Handbook on Master of Public Administration Master s Projects

Transcription

1 Handbook on Master s Projects Last updated February 2013

2 Handbook Table of Contents 1.0 Introduction Steps in the Master s Project Process... 3 Step 1: Finish MPA Core Courses or MPA Coursework... 3 Step 2: Register in ADMN Step 3: Choose the Type of Project: Solo or Team?... 6 Step 4: Select Topic, Client and Academic Supervisor... 6 Choosing a Topic... 7 Choosing a Client... 8 Choosing an Academic Supervisor... 9 Communicating with your Supervisor and Client Step 5: Write Project Proposal Preparing a Proposal Proposal Template Step 6: Submit Master s Project Title and Supervisor Form Step 7: Address Ethics Approval for the Master s Project Applying for an Approval or a Waiver Step 8: Conduct Research and Write the Master s Project Develop a Plan and Timeline Remember your Target Audience Follow the Format Address Schematic Guidelines Identify Appendices Properly Cite Throughout your Master s Project Step 9: Select Examination Committee and Defend Project Selection of Examination Committee Defence Schedules Presentation and Defence of the Project Preparing for your Defence The Day of your Defence Step 10: Complete the Master s Project Contacts and Further Resources Appendix A Master s Project Title and Supervisor Form Appendix B - Example Schematic for Master s Project

3 1.0 Introduction In the (MPA) program, a Master s Project (ADMN 598) requires a student to conduct a substantial analysis of a management problem, policy, or program-related issue for a client. It requires completion of a 4.5 unit project prepared by an individual or pair of students in consultation with the client and an academic supervisor, and must be both practical and academically rigorous. The Master s Project is defended in an oral examination before an Examination Committee comprised of the academic supervisor, the client, a second reader from the School of Public Administration, and a Chair representing the Faculty of Graduate Studies. The Master s Project is different from a Master s Thesis (ADMN 599) in that a thesis does not have a client, is done for an academic supervisor in the School of Public Administration, and must meet all of the requirements for a Master s Thesis in the UVic Faculty of Graduate Studies. For more information about the requirements for a Master s Thesis, please view the resources and links on the School of Public Administration website and the Faculty of Graduate Studies website. This Handbook provides a statement of the School of Public Administration s policies for completing a Master s Project. There are numerous other resources to assist you during the Master s Project phase of your program, which can be found within this document (hyperlinks) and on the MPA Master s Project Moodle website. Please read this Handbook at the beginning of the program so that you understand the expectations of the Master s Project process. In doing so, you can identify the needed knowledge, skills, and relevant contacts or information to assist you in this final phase of the MPA degree. This Handbook is, of course, also useful at any point in your MPA Program as you may wish to refresh your knowledge about the Master s Project process. It will be updated periodically and to that end, the most current version will be available online. 2

4 Master s Project In the past, the Master s Project has been referred to as the 598 Project, the Advanced Management or Policy Project, the Final Project, or the Capstone Project. Every effort has been made to refer to the project in this Handbook by the agreed name: Master s Project; however, you may find that other names are used in resources such as videos or audio recordings. This Handbook includes links to supplementary resources including example reports, video interviews, and presentations. In the event of any contradictions or errors included in the supplementary resources, please (1) refer to the Handbook itself to determine the current official policies of the School of Public Administration; and (2) advise the MPA Program Manager ([email protected]) of the issue. 2.0 Steps in the Master s Project Process To assist you in moving efficiently and effectively through the Master s Project process, the steps outlined below are discussed in greater detail in the remainder of the Handbook: Step 1: Finish MPA Core Courses or MPA Coursework Step 2: Register in ADMN 598 Step 3: Choose the Type of Project: Solo or Team? Step 4: Select Topic, Client and Academic Supervisor Step 5: Write Project Proposal Step 6: Submit Master s Project Title and Supervisor Form Step 7: Address Ethics Approval for the Master s Project Step 8: Conduct Research and Write the Master s Project Step 9: Select Examination Committee and Defend Project Step 10: Complete the Master s Project Step 1: Finish MPA Core Courses or MPA Coursework While you may be very eager to start your Master s Project at the beginning or in the middle of your program, it is important to emphasize that you are not allowed to officially begin or register in your Master s Project until you have finished all of your MPA core courses and at least one of the two electives. The latest that the second elective can be completed is during the term in which the Master s Project is defended. Keep in mind that the knowledge and skills in your two electives may turn out to be important for your Master s Project, in which case completing them before making substantial progress on your Master s Project is strongly advised. 3

5 Most MPA students begin their Master s Project in their last academic term when their core courses are completed, one elective is completed and their second elective is complete or in progress. You need to build the required skills and experience before starting to work on your Master s Project. For those in the co-op program (MPA on campus students), your second work term can be used to begin work on your project (develop project ideas) but you should expect to complete your project in the following semester (or later). If you are planning to do a third co-op work term, that is the ideal time to undertake a Master s project. In the first half of your program, it is a good idea to consider possible topics as you undertake coursework, explore the interests of potential supervisors, and review completed Projects. In some courses, previous completed Projects may be included in course readings and even assignments. It is important to become familiar with the format, the different methods being utilized and the diverse topics that can be researched and written about. The following timelines were developed to give you information on the typical timelines on when to start the Master s Project and to complete the degree for both online and oncampus students: Figure 1: Example Timeline MPA On-Campus Students Year 1 Review completed Master s Projects. Consider possible topics. Term 1 is the first semester of the Program. Term 2 is your first co-op work term placement. Term 3 is the second semester of the Program. By the end of Term 3, you should have completed all of your core MPA courses. Year 2 Term 4 Normally, this will be your second co-op work term. Approach potential clients and academic supervisors about possible topics. Term 5 Develop project proposal; for some students, it may be possible to draft a project proposal by the end of Term 4. Submit ethics application if required. Conduct research. Term 6 Develop a draft version and submit to supervisor. Make revisions to report and repeat as necessary. Some MPA students submit final project in Term 6. Year 3 Term 7 Many MPA students submit final project to supervisor for approval in this term. Defend before Examination Committee. 4

6 Figure 2: Example Timeline MPA Online Students Year (Terms 1-6) Review completed Master s Projects. Consider possible topics. Year 3 Term 7 Complete core MPA courses. Approach potential clients and academic supervisors. Term 8 Complete elective courses. Develop project proposal. Submit ethics application if required. Term 9 Conduct research. Year 4 Term 10 Develop a draft version and submit to supervisor. Make revisions to report and repeat as necessary. Submit final project to supervisor for approval. Defend before Examination Committee. Helpful Hints: Master s Projects and Co-op Co-op employers can be good clients for a Master s Project. During your second coop placement, you may be able to identify possible topics and explore opportunities with your employer. Although your second co-op term is usually too early in the program to actually begin working on your Master s Project, you might look to combine your project with a third co-op term or with another employment or funding opportunity. If you undertake your Master s Project as part of a co-op term, you will be required to pay co-op fees. If you choose to participate in a third co-op term, you must ensure that you complete your co-op placement prior to or during the term in which you defend your Master s Project. 5

7 Timelines and Tuition Most students require 2-3 terms to complete and defend their report, especially if ethics approval is required - most projects do require ethics approval. If you do not complete the report by the final date in the term (the School specifies a final defence date for each semester of the academic year), you will receive a grade of "In Progress" on your academic transcript, which has no academic penalty. For on-campus MPA students, if you have already paid the five compulsory program fees (or some combination of full- and part-time instalments that total to the equivalent of five program fees) for your MPA, you will be charged an additional sixth full-time program fee if you continue to work on your Project. Thereafter, you will be assessed a re-registration fee for each term you register in. Please consult the Graduate Administrative Assistant, the School of Public Administration website and the Graduate Calendar for further information on how to determine how these fees will apply to you as an on-campus or an online MPA student. If you have any questions about tuition fees and registration, please contact Judy Selina, Graduate Administrative Assistant, at [email protected]. Step 2: Register in ADMN 598 Once you have completed or almost finished your MPA coursework, you are expected to register in ADMN 598. Unregistered students do not have access to the Library, the MPA moodle website or other UVic services and should not expect feedback on their work from the MPA Project Advisor or their supervisor if they have not registered or paid their fees. Step 3: Choose the Type of Project: Solo or Team? For the Master s Project, you can conduct the project on your own or you may wish to work with one student. Project teams cannot be larger than two students. Step 4: Select Topic, Client and Academic Supervisor Depending on each student s interests and career situation or aspirations, there will be variation regarding what comes first choosing the topic, the client, or the supervisor yet, usually students approach the MPA Project Advisor with a client and topic when seeking a supervisor. Ultimately, every Master s Project must have a client, an academic supervisor, and an agreed-upon project proposal. 6

8 Choosing a Topic Selecting a topic is a key step to successfully completing a Master s Project. Please remember that the topic has to be both academically rigorous and useful to the client. When choosing a topic, the following points should be kept in mind: Choose an interesting, important and relevant topic What is an interesting research question to ask? Can my question be answered? Is the answer obvious has someone already done the work? Identify a feasible topic Will there be enough data to collect to answer my research question? Are there secondary sources (including literature and documents) to assist me in developing a foundation for the topic? How recent is the evidence? What other evidence would need to be gathered? How would it be gathered? Is the information I need affordable or obtainable, given the resources available to do the project? Can I get access to the information? Narrow down your topic but not too much - Am I trying to do too much? Am I not doing enough? There are many topics that can be written about for a Master s Project. For example, a possible project could be to analyze a problem or issue and provide recommendations on a course of action to alleviate some undesirable symptom in the management or policy responsibilities of an organization. Other examples include: Develop a cost-benefit analysis. A situation may exist where management feels that an automated record-keeping system might improve productivity, but does not know which particular equipment and software should be purchased. A comparison of costs and benefits would be an appropriate way to make these comparisons. Use survey and interviews to investigate alternative methods of improving workforce engagement. Develop and apply a price support program for farm produce for smaller, local producers. Develop a plan for greenhouse gas mitigation for the municipal public works operations in a community. Assess the feasibility of different management models for a small communityoperated airport. Evaluate a client service improvement program for a ministry. Evaluate the effectiveness of a tree management program for a local government. Assess the options for a non-profit agency that is changing its management model. All of these examples can form the basis of outstanding Master s Projects. 7

9 The School maintains copies of completed reports and you are encouraged to review some of these to give you a better idea of the types of work that could be conducted. The School also has developed a list of projects that can be viewed on the MPA Master s Project moodle website if you want to quickly view the many projects that have been completed by students. Keep in mind that there is no one best model for a Master s Project each topic, client and academic supervisor will mean unique combinations of methodologies, contents, and even formats. Access Master s Projects online: Full project reports (over 80 reports currently available on dspace in the UVic library) Project titles, clients, supervisors (over 900 currently listed) For Master s Projects that are only available in print form, please note these cannot be sent to students via mail nor can they be scanned or photocopied and then sent to students. They can only be viewed in our School of Public Administration. Please contact the Graduate Administrative Assistant in advance should you wish to view any hard copies of the reports. If you are having a difficult time finalizing your topic after discussing it with your client, contact your academic supervisor (if you have chosen a professor for your Project) or Kim Speers, the MPA Master Projects Advisor, to assist you. Please remember that your academic supervisor has to approve your topic. Choosing a Client The School does not maintain a list of potential clients but we can help with your search if you are struggling to find a client. When seeking a potential client, consider some of the following contacts: your employer your supervisor at a co-op work placement a non-profit agency a public service group There are times when clients approach the School about a possible Master s Project, and when this happens, a notice is sent to students on the MPA Listserv ( distribution list) and the information can also be found on the MPA Master s Project moodle website. If you are not a member of the listserv, please contact Belle Young ([email protected]) to be added to the distribution list. You should be in close consultation with your client during all of the important stages of your Master s Project including: selecting a topic, reviewing and approving your proposal, reviewing project drafts, and participating on the Examination Committee. When approaching potential clients, outline the commitment that they will be taking on. A letter outlining the expected role of the client during the Master s Project process can be found on 8

10 the MPA Master s Project Moodle website. Ensure that your client will be available for the duration of your project including your defence. There is no one model for negotiating with a potential client. Some students receive partial or complete funding, some undertake their project as part of a co-op work term, and others choose to work on a pro bono basis as a form of community or public service. If you are not doing your Master s Project as part of your co-op program, please check the MPA Moodle website for a list of internships and organizations you may wish to contact. Choosing an Academic Supervisor Your academic supervisor will be your primary contact in the School and will support you throughout the Master s Project process. Finding an appropriate supervisor for your project will involve some careful research. First, your academic supervisor must be a faculty member in the School of Public Administration. In most cases, sessional instructors will not be able to supervise your project. Your supervisor must also be a member of the University of Victoria Faculty of Graduate Studies; all regular (i.e., non-sessional instructor) faculty members are also members of the University of Victoria Faculty of Graduate Studies. Second, consider the research interests of your supervisor. Review the online listing of faculty members and their research interests: Next, review the list of Master s Projects that have been supervised by faculty members in the past; see the list of project titles, clients, and supervisors on the School s website. For those students who are beginning their project, please note that there may be several professors who are not able to provide supervision to students for various reasons (e.g., on leave, going on leave, reached supervision capacity). The list of available professors able to supervise is dynamic throughout the year and the MPA Project Advisor is responsible for identifying who is available and not available for supervising students. To find a supervisor, please contact Kim Speers, MPA Project Advisor, and submit via a 2-3 page proposal for her to determine who the best fit would be based on the nature and subject matter of your proposal, the type of client you have selected, the availability of faculty members based on leaves and sabbaticals, and the distribution of Master s Project supervision workloads among the faculty supervisors. Depending on the quality of the proposal, she may make some suggestions to improve your proposal before she passes it on to another professor for consideration. When the proposal is ready to be considered, she will then ask if you have any preferences to work with someone based on the professors who are available to supervise. 9

11 In terms of establishing a good fit between a student and supervisor, most professors would like to see a 2-3 page proposal before they accept a student. This brief proposal should address the following: identification of topic, client and problem(s) background to topic/problem (provide context) proposed methodology and methods timeline Please do not send it directly to a professor because he/she will likely send it back to you and cc Dr.Speers on the . Depending on the topic and complexity of the Master s Project, a student may have cosupervisors or may wish to identify the second reader early on in the process to assist the student with certain methods or approaches. If a student s topic requires the expertise of an additional faculty member (e.g., questionnaire design or statistical analysis), the supervisor will likely make the recommendation to find a co-supervisor or a second reader in consultation with the student. The role of the second reader in a student s project depends on the topic and the professor s personal preferences. As noted above, there are cases where the second reader is involved in the project from an early stage to assist with certain components of the project or to provide overall guidance. Second readers may also be asked by the supervisor to read full drafts of your report prior to the final approval of the report that will be examined. Please note that the supervisor, in consultation with the student, is responsible for selecting the second reader and chair for your committee. There are also other projects where the second reader is chosen when the final draft has been submitted to the supervisor, which is then given to the second reader for review prior to the defence. Once the second reader approves the project, an exam date is set and the role of second reader during the defence is to ask questions about the report. It should be noted that usually the second reader is not chosen until the student is almost ready to defend. Should you wish to change your supervisor at any point during the Master s Project phase, please ensure you effectively communicate with your current and new supervisor about this decision. Furthermore, please immediately communicate any changes in supervision status to Judy Selina, Graduate Administrative Assistant. Communicating with your Supervisor and Client It is important to communicate and consult with your supervisor and your client throughout the project but especially during important stages in the process, as the final report must meet both the University s academic standards as well as the client s expectations. On that note, please do not embark on a Master s Project only in consultation with a client. Likewise, do not embark on a Master s Project with just your academic supervisor. Your 10

12 academic supervisor has extensive experience in defining the scope of a project and ensuring that it is manageable, rigorous, and worthwhile. Please remember that both your client and academic supervisor have numerous other responsibilities and obligations when submitting drafts to review. Usually there is a turnaround time of two weeks for professors to get back to a student; however, this may differ depending on numerous factors. To ensure you graduate in a timely manner, please work out a reasonable schedule in conjunction with your supervisor and client and keep them both up-to-date concerning delays or challenges. If you do decide to leave the program for a term when working on your project, please contact both your supervisor and Judy Selina to inquire about the proper procedures to withdraw. If you withdraw without permission, it can be very difficult to get reinstated back into the program. Step 5: Write Project Proposal In this important step, you are required to write a project proposal and secure the approval of your client and academic supervisor. As noted above, if you have any questions about writing a proposal, please review the resources on the MPA Master s Project moodle website or seek guidance from Professor Kim Speers, Master s Project Advisor, for initial feedback about your proposed research question, objectives, methodology, and overall format. Please send to [email protected] (do not give a hard copy, electronic copy only). Based on the draft proposal, Professor Speers will then assist you in finding a supervisor. Preparing a Proposal One of the first steps in preparing your Master s Project is the submission of a proposal. Preparation of a strong proposal is intended to help clarify your thinking and weed out potential dead end topics. Your Master s Project proposal is more than just a topic proposal. The ultimate objective of the proposal is to determine whether or not the project, if completed as proposed, will be accepted by the Faculty of Graduate Studies, the Examination Committee, and your client. The overall proposal length is usually 4-8 pages (single-spaced). A good proposal ensures that the client, supervisor, and student all have the same idea of what the final product will be like, which protects the student from scope creep or project redefinition. It is possible for clients to change partway through a project, in which case having a written project proposal that everyone has agreed to is essential. Please include appropriate citations/references in your proposal (APA style with page numbers included for direct quotes and paraphrasing). 11

13 Proposal Template On the MPA moodle website, there are numerous examples of proposal templates that certain professors prefer when working with students. When your supervisor has been confirmed, please identify the preferred template or please ask your supervisor to identify the preferred version before you begin writing your proposal. The following outline is one of the proposal templates (form is available online in Word format on MPA Master s Project Moodle website): [Instructions: Remove all items in square brackets and replace with your own text. Search for opening and closing square brackets when finished, to ensure you have entered all necessary information.] Master s Project Proposal School of Public Administration Date: [Date] Prepared By: [student name], MPA Graduate student Supervisor: [Supervisor Name and rank (e.g., Assistant Professor)] School of Public Administration, University of Victoria Client: [Name of individual, their title] [Name of organization] Second Reader: [Optional at proposal stage; indicate second SPA faculty member if known] Title: [Descriptive Title of Master s Project 10 words maximum to capture the essence of the task] 1.0 Introduction (approx. 3-5 pages, single-space) 1.1 Project Client and Problem [Briefly describe who your client is; that is, the organizational unit and organizational role of your client] [Briefly describe the problem or issue you are addressing] [50 words usually sufficient] 1.2 Project Objectives [Briefly describe the purpose of your project; exactly what will your project achieve? What is your main research question? Ideally, you should be answering one main research question; however, there may be sub-questions emanating from the main question. The objectives should be stated in terms of answering specific questions or examining a specific policy or program. For example, an appropriate objective could be "to analyze and recommend solutions to the problem of the high cost of municipal liability insurance in BC." Your objective should not be to explore a broadly stated subject area - you will get lost in such topics.] 12

14 [150 words usually sufficient] 1.3 Rationale [Briefly explain why this project is important and relevant. Why does the client need this project to be completed? Why is the question important? Who will use the answer to the question? Identify, if possible at this stage, whether or not the project is confidential.] [150 words usually sufficient] 1.4 Background [This may include issues, history, program and organizational context, etc. Describe any institutional, legislative, or other background that a reader who may not know the subject area well would need to understand to scope your project.] [250 words usually sufficient] 1.5 Literature review [Write a very brief and preliminary literature review to demonstrate the breadth and type of sources written on your topic. You might identify the gaps, the areas of agreement and disagreement, major themes, and trends.] [250 words usually sufficient] 2.0 Methodology and Deliverables (approx. 2-4 pages) 2.1 Methodology [Methodology - Briefly explain what you will do to achieve your intended results. Include a brief description of the general research approach (e.g. case, comparative). Detail what kind of research strategy will best answer the question posed in the statement of objectives. For example, is mixed methods the best approach? Is the analysis primarily qualitative or primarily quantitative, or both?] [50 words usually sufficient] 2.2 Conceptual or Theoretical Framework [Conceptual or theoretical framework - identify the conceptual or theoretical framework you will be using to guide your project. This will be informed by your literature review. Some projects, for example, a program evaluation, may include a model of the program as part of the conceptual framework. ] [100 words usually sufficient] 2.3 Methods [Methods - Include a list of research tasks. Identify what specific research tasks must be completed to meet the objectives of the analysis. List the tasks in the order that they should be accomplished. Are there special problems that may be encountered in completing any of the tasks? If so, what alternatives exist?] [250 words usually sufficient] 2.4 Data Sources 13

15 [Data Sources - Briefly explain what data and/or information sources you will use; how you will collect or obtain documents or data; and discuss any permission needed. What lines of evidence are you proposing to include: interviews, survey data, focus group results, analysis of existing databases, memos, briefs, or other sources of evidence?] [100 words usually sufficient] 2.5 Limitations and Delimitations [If possible at this stage, describe the limitations and delimitations of your proposed report. Limitation - Describe conditions beyond your control that place restrictions on what you can do and the conclusions you may be able to draw. Identify the weaknesses or challenges of report. Delimitation Describe the scope or parameters of the project; in other words, describe what you are doing and not doing in the report. For example, you might address the number and type of interviews, time span of study (snapshot versus longitudinal), when the research or field work will take place, literature reviewed and not reviewed, the sample size, and the methods chosen.] [150 words is usually sufficient] 2.6 Results and Deliverables [Results - When all tasks are completed, will you have a sound basis for achieving the objectives of the report? Will your evidence permit logically derived answers? Will your result be a report that is useful for your client? Unless your answer to this final question is "yes", you will not have an acceptable Master s Project.] [Deliverables - Briefly describe what you will produce for the client. Deliverables usually include a report, sometimes also presentations, web pages, etc. Explain briefly the form and content of the items to be delivered.] [100 words usually sufficient] Note: Most students tend to think of the entire Master s Project report as a deliverable, but that is too broad. It is more helpful to think of your report as consisting of several specific deliverables, which depend on the project, such as: Literature review(s) Best practice reviews Comparative analysis Interviews Surveys Most reports have a list of suggested options or recommendations as a set of deliverables or results. The recommendations that you put forward should come as no surprise to your reader. They must flow naturally and be supported by the study. You should avoid making recommendations that could have been made in the absence of the study. 14

16 Recommendations must be organized logically and should address the most important to least important, from least intrusive to most intrusive, or from low cost to high cost. The recommendations may also be presented as options; a series of alternative actions that will address the research question(s) from different perspectives. If options are presented, then the advantages and disadvantages of each option should be included so that the client may make an informed decision about alternative actions. 2.7 Ethical and/or Research Review [Explain briefly what research or ethical review your project will require, e.g., UVic, health authority, other. Allow 4-6 weeks from the time the application is submitted to the UVic Human Research Ethics Board. Note: Put information on data access permissions in the Data Sources section.] [100 words usually sufficient] 2.8 Project Timeline [Briefly describe your intended/estimated timeframe, identifying the major stages of your project and when you expect each to be completed. You may find it helpful to use a table like the following, but a table is not essential.] Figure 3: Draft Timeline and Schedule Date Tasks/Activities [insert more rows as needed] Helpful Tips: When preparing your schedule: [Final stage: Oral defence, final copies of Master s Project to department] Check examination deadlines for a specific term with the Graduate Administrative Assistant. Work backwards to develop your schedule and ask yourself the following questions: How much time will the research tasks take? When must each task be completed to meet final deadlines? After indicating the time necessary for each task, for each task time indicated in hours, change the hours to days!...and for each time indicated in days, change the days to weeks. Then ask yourself "Is the project still feasible?" Identify potential problems and ask yourself the following questions: What uncertainties exist for the project? Do you depend on co-operation from others? Is the project related to an agency time schedule? What could prevent successful completion of the effort?] 3.0 References and Appendices 3.1 References/Bibliography 15

17 Any materials that you accessed when writing your proposal should be properly cited (in-text citation) throughout the proposal and should be included in your proposal. You may wish to also include additional sources that you intend to access when working on your Master s Project. 3.2 Appendices In this final section of the proposal, you may wish to include any material that is too detailed, technical, or complex such as: Organization chart Logic model: organization and program components Interview questions Ethical forms Requirements for meetings, resources, etc. Note: Each appendix should contain different material. Number each appendix clearly. Place them in the order that you referred to them in your proposal. For both the proposal and Master s Project, the references/bibliography and appendices should be no longer than thirty pages. On the MPA Master s Project moodle website, there is a project template that has been developed to assist you in formatting your proposal. It is important to remember that structuring a Master s Project Proposal is a craft and different models for how it should be done may be equally acceptable as the model presented in the Handbook or on the moodle website. Please confirm with your academic supervisor about his or her expectations concerning page length and sections to be included in the Master s Project proposal. Step 6: Submit Master s Project Title and Supervisor Form Once the Project proposal has been approved by your client and academic supervisor, please submit the Master s Project Title and Supervisor form (available on MPA and moodle websites) and a copy of your electronic proposal to Judy Selina, Graduate Administrative Assistant. 16

18 Step 7: Address Ethics Approval for the Master s Project As the person conducting research, it is your responsibility to navigate the ethics approval process. The Need for Ethics Approval Most Master s Projects involve contacting people and obtaining information from them. Many Projects include surveys, interviews, focus groups, and other data collection methods that involve people. To protect you, the client, your research participants, and the University, it is important that all ethical considerations are addressed in your application. For example, you will need to consider the level of anonymity and confidentiality concerning individuals and documents, cultural considerations and traditions, and the relationship between the participant and researcher in the ethics form. Informed consent is a key issue in doing research involving human participants. An important part of the Project process is to ensure you have identified ethical issues pertaining to your Project and determine whether an ethics approval or waiver is required. There are two kinds of ethical review applications: Full application for research where you are collecting data from people or using person-specific, identified data Waiver application for certain exempted projects such as quality assurance studies, performance reviews studies, studies that use anonymous individual data or no new record linkage. In most cases, you will need to apply for approval from the UVic Human Research Ethics Board (HREB) before beginning your primary research. The HREB ensures that UVic research and research occurring in academic courses involving human participants meets the ethical standards required by Canadian universities and national regulatory bodies. In some situations, a waiver can be used to bypass the need for ethics approval. In other cases (e.g., studies that strictly use publicly accessible data such as internet sources), there may be no need to complete a waiver application. Contact your academic supervisor to determine if your study falls into this category. The School of Public Administration has recently implemented a system where all proposals will be reviewed by the School s HREB representative to ensure that each student is taking the right course of action concerning research ethics. The informal review will take place once the proposal is submitted to Judy 17

19 Selina, the Graduate Administrative Assistant, and if there are any suggestions concerning the research ethics component, the School's HREB representative will contact the supervisor. Applying for an Approval or a Waiver To identify what course of action you should take and to become familiar with what is expected concerning research ethics, you should first of all read the General Guidelines for Completing HREB Forms and Applications at: You will need to log into the website using your Netlink ID. The School of Public Administration works closely with the HREB to assist our students through the approval process. Although the HREB website lists an application process for students undertaking research, the modified process outlined below should be followed by students in the MPA program: 1. Based on your research topic and methods, please determine whether you will need to submit an Application for Ethical Review or an Application to Request a Waiver from Full Ethical Review. 2. Inform your clients that you will be applying for ethics approval or for a waiver from the HREB. 3. Complete the appropriate application form and submit the application to your supervisor for review and clearance to proceed with the ethics application. Usually the application will include draft consent forms, survey and interview protocols and other data collection instruments. 4. Once approved, your supervisor will then send the completed application form to the School s HREB representative for review. The name of the School s HREB representative is Dr. Jim MacGregor. 5. The School s HREB representative will ensure the form is completed properly and this internal review may result in revisions to your ethics application. Once the changes are made and related, If no changes are required, the form will be forwarded to the Departmental Secretary who will arrange for the appropriate signatures and required copies of the application, before sending the application on to the Office of the VP Research, HREB. The HREB will notify you, the principal investigator, of its approval. Depending on the volume of applications in process and the number of revisions required, the review process can take between four and six weeks from submission to HREB to notification of approval. Often, the application turnaround is quicker than that. Further revisions are often required from HREB and once they are made, the HREB will send notification to the student and supervisor that the application has been approved. You cannot move forward with your Project until the UVic Ethics Review Committee has approved your ethics application form.. 18

20 Step 8: Conduct Research and Write the Master s Project At this stage, you will be conducting your research and writing your report. The following list are helpful hints to keep in mind when conducting research and writing the Master s Project: Develop a Plan and Timeline Many people underestimate the time required for the research and writing processes. Using the timetable you developed for your research proposal, commit to staying on track. There are numerous techniques or time management strategies for finishing a project and for some helpful advice on how to finish your Project in a timely manner, we have put some helpful links on the Master s Project Moodle website. If for any reason, you are really struggling with the Project, your supervisor will offer guidance to help you move to the next step. It is important to note that you should be in communication with your supervisor about your progress. You should also research, write and incorporate revisions in accordance with the timetable included in your project proposal and approved by your supervisor. The timetable should allow sufficient time for your supervisor to provide feedback on draft sections of the Project or entire draft reports. Usually 2-3 draft versions are submitted to the supervisor before the Project is approved. Do not commit a cardinal graduate student sin and hand in your Project and then expect feedback two days later. Aim for a professional and respectful relationship among you, your supervisor and client. Expect a minimum of two weeks for responses from your supervisor when it comes to editing documents. Remember your Target Audience There are four different types of readers who will be accessing your report: those who read only the Title when scanning an index for a relevant topic; those who read the Title and Executive Summary to get an overview of the work that you have done; those who read the Title, Executive Summary and the Main Project, such as the members of the Examination Committee; and those who read the Title, Executive Summary, Main Project and Appendices, such as someone who is planning to continue an investigation into a related topic and wants to build on your data or analysis or your recommendations. When organizing the structure and depth of presentation for the material in your report, you must keep the needs of each of these readers in mind. Each type of reader has a different level of interest or concern, and as you write, you have to decide how much 19

21 information is relevant to their interest. Remember that the report has to satisfy both the academic and the professional administrative community. Follow the Format The report should be in the following format: Typed in 11 or 12 point typeface; left-justified; single-spaced; no indentations for paragraphs; one space between paragraphs; Margins: 3.5 centimetres left-hand margin and 2.5 centimetres on the other edges; Length: body to be between pages; appendices to be no longer than 25 pages; Portrait orientation, not landscape or legal. Executive Summary should precede the Table of Contents; All major sections of the report should start on a fresh page; Hierarchy of headings: section (BOLDFACE, CAPS); sub-section (boldface, no caps); sub-sub-section (italicize, no boldface or caps); Transitions are critical: every section should have one or two introductory paragraphs outlining purpose and organization and one or two concluding paragraphs explaining what was accomplished and providing a link to next section. Long sub-sections in the report should have introductory and concluding paragraphs as well; If parts of the report contain lots of detail, consider placing the information in an annex and covering the key points and findings in the main part of the report; Using bulleted lists: present information in clusters of 2-5 bullets, but no more; if you wish to present a longer list, consider using a chart or identifying alternative, smaller clusters. Never finish off a list bullets without a sentence or two; Adopt a consistent format for citations, bibliography, tables, diagrams, footnotes, references, table of contents, bibliography, appendices, etc.; Conform to guidelines set out in the American Psychological Association (APA) Style Manual, with one very notable exception: page numbers are required for both direct quotations and paraphrasing. For more information, please see the Master s Project Moodle website; and, Write succinctly space will be at a premium! Address Schematic Guidelines While the structure of the report will vary according to the needs of the individual project, a report should include the following elements: An Executive Summary - The typical length of this section is three to five pages. The Executive Summary must be appropriate for a reader who is unfamiliar with the subject and should include at least the following headings: Objectives Methodology Key results (or Conclusions) 20

22 Recommendations A section that identifies the purpose and the objectives of the project; A section that describes the background/context and states the problem or issue that motivates the project; o Conceptual or theoretical framework may be appropriate to discuss in this section or as a separate section depending on the topic o Literature review or smart/best practices scan may be appropriate in this section or as a separate section depending on the topic A section that describes the methodologies and the analysis that were used in the project; A section that presents the findings; A section that offers conclusions based on the findings; and A section that states and justifies the recommendations in full detail. Please refer to Appendix B Example Master s Project Schematic for a sample report structure. Please note that this is a guide only and the sections which you need to include may vary to a certain extent depending on your topic. Additional resources to assist you in writing the report can be found on the Master s Project Moodle website. Identify Appendices The appendices are essentially the catch-all section for details that are too intricate for most readers but may be of interest for some. They contain technical details such as a copy of a relevant Act or Bylaw, calculation procedures, tables of data, survey instruments, or maps. Members of the Examination Committee would not expect to have to read this material in order to follow the argument in the main Project, but they would like to have access to it when questions are raised. The length of the appendices varies greatly and sometimes occupies a separate volume. Ideally, they should not be longer than 25 pages. Properly Cite Throughout your Master s Project Footnotes, references, table of contents, bibliography, and appendices should conform to guidelines set out in the American Psychological Association (APA) Style Manual, available at the UVic bookstore or available online through the UVic library: Note: The official APA style guide recommends that the writer includes a page number when paraphrasing; however, we REQUIRE that students include page numbers for direct quotes and paraphrasing. We are required to check your citations and to make this task feasible for your supervisor, include page numbers when possible. 21

23 For sources such as web pages that lack page numbers, include a heading or paragraph number if the text is long on a page. Your goal is to ensure that the Examination Committee has ready access to all passages that you are citing from. Step 9: Select Examination Committee and Defend Project In preparation for the defence, your supervisor will work with you to: Select members of the Examination Committee Arrange a date and time for the defence Advise the Graduate Administrative Assistant of the examination arrangements two weeks prior to the desired defence date (supervisors will not be able to book a room for the defence until they have approved the final Master s Project). Once the Graduate Administrative Assistant is notified of the upcoming defence, you will receive an outlining steps to be taken to prepare. One week prior to the defence, students must provide the Graduate Administrative Assistant with one electronic copy of the project, as well as three hard copies for distribution to the on-campus Committee members. Selection of Examination Committee Once you, your academic supervisor, and client have agreed that your Master s Project is ready to defend, you should consult with your supervisor to select members of your Examination Committee (second reader and chair) and a defence date. Normally, the academic supervisor will assist you in finding members for the Examination Committee so please contact your supervisor to confirm the selection process. Defence Schedules The following are the defence deadlines for each term: Last day for Master s Project Oral defence in Spring: last business day in March. Defences can take place In January, February and March and there are no exams in April. Once a student defends, the student has to submit the final Master s Project (with required revisions if any) to the Graduate Administrative Assistant by the second week in April. Last day for Master s Project Oral defence in Summer: last business day in July. Defences can take place in May, June, and July and there are no exams in August. Once a student defends, the student has to submit the final Master s Project (with required revisions if any) to the Graduate Administrative Assistant by the second week in August. Last day for Master s Project Oral defence in Fall: last business day in November. 22

24 Once a student defends, the student has to submit the final Master s Project (with required revisions if any) to the Graduate Administrative Assistant by the second week in December. Should you wish to graduate by a certain time, the following deadlines will be of interest: Spring Convocation - application for graduation deadline for June Convocation is December 1st. Students are eligible to graduate in the Spring Convocation as long as they have defended by the end of November or March and have submitted their final Master s Project by the deadlines noted above. Fall Convocation - application for graduation deadline for November Convocation is July 1st. Students are eligible to graduate in the Fall Convocation as long as they have defended by the end of July and have submitted their final Master s Project by the deadlines noted above. For further information about dates and timelines, please consult with the Judy Selina, Graduate Administrative Assistant. Presentation and Defence of the Project After receiving final approval from your client and your supervisor, you are ready for the defence. A final version of the report will be distributed to the Examination Committee, which includes your supervisor, a second faculty member from the School of Public Administration, a representative of the Faculty of Graduate Studies (who will chair the defence), and the client. Preparing for your Defence Your defence of the report requires careful preparation. You must have a clear idea of what you have done and why. Furthermore, you must be able to communicate this information to the listener in an effective manner. Preparing for the defence: Three weeks prior to examination - Inform the Graduate Administrative Assistant of the proposed defence date. One week prior to examination - Provide the Graduate Administrative Assistant with an electronic version of your final report and Examination Committee members with paper copies of your report. 23

25 The Day of your Defence On the day of your defence, please arrive at least 30 minutes prior to the start with your PowerPoint slides presentation. Contact the Graduate Administrative Assistant to have the meeting room unlocked. You will need to prepare the digital projector, load your presentation onto the School s computer, set up seating, and any other details you would prefer. To begin, the Chair of the Examination Committee will introduce the defence to make sure that the goals of the examination are clearly understood. Then you will be asked present a brief overview of the report. The Executive Summary should be your guide, but do not simply read it! Err on the side of brevity in these opening remarks - ten to fifteen minutes is usually adequate. A typical PowerPoint presentation will cover the rationale for the report, the key questions or issues addressed, the methods used, the key findings and conclusions, and a summary of the recommendations. Following your initial presentation, members of the Examination Committee (your client, second reader, supervisor, and Chair, in that order) will individually ask you questions. Use a natural candour when answering questions. The members of the panel are well aware of the difficulties and the potential for applying analysis to real situations. Total time for the process is about 1.5 to 2 hours. You will then be asked to leave the room while the Examination Committee decides whether the Master s Project report: should be accepted as presented; requires minor revisions; requires major revisions; or requires a new analysis and examination. Unless the Master s Project is considered confidential by your client, the examination is open to the public including your friends, colleagues, and other students who might want to attend. Step 10: Complete the Master s Project The Examination Committee may offer one of four common responses to the oral defence: Occasionally, very well written reports are passed as submitted Most commonly, the report is passed with minor changes o These revisions are reviewed and approved by the supervisor o The committee does not meet again Infrequently, reports are passed but require major changes o The entire committee needs to see revisions before approval Very rarely, students must complete major revisions of the report and undergo another oral examination 24

26 o The process of securing approval of the committee that a report is ready to be defended should typically forestall this possibility. o When this problem does arise, it is usually the result of inadequate communication between the student and the client or academic supervisor, or both, during the conduct of the project. Any revisions must be completed within the prescribed timelines; please consult with the Graduate Administrative Assistant for specific dates to ensure that you will meet deadlines set by both the School of Public Administration and the Faculty of Graduate Studies. Once the revisions are made and approved by your academic supervisor, you should submit to the Graduate Administrative Assistant the following documents: the final printed version of your report (unbound) the final electronic version of your report 3.0 Contacts and Further Resources There are many resources available to assist students preparing their Master s Project. The School has developed a Master s Project Moodle website that is available to any student registered in the MPA program. On the website, you will find many useful and informative links and resources specific to certain sections of the proposal and Project. The website is also interactive in that there is a discussion section and a place to ask questions of the MPA Master s Project Contact and Advisor. In the event of any contradictions or errors included in the supplementary resources, please (1) refer to the Handbook itself to determine the current official policies of the School of Public Administration; and (2) advise the MPA Program Manager ([email protected]) of the issue. If, after reviewing this Handbook, you have questions about the requirements of the report or the completion of your MPA program, please refer to the following contacts: Graduate Administrative Assistant, Judy Selina ([email protected]) For administrative requirements such as registration, deadlines and fees For information on graduation requirements For access to Master s Project reports not currently available online, students in the Victoria area can come to the main office to view copies (only option available). MPA Master s Project Contact and Advisor, Dr. Kim Speers ([email protected]) For giving advice on your initial Master s Project proposal For assistance finding a supervisor For other questions about Master s Project procedures School of Public Administration, Ethics Review Representative, Dr. Jim MacGregor ([email protected]) 25

27 To submit an Application for Ethical Review or an Application to Request a Waiver from Full Ethical Review Department Secretary, Belle Young ([email protected]) For questions regarding the ethics approval process 26

28 Appendix A Master s Project Title and Supervisor Form Master s Project Title and Supervisor Form To be completed by the student and submitted to the Graduate Administrative Assistant once a client and a supervisor have been selected. The student should keep a copy of this form. NOTE: This form does NOT register you in ADMN 598 at the University of Victoria. You must ensure that you are registered in ADMN 598 during the academic terms that you are working on your project and in the term in which your oral defence is scheduled. The deadlines for this application are Dec. 1 for Spring (June) Convocation or July 1 for Fall (November) Convocation. Student Name: Supervisor (Name, Title): Client (Name, Title): Master s Project Title (proposed): Starting Date: 27

29 Appendix B - Example Schematic for Master s Project Executive Summary Table of Contents Introduction Background Literature Review Conceptual Framework Methodology The Executive Summary provides a synopsis of the motivation and purpose of the report. It outlines the general approach taken, principle findings, options and recommendation, and next steps. It should be no longer than two pages with sparing use of headings. Do not attempt to replicate the entire report. The introduction consists of 4-5 paragraphs. It starts with a stimulating reason for why readers should read the report (think of broad issues), then explains why the client approached the student, what the key deliverables were, and the organization of the report. The introduction may also point to broad findings and options, but details are best left to other areas of the Report. This section should provide background on the organization and the problem that is to be addressed. It often taps into the background section developed as part of the project proposal, but can be extended as required. This should not be confused with a literature review, particularly if the literature review is a key deliverable. The literature review may or may not be considered an important deliverable by the client, but it is essential for the student to undertake. Students must develop an appreciation of the issues, approaches, methodologies, best practices, and frameworks used to address the problem in question. The conceptual framework summarizes, guides, and integrates the work in the project. This is typically an iterative process and, when completed, should knit together the entire report. Elements of the framework can be surmised from the literature, but should be adapted for the specific attributes of the problem. It is usually presented in the form of a diagram & supplemented by a written explanation. The methodology section explains the approach and rationale for the various deliverables encompassed by the project. Deliverables are typically responses to key 28

30 questions that are driving the project. It should indicate the choices that were made, as well as the strengths and weaknesses of the approach. This section should not discuss the findings. If the literature and/or best practices review is a deliverable, then it should be noted here and the results inserted in the Findings section. The methodology section may appear earlier if the client seeks detailed background and literature reviews as distinct deliverables. Findings Discussion Options/Recommendations Depending on methodology and deliverables there may be 1-3 Findings sections, or the section may have several subsections. This section should dispassionately present the findings with as little interpretation as possible; the latter occurs in the next section. This section should discuss the implications of the findings of each deliverable and juxtapose them with the findings from other deliverables. This section may be organized according to the key themes animating the conceptual framework, or the deliverables, but there needs to be a roll-up across the findings. This section needs to identify key issues & criteria to be addressed by the options. Reports should set out as many as three viable options. Students should presume that a client may take up any of them, and therefore the options should be well-worked out even if the student has a preferred option. Criteria for comparing the options, including implementation issues and sequencing should be explicitly set out in this or the previous section, and possibly in the conceptual framework.* *Prepared by Professor Evert Lindquist. This schematic is a guide: every Master s Project report is unique, so you need to discuss, negotiate, and adjust with your academic supervisor and your client. This schematic does not represent an official policy or template of the School of Public Administration. Prepared on January 9 th,