PHD - RURAL STUDIES PROGRAM HANDBOOK SCHOOL OF ENVIRONMENTAL DESIGN AND RURAL DEVELOPMENT

Transcription

1 PHD - RURAL STUDIES PROGRAM HANDBOOK SCHOOL OF ENVIRONMENTAL DESIGN AND RURAL DEVELOPMENT

2 THE HANDBOOK - PURPOSE This Handbook is designed both to assist the incoming graduate students and to provide an on-going resource document for students throughout their program in Rural Studies (RST PHD) at the University of Guelph. It will, of course, undergo periodic refinement and updating as required. Please note that this document provides basic guidance on an extensive array of issues specific to the Rural Studies program. Students should also consult faculty or staff on any matter relating to procedures and policies within the School, as appropriate. For general information on graduate studies (e.g., university rules and regulations) as well as facilities at the University of Guelph, students should consult the Graduate Calendar. The Graduate Calendar is the final authority in all graduate student matters. Refer to: Graduate Calendar Comments on this Handbook are welcome. Please provide them to: Al Lauzon Graduate Coordinator Rural Studies Program University of Guelph [email protected] or Ext ii

3 NOTES to REMEMBER - Ongoing Registration: Link through the University of Guelph home page to WebAdvisor in order to begin the registration process. Please go to: Graduate Studies Student Registration Guide for information on the procedures and requirements for registration for Fall For each semester that you will be registered, you must choose one of the following: UNIV*7510 Active Full-time Registration (if you were admitted into the program as fulltime), - or - UNIV*7520 Active Part-time Registration (if you were admitted into the program as part-time). Registering for one of these courses serves only to activate your registration. There will be multiple sections for the above course codes; if Sections 01, 02, and 03 are full, register for the next available section, (e.g., *04). You are also required to register for course(s). If you are not registering for any of the listed courses below, then you must register for UNIV*7500 Research/Writing In addition to this basic selection you must be registered in at least one other course. This being RST*6000*01 Sustainable Rural Systems for part-time registration and both RST*6000*01 Sustainable Rural Systems and RST*6100*02 Integrative Research Methods for full-time registration. Failure to do this will result in the term simply not appearing on any official transcript of record. Please check with your Advisor regarding the course(s) you should be registering for. You should be able to Register using Web Advisor. Some cases (Late adds) you will require the Instructor s signature and approval of the Graduate Coordinator. If this is the case, you must use the Graduate Course Waiver Request form. Part-time or Full-time Registration: Part-time students are limited to taking 1.0 course credits (usually 2 credits) in a semester. Three part-time semesters are considered equal to one full-time semester. A transfer from full-time to part-time registration being granted is dependant on circumstances relating to personal health issues, family responsibilities, or if employment exist. Documentation of these circumstances must be submitted with the application. All transfers must go before Graduate Services for approval. Additional information on Registration can be found on the Graduate Studies Student Registration Guide Forms: Forms can be found on the Graduate Services web page. Most forms are fillable on-line and then can be printed off for signature. iii

4 Please be sure to fill out the forms correctly with your name, I.D. number, Dept/School (that would be SEDRD for those of you that don t know) and program (RST PHD). Schedule of Dates: A Schedule of Dates for each semester (class start, add period, drop period, examination schedule, etc.) can be found within the Graduate Calendar at: Awards: Awards and scholarships are listed within the Graduate Calendar as well as a search function is available on the Student Financial Services web page. s are also sent out to the Rural Studies listserv informing you of any additional funding that may be available. Information Resources: The Graduate Calendar is a source of information that you should be using as a resource along with this Handbook, and the Graduate Studies website. Anything that you need to know can be found in one (or more) of these locations. School Office: The Program Assistant is located in the Landscape Architecture Building, Room 100. Office hours are Monday to Thursday, 8:30 am to 11:45 am, and 1:30 pm to 4:15 pm. Students will be assigned a group mailbox (alphabetical, by surname) located outside of the main office, Room 100. You can have your mail sent to your name, c/o Ph.D. Rural Studies, School of Environmental Design and Rural Development, University of Guelph, Landscape Architecture Building, Guelph, ON N1G 2W1. Odds & ends for you to remember: remember that when you reply to an message that has been sent to the 'listserv' to be careful that you reply only to the person that you wish to reply to and not the whole listserv please help me to help you and look on-line first at the resources available to you -- this is where I find the answers as well Hope you all have a great semester! Thanks, Sue iv

5 Table of Contents INTRODUCTION... 1 Ph.D. Program... 2 Admission Requirements... 3 Advisory Committee... 3 Time Line and Student Progress... 4 Maximum Registration:... 4 Maximum Registration Schedule:... 5 Progress:... 7 Course requirements... 8 Common Core Courses... 8 Funding Sources of Financial Assistance:... 9 Graduate Service Assistantships (GSAs):... 9 Graduate Teaching Assistantships (GTAs) and/or Sessional Appointments:... 9 Graduate Research Assistantships (GRAs):... 9 Awards: Applying for Awards: Ph.D. Qualifying Examination The Qualifying Exam Process: Qualifying Examination Timeframe Thesis The Process: Copies of Thesis: Publication: Graduation: APPENDIX v

6 INTRODUCTION Rural Studies is a program within the School of Environmental Design and Rural Development (SEDRD), along with the Rural Planning and Development (MSc and MPlan) programs, Landscape Architecture (BLA & MLA) and the Capacity Development and Extension (MSc) programs. The school is managed by the Director, and the respective Graduate Coordinators. The Director, Wayne Caldwell, is also responsible for the development of collaborative initiatives in the area of research and community service. In what is a busy and full program of study, research, outreach and professional development, student interaction with faculty is critical for the intellectual and social health of the program. Easy access to faculty is every student's right and is facilitated in every manner possible. Every student therefore, should feel that either individually, or along with fellow students, they can personally meet with faculty as required. Students are also expected to recognise that faculty must allocate time for their personal research, administrative, teaching, outreach and family agendas. We expect our students to take full advantage of the opportunities which this program offers, and take charge of their program, their continuing intellectual and professional development, taking their place as responsible members of the SEDRD and University of Guelph communities. 1

7 Ph.D. Program Rural Studies core faculty are from within the School of Environmental Design & Rural Development. The program focuses on two fields: sustainable rural communities and sustainable landscape systems. Sustainable rural communities are characterized by long-term well-being based on the integration of economic, social and environmental factors in their planning and activities. Four sectors of sustainable rural communities have been designated: environment and sustainability, social structure and processes, human resource development, and sustainable rural economic development. The sustainable landscape systems field examines structure, process, and change in the rural landscape through research on bio-physical and socio-cultural sectors. A number of different disciplines are represented and an interdisciplinary approach is taken to integrate across subject areas. Students may choose among fields and choose a sector within the field for relatively more-intensive study. The objective of the Ph.D. program in Rural Studies is to provide opportunities for advanced studies and research on the integration of socio-cultural and bio-physical components of rural communities and regions. Graduates are prepared to become leading specialists in addressing sustainable landscapes and rural communities issues. 2

8 Admission Requirements To be considered for admission, an applicant must have a master's degree (or the equivalent) from a recognized university in a relevant discipline. Master's graduates in a range of humanities, social-science and applied-science disciplines are eligible for consideration for admission. As examples, master's graduates in geography, sociology, planning, landscape architecture, environmental science, capacity development and extension, and international development may be particularly suitable. Applicants who have not completed courses relevant to rural studies or gained experience in rural communities may be required to do so prior to admission or as part of initial phases of the Ph.D. program. The program's admission policy is governed by the availability of graduate advisors and other resources and by the need to admit applicants from a variety of disciplines and backgrounds. The interaction of students with diverse backgrounds will greatly enhance the interdisciplinary approach in the program. The program also seeks to achieve the significant participation of women and aboriginal people from North America and international students. The coordinator of the program receives applications directly from prospective students or through prospective advisors and ensures that application files are complete for review by the admission committee. The committee then consults with prospective advisors and recommends applicants for admission to the Office of Graduate Studies. Applicants should consult the coordinator for the deadline for admission. Advisory Committee Each doctoral student has an Advisory Committee composed of faculty members from a range of disciplines pertinent to the field, specialization and research topic. Each Committee consists of at least three members. Committees are broadly based with at least two major disciplines represented by its members. The advisor and the Advisory Committee provide guidance to allow for the student's intellectual growth in the program The Advisory Committee assesses and approves the thesis-research proposal which is to be prepared by the student by the end of the second year, concurrent with preparation for the Qualifying Examination. As soon as possible, but before the end of the first semester, the student and the advisor should select two or more members of the Graduate Faculty to serve as the Advisory Committee. One member should be from outside the School, while the advisor will be the committee chair. Once selected, the members of the Advisory Committee are submitted for approval using an Advisory Committee/Graduate Degree Program Form to the Graduate Cocoordinator of the School. The Committee is responsible for the development of a suitable program, which must include a prescribed study course list of additional courses if they are deemed critical to the student s success. This is indicated on the Graduate Degree Program Form. In addition, the committee evaluates the proposed research and ensures that the topic and scope are suitable for the Ph.D. thesis. Members of the committee are expected to provide assistance and guidance throughout the program and to meet at least once a semester to evaluate the student's progress. 3

9 Time Line and Student Progress At least five semesters of full-time study must be devoted to the doctoral program following completion of a recognized master's degree. At least seven semesters are required for those who are permitted to proceed from the honours baccalaureate without completing the master's degree. For a student registered part-time, the minimum duration period is based on the equivalence of three part- time semesters to one full-time semester. Maximum Registration: (taken directly from Graduate Handbook) Graduate students who do not complete their program within the prescribed completion period will be notified at the end of that semester that no further registration will be permitted pending approval of the plan of study. The student in consultation with the advisory committee will be asked to submit a single plan of study for the completion period. The plan must be submitted to the Admissions and Progress Sub-committee via the Office of Graduate Studies (OGS) by no later than the 20th class day of the semester following notification. On approval of the plan of study by the Admissions and Progress Sub-committee, master's students may continue up to the maximum program duration. With approval, doctoral students may continue for up to three semesters, after which; continuation to the maximum program duration will require a second application to the Admissions and Progress Sub-committee. If the student and the advisory committee do not submit the plan of study as required, the student will be withdrawn from the subsequent semester, and must apply for readmission and submit of a plan of study to the Admissions and Progress Sub-committee. In the event that a student does not complete the program by the maximum duration period, he/she will be withdrawn withdrawn from the program for failure to complete. Students who are withdrawn must re-apply to the program. Should the student wish to appeal the withdrawal from their graduate program and continue beyond the maximum duration period, he/she will be required to submit an Appeal for Extension of Maximum Program Duration to the Admissions and Progress Sub-committee. The Appeal for Extension of Maximumto Program Duration must be submitted and approved prior to the deadline to register for the semester and it must, include the following elements: An approved plan of study for timely degree completion, signed by the student, the faculty advisor, the Graduate Coordinator and the other members of the student's advisory committee A recommendation from the Program Committee or Department Chair A recommendation from the Associate Dean Research and Graduate Studies of the college In the event that the student, faculty advisor, and members of the student's advisory committee are unable to agree on a plan of study for degree completion, the graduate program coordinator would be expected to provide a letter commenting on the feasibility of the plan provided by the student. In considering the request for extension, the Admissions and Progress Sub-committee will also review all departmental Student Progress Reports submitted to date regarding the student. (As 4

10 per existing policy, such reports should have been provided to the student via his/her advisor each semester.) The Admissions and Progress Sub-committee will grant or deny the request for the extension based on the submissions provided. Where the Sub-committee supports the request, it may also provide advice and recommendations on the proposed plan of study. If the student fails to complete the degree program within the prescribed time frame following the Appeal for Extension of Maximum Program Duration to the Admissions and Progress Sub-committee, the student will be withdrawn for failure to complete. Students may appeal the decision of the Admissions and Progress Sub-committee to the Senate Committee on Student Petitions. An appeal to the Senate Committee on Student Petitions involves an examination of all relevant documents and evidence to determine the appropriateness of a finding. The procedures for conducting an appeal and for holding a hearing are set out in the Regulations of the Senate Committee on Student Petitions. Maximum Registration Schedule: Please note the following maximum registration information: 1. Program durations for graduate students at the University of Guelph are defined by Class Level which is the total of full-time and part-time (if any) semesters valued at 1 and 0.3 for each, respectively. 2. These Completion Periods apply to all programs, unless a specific program has received approval from the Board of Graduate Studies for a different period. Students will be advised about their program Completion Period in their offer of admission letter. Full-time Students Class Level 12 (or 12 full-time semesters) is the completion period. The Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 13 (or 13 full-time semesters). Continuation is permitted through Class Levels 13, 14 and 15 (or 13, 14 and 15 full-time semesters) for up to three semesters with the approved Plan of Study. A second Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 16 (or 16 full-time semesters). Continuation is permitted through Class Levels 16 and 17 (or 16 and 17 full-time semesters) to Maximum Program Duration with the approved Plan of Study. Class Level 18 (or 18 full-time semesters) is the Maximum Program Duration. The Appeal for Extension of the Maximum Program Duration form must be submitted to A & P by the 20th class day. 5

11 Part-time Students Class Level 6.6 (or 20 part-time semesters) is the completion period. The Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 7 (or 21 part-time semesters). Continuation is permitted through Class Levels 7, 7.3 and 7.6 (or 21, 22 and 23 part-time semesters) for up to three semesters with the approved Plan of Study. A second Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 8 (or 24 part-time semesters). Continuation is permitted through Class Levels 8 and 8.3 (or 24 and 25 part-time semesters) to Maximum Program Duration with the approved Plan of Study. Class Level 8.6 (or 26 part-time semesters) is the Maximum Program Duration. The Appeal for Extension of the Maximum Program Duration form must be submitted to A & P by the 20th class day. Full-time Direct Entry and Transfer from a Master s Program Class Level 16 (or 16 full-time semesters) is the completion period. The Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 17 (or 17 full-time semesters). Continuation is permitted through Class Levels 17, 18 and 19 (or 17, 18 and 19 full-time semesters) for up to three semesters with the approved Plan of Study. A second Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 20 (or 20 full-time semesters). Continuation is permitted through Class Levels 20 and 21 (or 20 and 21 full-time semesters) to Maximum Program Duration with the approved Plan of Study. Class Level 22 (or 22 full-time semesters) is the Maximum Program Duration. The Appeal for Extension of the Maximum Program Duration form must be submitted to A & P by the 20th class day. Part-time Direct Entry and Transfer from a Master s Program Class Level 7.6 (or 23 part-time semesters) is the completion period. The Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 8 (or 24 part-time semesters). Continuation is permitted through Class Levels 8, 8.3 and 8.6 (or 24, 25 and 26 part-time semesters) for up to three semesters with the approved Plan of Study. A second Plan of Study and Progress Report must be submitted to A & P by the 20th class day of Class Level 9 (or 27 part-time semesters). Continuation is permitted through Class Levels 9 and 9.3 (or 27 and 28 part-time semesters) to Maximum Program Duration with the approved Plan of Study. 6

12 Class Level 9.6 (or 29 part-time semesters) is the Maximum Program Duration. The Appeal for Extension of the Maximum Program Duration form must be submitted to A & P by the 20th class day. Progress: At the end of every semester, the Advisor completes a Graduate Student Evaluation Report that is signed by the student, the Advisor and their committee. In the Evaluation Report, the Advisor should comment on the student s progress. The Graduate Student Evaluation Report is submitted to the office of Graduate Studies by the Program Assistant and a copy kept in your file. Another major step in the program is preparation of the research proposal. It is the responsibility of each student, in consultation with the advisor, to submit a proposal to the Advisory Committee for approval. The proposal should include a time schedule of the research and study program. Leave of Absence: Multiple semester requests (normally not more than three semesters) are granted for a variety of reasons, the most common of which are: parental leave documented medical financial/employment constraints personal/family circumstances Open-ended requests or repeat requests for multiple semester leaves when the student is vague regarding plans for completing the degree are normally denied, with the suggestion that withdrawal from the program until more definite plans are in place would be more appropriate. 7

13 Course requirements A prescribed program of study must be specified on the Graduate Degree Program Form before the end of the second semester. The minimum course and credit requirements for the Ph.D. in rural studies consist of a common 2.0 -credit core of two integrative 1.0 -credit courses (Sustainable Rural Systems, and Integrative Research Methods), a 0.25-credit research seminar, and one elective graduate 0.5- credit course or the RST*6500 Special Topics course. Additional courses may be required by the student's Advisory Committee. Make-up courses may be required prior to admission to the Ph.D. program or early in the program. All courses will normally be completed prior to the Qualifying Examination. All or most of the courses should be taken in the first year of study. To foster the interdisciplinary nature of the program, some courses are team taught. Attention is also paid to the sequencing of courses to promote interdisciplinary. Common Core Courses: RST*6000 Sustainable Rural Systems F-W [1.00] Sustainable development theory in the rural communities and environment context. RST*6100 Integrative Research Methods F-W [1.00] Research design and evaluation with a focus on measures of sustainability and on interdisciplinary applications. RST*6300 Research Seminar U [0.25] 8

14 Funding - A Graduate Award search is available at: REMEMBER, while we regularly post information on funding sources, it is your responsibility to seek out and procure funding. We try to ensure that financial assistance can be spread over as many students as possible. Thus if you require financial assistance, it is worth discussing it with the Graduate Coordinator or your Advisor, particularly as some awards are based on the Coordinator s nomination. Sources of Financial Assistance: 1) Graduate Service Assistantships (GSAs) 2) Graduate Teaching Assistantships (GTAs) and/or Sessional Appointments 3) Graduate Research Assistantships (GRAs) 4) Ontario Agricultural College Internal Awards 5) University-wide Internal Awards 6) External Awards Graduate Service Assistantships (GSAs): Graduate Service Assistants are students hired by SEDRD to work on some School related activity. GSA openings are posted at the beginning of the Fall semester and at other times as they become available. Students should apply directly to the faculty member administering the GSA, and they must inform the faculty member if they are applying for any other GSA. Students are selected by the faculty member responsible for administering the GSA on the basis of a fit between the student s competency and interests and the work required. Employment is for a maximum of ten (10) hours per week. Graduate Teaching Assistantships (GTAs) and/or Sessional Appointments: A small number of Graduate Teaching Assistantships (GTAs) may be offered to suitably qualified students to assist faculty in the delivery of School courses. Teaching Assistants will be involved in preparation of materials, assistance to students and other aspects of course delivery. Sessional s will be involved in the delivery and instruction of course materials. The School posts positions to the School website, bulletin board and by . There are copies of campus-wide TA and Sessional positions available at the Union Office on the 2nd floor of the University Centre ( ext , [email protected]) or posted on their website. Graduate Research Assistantships (GRAs): Support for students is often available through research and consulting contracts procured by individual faculty. Graduate Research Assistantships (GRAs) are generated from these resources. This type of support may require more time and effort on the part of the student and due to the value of the contract may or may not provide equivalent funding rates. As a result of the varying circumstances of contracts obtained, there is no standard agreement for this type of contractual support. Students employed as GRAs are selected by the faculty responsible for the contract on the basis of skills, interest, previous experience and availability. 9

15 Awards: For a listing of OAC and University-wide internal awards, refer to the following website: Graduate Awards and Financial Assistance A Graduate Award search is available on the Student Financial Awards Search web page. Applying for Awards: For all awards which require a research proposal, consult closely with your Advisor and have the Advisor (and if possible a committee member) review your proposal before you submit it. If you require a reference letter for any particular award or Internship opportunity, approach your Advisor or concerned faculty member first. Please be considerate of faculty time and notify the faculty member well in advance of the due date. Please consult the Graduate Calendar for additional information on the Research Awards. Watch the student list-serve and the bulletin boards in SEDRD for awards, research opportunities, GSAs, GTAs/Sessional and GRAs; contact discipline-based departments for possible GTAs/Sessional positions within your undergraduate discipline. As appropriate, check with Graduate Studies or the particular funding agency for specific details. 10

16 Ph.D. Qualifying Examination The Rural Studies Ph.D. Program, in accordance with the University of Guelph Policy, requires all PhD students to complete a Qualifying Examination (QE) no later than the end of their fifth semester of full-time study or its equivalent (for part-time students one part-time semester equals 1/3 of a full-time semester). Upon the satisfactory completion of the QE the student is deemed to have met departmental requirements and becomes a candidate for the PhD degree. Given that the program is an interdisciplinary PhD program, the QE is meant to demonstrate the student s mastery of a substantive body of literature as it relates to their particular research topic. The topic for the QE paper and the scope of the paper will be decided in consultation with the dissertation advisory committee. Typically, it is expected that the QE paper will be substantial and range in length from approximately pages of double spaced text (excluding references). The Rural Studies QE, in adherence with University of Guelph policy, requires a public QE by an examination committee (that is different than the dissertation advisory committee). The QE committee will consist of: A Chair who is appointed by the Director of the SEDRD or the designate of the Director. Typically, the QE will be chaired by the Rural Studies Graduate Coordinator unless he or she is a participating member of the advisory committee or not available. Two members of the student s dissertation advisory committee Two members of graduate faculty who are invited to participate as examiners by the Director or designate One member of the QE committee must come from outside SEDRD. If a participating member of the dissertation advisory committee is from outside SEDRD and moves to the examination committee, then this condition is fulfilled; if not, then one of the invited examiners must come from outside SEDRD The Qualifying Exam Process: These are the necessary steps to complete the QE. In the second semester (or equivalent for part-time students) the student should meet with the Advisor and identify a minimum of two graduate faculty members who will be invited to be members of the dissertation advisory committee. Once these members have been recruited, the student needs to complete the dissertation advisory committee form and submit it to the Graduate Secretary. Once the advisory committee is formed, the student will meet with the Advisor to identify the topic for the QE and the scope of the written paper. Once the Advisor and the student have decided upon the QE topic and the scope of the paper, the student will prepare a one to two page description of the paper (including a proposed table 11

17 of contents) and a list of potential readings that will form the foundation of the paper. This list of readings will be tentative and more may be added as the student writes the paper. The student will meet with the dissertation advisory committee, present the description of the paper and readings, and seek the committee s approval. At this time the committee members may also suggest additional readings that the student may want to incorporate into the paper. At this meeting, the committee will either approve the proposed paper or request the student to work further on the paper. If the committee approves the topic for the paper then all committee members must sign the Qualifying Exam Draft Approval form; the written description prepared by the student should be appended to the form and submitted to the Graduate Secretary to be placed in the student s file. A tentative timeline should then be established for the completion of the paper, recognizing that it is tentative. This, however, is between the student and the dissertation advisory committee; the committee members should discuss how they will function, support and work with the student toward the completion of the QE paper. The QE should be completed no later than the end of the student s fourth semester; the writing of the paper and the examination should take no more than two semesters to complete. The student will then write the paper. Once a draft paper has been completed the student will submit the paper to the dissertation advisory committee for comment and approval. At this point the student may be approved to move forward to the QE or may be asked to do additional work. Once the committee is satisfied with the paper, the committee will sign the Defence Approval form which will be placed in the student s file. At this time the dissertation advisory committee should identify which two committee members will participate as members of the QE committee. Typically, the Advisor and one other member of the advisory committee participate in the QE. At this time, the Advisor will notify the Rural Studies Program Coordinator that the student is ready for the QE. An electronic copy of the paper should be submitted to the Coordinator and the Graduate Secretary, along with a list of 5 prioritized possible members of the examination committee of whom 2 will be recruited to participate in the examination. If there are not any members of the advisory committee who are participating in the QE and who come from outside the department, then one member of the examination committee must be selected from outside SEDRD. The Advisor should also submit a list of tentative dates, recognizing that the organization, recruitment of external QE committee members and scheduling of an examination takes time, and that the examiners should be given one month to read and prepare for the examination. At this time, the Advisor should also submit a report on the student s research performance to date and potential for research. This report must be signed by all members of the advisory committee. Once the Coordinator has recruited the two additional members of the examination committee, the Coordinator will distribute the QE paper with the committee s report to all members of the QE committee. The date will then be set and a chair of the examination committee will be selected by the Coordinator. Typically, the Coordinator will chair the QE unless he or she is a member of the examination committee or is not available. 12

18 The QE is a public examination. On the day of the examination, the student will present an overview of the paper; the presentation will be between 25 and 35 minutes. After the completion of the presentation the oral examination will begin. Each member of the examination committee will be given an opportunity to pursue a line of questioning before passing on to the next member of the examination committee. The committee members will continue to question the student until they are satisfied that they can make an informed decision about the student s performance (requiring a Satisfactory or Unsatisfactory decision). Typically, there are usually two to three rounds of questions and the examination may last one and a half hours to three hours. Upon completion of the examination, the QE committee will then deliberate behind closed doors. The student will be judged on three elements: the quality of the paper, the quality of the oral examination, and the potential to successfully complete the research (as indicated in the dissertation advisory committee report). It is up to the QE committee as to how much weight will be given to any one element in the deliberations. In order to be deemed successful, there can be no more than one Unsatisfactory or Abstention. If two members of the QE committee do not vote that the performance is Satisfactory (Abstain or vote Unsatisfactory) then the student will be deemed unsuccessful. An abstention is regarded as a negative vote. If this happens, the student will be given one more opportunity to be successful at a later date; however, the QE must be completed within six months time. If successful, then the student becomes a candidate for the PhD degree. Once the student is a candidate for the PhD degree they may begin their dissertation research. A second failure constitutes a recommendation to the Board of Graduate Studies that the student be required to withdraw (see Unsatisfactory Progress and Appeals of Decisions.) Qualifying Examination Timeframe All students must take the Qualifying Examination at the end of their fourth semester. If it is necessary the examination may be retaken at the end of the fifth semester. Students must have a final draft of the QE paper ready by the sixth week of semester four in order to complete the process by the end of the fourth semester. 13

19 Thesis Additional information is located on the Graduate Studies Office website for Thesis Regulations. Each candidate shall submit a thesis, written by the candidate, on the research carried out by the candidate on an approved topic. The thesis is expected to be a significant contribution to knowledge in its field and the candidate must indicate in what ways it is a contribution. The thesis must demonstrate mature scholarship and critical judgment on the part of the candidate and it must indicate an ability to express oneself in a satisfactory literary style. Approval of the thesis is taken to imply that it is judged to be sufficiently meritorious to warrant publication in reputable scholarly media in the field. The Process: The Ph.D. degree is primarily a research degree and hence most of the time you spend in your program will be devoted to conducting and writing up your research. The following outlines the dissertation process. 1. By the middle of your second semester you should have your dissertation advisory committee in place. You require an advisor from SEDRD, and typically this would have been established prior to entering the program and a minimum of two other graduate faculty members. Your committee thus consists of a minimum of three members however it can be larger if you wish. It is not recommended that the committee exceed four members as it becomes increasingly difficult to manage the committee in terms of meetings, etc. It is strongly advised that one committee member come from outside SEDRD. Also, it is permissible to have a committee member from outside the university provided that they have adequate credentials to be appointed as graduate faculty. If you are considering this option it is strongly suggested you speak to the program coordinator before recruiting from outside the university. 2. As you work through the course work you should be developing your dissertation proposal in consultation with your committee. However, you are not ready to start your research in earnest until you have successfully completed your Qualifying Exam and have become a candidate for the PhD. degree. Once this step has been completed you need to develop a full proposal to circulate to your committee, and seek their approval. Once you have their approval they need to sign off on the Proposal Acceptance form; this form and a hardcopy of your accepted proposal is then placed on your file. This, in essence, is your contract with your committee with regard to what you will do in terms of your research. It is recommended that you have a full committee meeting once a semester until your program is completed. 3. The next step is easy. Working with your committee you carry out your research and write the dissertation. Once you have completed your research to your committee`s satisfaction, they will need to sign off on it and the graduate coordinator can begin to organize your examination. At this time you should also decide which two dissertation committee members will participate in your defense. 4. Once your committee has signed off on your dissertation, they are to provide a list of five names of potential external examiners from other universities. The names on the list should not have any formal affiliation with either the advisor or the student. Another list will also be provided to the coordinator with five names of potential internal examiners. These individuals can be anybody who has an appointment as University of 14

20 Guelph graduate faculty. At this time the student should also forward to the coordinator and to the graduate secretary an electronic copy of the abstract of the dissertation. The abstract should be no longer than 350 words. This will be used to solicit the external and internal examiners. You should also submit an electronic copy of your complete dissertation as well to both the coordinator and graduate secretary. The graduate coordinator will then approach potential examiners to solicit their interest in participating in the candidate`s final examination. 5. Once the internal and external examiners have been identified and agreed to participate in your defense, either an electronic copy or a hardcopy will be forwarded to the examiners. If they opt for a hardcopy it is the student s responsibility to provide this copy to the graduate secretary; it is best if it is bound. The examiners will normally be given a month to complete their review of the dissertation and the submission of their report. This will be provided to the dissertation committee and the candidate one week before the scheduled examination. A chair and date for the examination will also be scheduled at this time. Typically the examination will be chaired by the graduate coordinator unless he/she is a member of the dissertation committee in which case an alternative will be designated by the coordinator. 6. On the day of the examination the candidate will be asked to prepare a minute presentation based upon their dissertation. Following the presentation the candidate will be offered an opportunity for a short break if desired and then the formal examination will commence. Typically the questioning will begin with the external examiner, followed by the internal examiner, the committee member and then the dissertation advisor. Each examiner will be asked to pursue a specific line of questioning during each round of questions. Typically there are two to three rounds of questions. The chair does not actively participate in the examination but may ask the candidate a question or two at the end. 7. Once the examination is completed the examination committee will enter deliberations. During this time, based upon the dissertation, the presentation and the examination the committee will determine if the candidate s performance is satisfactory or unsatisfactory. However, even if it is satisfactory there may still be changes that need to be made to the dissertation itself and these may vary from minor changes through to major changes. In the event that the candidate was unsuccessful he/she will have an opportunity to be examined a second time within six months of the first examination. In the event that the candidate is unsuccessful the second time a recommendation will be made that the student withdraw from the program. The candidate will pass if no more than one member of the examination committee votes negative. An abstention is viewed as a negative vote. 8. The final formatting of the dissertation should be in compliance with the Graduate Studies Submission Checklist. Please see University Regulations for final thesis submission to Atrium. Copies of Thesis: One electronic (.pdf) copy of the certified thesis must be submitted to the Atrium by the thesis submission deadline date shown in the Academic Schedule in the calendar. Also included in the electronic submission must be a copy of an abstract consisting of no more than 350 words. The Certificate of Approval signed by the external examiner and the members of the examination committee, a copy of the circulation waiver and the copying license must also be submitted to 15

21 the Office of Graduate Studies. An electronic copy (PDF) is required by the Program Assistant and the student should check with the Committee regarding their wishes to receive a hard copy. Publication: The Certificate of Approval indicates that the thesis is suitable for publication. The University requires publication of the thesis in the following manner: One electronic copy of the thesis is uploaded by the National Library of Canada, and the agreement form signed by the candidate authorizing the National Library to publish the thesis and to make copies available for sale on request. The National Library will upload the thesis exactly as it is and will list the thesis in Theses Canada as a publication of the National Library. An abstract of not more than 350 words, prepared by the author and approved by the advisor and submitted as part of the electronic thesis submission, is also upload by the National Library. The National Library's Theses Non-Exclusive License will be sent to the candidate prior to the final oral examination, to be signed and submitted to the Office of Graduate Studies immediately after the successful completion of the examination. The candidate, in consultation with the advisor and the department chair, shall have the right to request that circulation and/or copying of the thesis in any form be withheld for up to one year. Publication in the above manner does not preclude publication of all or part of the thesis in journals or in book form. Graduation: Information on all steps to take once you have defended your dissertation can be found on the Graduate Studies Graduation web site Please remember to return any departmental keys to receive back your deposit. Congratulations - Your journey is complete! 16

22 APPENDIX 17

23 Form # 1 Qualfiying Examination Draft Approval Student ID# Advisor Signature Advisory Committee Member Signature Departmental Member Signature Additional Member Signature Signature of Advisor / Date Signature of Director / Date 18

24 Form # 2 Qualfiying Examination Proposal Approval Student ID# Advisor Signature Advisory Committee Member Signature Departmental Member Signature Additional Member Signature Signature of Advisor / Date Signature of Director / Date 19