through completion of the dissertation, each student has a dissertation supervisor. The supervisor will be appointed by the Doctoral Studies Committee at the request of the student and with the agreement of the faculty member, who must hold a doctoral degree, be a member of the Faculty of Graduate Studies, and must be either a tenured member or tenure-track member who has held the tenure-track appointment for at least one year. The supervisor's agreement is recorded in the student's file. If the supervisor's availability to work with the student is compromised by lengthy scheduled or unexpected absences, the Chair of the DSC, in consultation with all concerned, may appoint a new supervisor.

The supervisor, after discussion with the student and other faculty members, will suggest other members of the dissertation committee to be approved by the DSC. The committee must be comprised of at least three faculty members (including the supervisor), some of whom may be from outside SLAIS. With the approval of the Dean of the Faculty of Graduate Studies, the committee may also include qualified persons who are not faculty members.

Any request to change the Dissertation Supervisor must be submitted in writing by the student to the Chair of the DSC after the student discusses the change with both the current Supervisor and proposed Supervisor. Students retain the right to change supervisors with impunity. Approval for the change and the selection of another Dissertation Supervisor is recorded in the student's file.

The Dissertation Supervisor's responsibilities are as follows:

  1. to assist in choosing the Dissertation Committee and to confirm the eligibility of all members selected,
  2. to arrange with the SLAIS support staff to schedule the dissertation proposal presentation,
  3. to facilitate progress toward completion of the research,
  4. to arrange with the Faculty of Graduate studies support staff to schedule the dissertation defence, and
  5. to secure appropriate signatures from Dissertation examiners and assure that all required paperwork is submitted in accordance with SLAIS, Faculty of Graduate Studies, and University procedures.

Guidance in carrying out these responsibilities may be obtained from the Graduate Studies website at www.grad.ubc.ca/policy.


 Annual Evaluation of Academic Progress

The progress of all students working toward the Ph.D. will be reviewed regularly and at least once each year in May/June by SLAIS and the Dean of the Faculty of Graduate Studies. A student may be required to withdraw if progress has not been satisfactory as shown by course work, the comprehensive examinations, progress on the dissertation, or other requirements of SLAIS.

Normally, the Chair of DSC will direct an evaluation for each student during the May/June period. In extraordinary circumstances, the students, the adviser, or the Director may call an ad hoc evaluation meeting at any time.

Purpose of the Evaluation
The major purpose of the evaluation is to provide the student with the Faculty's joint assessment of his/her progress in the program and of his/her plans for the following year. The following people will participate in the evaluation meeting or provide input for the evaluation:

  1. the student,
  2. the student's adviser,
  3. the Chair of DSC,
  4. the Director (at his/her discretion), and
  5. any member of the Faculty who has had formal contact with the student during the previous 12 months, including, but not limited to, faculty members who taught the student or who directed the student in research or teaching.

The meeting shall be conducted by the Chair of the DSC. Part of the meeting may take place without the student present, but the student should be present when his/her progress to date and his/her potential for completion are reviewed. The format of the meeting shall allow each person, including the student, to seek clarification, to support, to rebut, etc. any statements made.

Responsibilities of the Student Prior to the Meeting ( approved April 1, 2005)
At least two weeks before the meeting, the student will provide the Chair of DSC and his/her adviser with a portfolio consisting of the following material in the order listed. Include only information/events since the previous review. At different stages in the student’s study period (i.e. 1 st year, 2 nd year) varying degrees of importance will be placed on the items listed. If a student is unclear about items in the portfolio or their relative importance, he/she should consult with the adviser or the Chair of the Doctoral Program.

  1. A title page with student’s name, number of review (e.g. 2 nd annual review), and date the portfolio was submitted.
  2. An overall self-assessment of skills acquired and knowledge gained, and what still needs to be pursued (approximately one or two pages)
  3. A list of all presentations given, with venue/context/course/ and date
  4. A list of all conferences, colloquia, and seminars attended (including SLAIS events) with venue/context/ and date. Attendance at such events adds much to a student’s overall research knowledge, and therefore this item has considerable importance, particularly in the student’s first three years of study.
  5. A list of all courses officially audited or taken for credit toward the doctoral degree, including course number, title, instructor, date, and grade
  6. A list of publications in progress, completed, submitted, in press, or published, with a description of the status of the publication.
  7. A description of grants, scholarships, and awards received
  8. A description of research assistant participation with faculty members
  9. A list of courses taught as a teaching assistant or instructor
  10. A description of service to SLAIS or UBC (e.g. participation on committees, volunteering for conferences)
  11. A plan for the following year, including (if appropriate): courses, research ideas, studies for the major and minor areas, thesis writing, and a timetable (approximately one or two pages in total)
  12. Copies of important papers or projects completed (including powerpoint presentations)


Guidelines for Evaluation
On the basis of the student's portfolio and the general discussion, the faculty members present shall determine whether the student's progress is:

  1. Satisfactory,
  2. Unsatisfactory in some areas (progress is questionable in key areas, but the student should remain in the program), or
  3. Unacceptable.

The student's progress should be described as "Satisfactory" only when all the following criteria are met:

  1. The student achieves a minimum of 68% (B-) in all courses. The student must maintain an overall B (72-75%) average, however, a grade of less than 75% will raise concern about the student's level of competence in the assessed area.
  2. The student is able to work productively with faculty and other students in coursework, research, and teaching.
  3. In his/her first year, the student is able to:
    1. understand the methods and substance of the field of archival or library/information studies,
    2. communicate his/her understanding to other people, and
    3. give evidence of the ability to conduct research under supervision.
  4. After his/her first year, the student is able to proceed at a reasonable pace in demonstrating:
    1. an accomplished mastery of the methods and substance of the field of archival or library/information studies,
    2. the ability to analyze and synthesize diverse data, theories, and methods,
    3. the potential ability to develop and defend an original research proposal, and
    4. the ability to carry out all stages of the research process independently.

If the student's progress is determined to be "Unsatisfactory in some areas" or "Unacceptable," the reasons for this must be relayed to the student at the meeting and communicated to the student in writing. Every attempt should be made to give the student an opportunity to improve his/her areas of deficiency. In general, students whose progress is unsatisfactory should not be counseled to leave the program until they have been at this status level for at least one year. Students whose progress is unacceptable should be counseled to consider the options available. A student may withdraw from active participation in the program at his/her request. See section on "on-leave status" below.


Qualifying Examinations

Overview
The qualifying exams for the SLAIS Ph.D. program (sometimes referred to as “comprehensive examinations” in other programs) consist of two parts – examination of the major area, and examination of the minor area. Examination of the major area consists of a written and an oral component; examination of the minor area has only a written component. Note that the faculty member who advises you through your course work and your qualifying exams is known as an adviser. This is usually (but not always) the same person who supervises your work as you write your dissertation, who is known as your supervisor

Examination Committee
The student and his/her adviser will assemble a four-person Examination Committee that will adjudicate the major and minor areas by setting the exam questions and assessing the answers.

The four-person Examination Committee will consist of the adviser, one person selected by the adviser, one person selected by the student, and one person selected by the Chair of the Doctoral Program. The student’s adviser will chair the Committee.

Questions on the Major and Minor Written Examinations
The Examination Committee will set the questions for both the major and minor area exams. The questions will be based on Reading Lists for both areas approved by the Committee at least two months - preferably six months - before the exams. If a student takes courses outside SLAIS that provide most of the content of the minor area, every effort will be made to involve the instructors of those courses in the formulation of exam questions and in the assessment of the student’s answers.

Structure of the Examinations

The following policies apply:

  1. Qualifying examinations must be taken within 24 months of starting the program, as required by the Faculty of Graduate Studies.
  2. Examinations in both the major and minor areas normally will be taken within a one month period
  3. The format for the written examinations in both the major and minor areas is a take-home examination to be completed during an 11-day period, Friday to Monday, including two weekends.
  4. Following the major area written examination by no more than seven days, there will be an oral examination of not more than three hours in the major area.
  5. The oral examination committee for the major area consists of at least three members of Examination Committee responsible for the major area written examination
  6. There is no audience at the oral examination.
  7. Each examination will consist of four or five questions, from which the student chooses two to answer. In terms of length, approximately 4,000 words would constitute a minimal answer for each question, with 6-7,000 words judged more acceptable in most cases.
  8. In both the major and minor areas, the student will be expected to demonstrate his/her critical ability and mastery of the area through:
    1. comprehensive knowledge of the main issues or problems,
    2. incisive evaluation of current and past research,
    3. rigorous analysis, organization and synthesis of information,
    4. clear written, and oral (major area only) communication of information

Assessment of Exams
The major and minor examinations will be assessed separately. If the papers written to answer the examination questions present all the qualities listed in (8) above, the student will receive an Unconditional Pass. If an aspect of the papers written for either examination is weak, the student may receive a Conditional Pass and be asked by the Committee Chair to revise that paper and submit it for re-assessment within one month. After the Committee assesses the revised paper, the student will receive an Unconditional Pass or an Adjournment (see below).

If the student does not pass an examination, the student will receive an Adjournment. The Chair informs the student in writing of this decision, and the options of writing the examination(s) a second time, appealing the failing grade, or withdrawing from the program. A candidate will be permitted to re-write the examination(s) only once, within six months of the first examination. The student is responsible for scheduling the re-writing.

Students must pass examinations in both the major and minor areas to progress further in the doctoral program. Failure to pass on the second attempt will mandate withdrawal from the program. UBC procedures for appeal of assigned academic standing are detailed in the Academic Regulations section of the UBC Calendar.

 Oral Examination of Major Area
The purpose of the oral examination is to allow the student to provide context for his/her written exam answers and to demonstrate additional depth and breadth of knowledge in the area. The questions of the oral examination will be related to the two questions answered by the student in the examination of the major area. Examiners’ questions will be based on peripheral or related material that contributes to a complete answer to the questions posed.

If the student receives an Adjournment (i.e. permission to write the exam a second time) in the written examination of the major area, the student will not be allowed to take the oral examination until he/she passes the written examination in the major area. If the student receives a Failure (no-credit after writing the exam a second time), the student will not be allowed to take the oral examination.

At the beginning of the oral exam the student may take the opportunity to expand on his/her answers to the written exam questions, amplifying the answers or outlining the key points. This speaking opportunity must take no longer than 15 minutes, and may be strictly oral or aided only by a power point presentation (i.e. the student is not allowed to read a prepared paper). The student may bring into the oral examination only a copy of the written exam and the notes or software for the 15-minute presentation.

 


Proposal Defence

Students demonstrate their ability to complete a sound project of original research by presenting and defending the dissertation proposal to their Dissertation Committee. The proposal defence should be completed within 30 months of initial registration, and must be completed within 36 months of initial registration. The Dissertation Committee must unanimously approve the dissertation topic and research plan before the student may be admitted to candidacy for the doctoral degree. Approval of the proposal does not imply either acceptance of a dissertation prepared in accord with the proposal or the restriction of the dissertation to this original proposal.

Purposes of the Defence
The purposes of the defence are:

  1. to ensure that the student has a clear understanding of the research he/she proposes to conduct,
  2. to ensure that all Committee members have a clear conception of the research proposed,
  3. to reach agreement on the methodology to be followed for the dissertation research, and
  4. to ensure that all Committee members formally approve of the student's topic and research plan.

If the proposal is not approved by the student's Dissertation Committee, the student will be permitted to re-defend the proposal once. The candidate may modify or revise the written or presentation parts of the Defence, or both. Rejection of the Defence a second time will normally result in a recommendation to the Faculty of Graduate Studies that the student's registration be terminated.

Organization of the Research Proposal
The format guidelines stated below are intended to be flexible. The student, in consultation with the supervisor, is free to adapt the formatting as long as the content of the proposal is complete. A well-designed proposal should provide the basis for the first two or three chapters of the final dissertation. In most cases, the proposal should be at least 30 pages long.

The proposal should consist of:

  1. Title page, with student's name, working title, and names of Committee members
  2. Table of contents
  3. Introduction, including an explanation of the Research Question
  4. Literature review
  5. Methodology
  6. Information on issues relating to ethical review and their resolution, if applicable
  7. Planning information - Timeline, itemized budget, if applicable, any other appropriate planning information
  8. Reference list - Citations and references should be made in accordance with a recognized style manual, such as The Chicago Manual of Style .

Presentation of the Proposal
The following guidelines apply to the presentation of the proposal:

  1. The student should work with the supervisor on the initial draft of the proposal. Once the supervisor has approved the proposal for general distribution, the student should solicit feedback from the committee at large.
  2. After the supervisor has approved the draft of the proposal for defence, the supervisor will ask the SLAIS Graduate Secretary to contact each member of the student's Committee to determine and schedule a time convenient for the defence.
  3. The student must deliver copies of the proposal to each member of his/her Committee no later than two weeks before the scheduled defence.
  4. The proposal defence will be scheduled to last 1-2 hours.
  5. The student will give a 20 minute presentation at the beginning of the defence.
  6. Members of the Committee will then provide comments and questions to the student.
  7. To facilitate frank discussion of the defence, the student will be asked to leave the room while the committee comes to their determination.
  8. Any concluding comments will be given directly to the student.
  9. The supervisor will give to the student in written form all recommendations for changes to the proposal.
  10. If the defence is successful, the Committee members will sign two copies of the title page, one of which the supervisor will return to the student, with the other being placed in the student's file.


Dissertation Defence

A full description of the policies that apply to UBC dissertations and the oral defence can be found on the Faculty of Graduate Studies website at www.grad.ubc.ca. The following key information is excerpted from those policies or is approved information not included in those policies

The student must complete the defence within six years of initial registration. If the doctoral degree is not awarded within this period, the student's eligibility for the degree will be terminated and the student will be required to withdraw from the program. Under exceptional circumstances, extensions may be granted by the Dean of the Faculty of Graduate Studies.

Prior to the final defence, a "mock" defence will be held at the School. With the exception of the student's supervisor, the examiners for the final defence may not attend, but all other faculty members and students will be invited.

The final oral examination or dissertation defence is open to all members of the University and to the public. The examination can be scheduled no sooner than eight weeks after the submission of the approved thesis to the Faculty of Graduate Studies. The Faculty of Graduate Studies strongly discourages the scheduling of defences during two blackout periods - the month of August and from December 15 to January 15. Specific information on the University's regulations regarding the oral defence can be found at: www.grad.ubc.ca/students/oralexams/

The dissertation must be presented according to the procedures and in the form as described by the Faculty of Graduate Studies at ww.grad.ubc.ca/students/thesis/index .

The examination will be conducted by:

  1. an external examiner, who usually does not attend the examination in person,
  2. two university examiners, one of which must be from a department unaffiliated with the Student/Research Supervisor, and
  3. a minimum of two to a maximum of three members of the candidate's dissertation committee.

A Chair will be appointed by the Faculty of Graduate Studies to chair the defence.


On-Leave Status

A student who finds it necessary to interrupt his/her program may apply to the Dean of Graduate Studies for on-leave status. Leave is granted when a student is best advised for personal, health, or other reasons to have time completely away from his/her academic responsibilities. Leave, not including parental leave, or leave to pursue concurrent programs is limited to one year (UBC Calendar, Faculty of Graduate Studies). Further information regarding on-leave status can be found in the UBC Calendar and on the Graduate Studies website at www.grad.ubc.ca under "Current Students - Managing Your Program."


Statute of Limitations

A student is expected to complete all requirements for the degree within a period of six years from initial registration. If this is not accomplished, the student's eligibility for the degree will be terminated and the student will be required to withdraw from the program. Students may, in extenuating circumstances, apply to the Dean of Graduate Studies for an extension.

If a student fails to register for two consecutive terms, the student will be considered to have abandoned his or her program. In these cases, should the student wish to continue in the program, the student must re-apply for admission. In special cases, the student may be re-instated with the permission of the Dean of the Faculty of Graduate Studies, in accordance with the Faculty Policy on Re-Instatement found on the Graduate Studies' website at www.grad.ubc.ca under "Policies and Procedures - Withdrawals, Re-admission, and Reinstatement."

Voluntary Withdrawals

A student who wishes to withdraw voluntarily from the doctoral program must notify his/her supervisor in writing in order to obtain the approval of the dean, department head or director, and the graduate adviser in the home department. Further information on the policies governing Withdrawals is available on the Graduate Studies website at www.grad.ubc.ca under "Current Students - Managing Your Program."

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