SCHOOL POLICY

Admissions:

1. Students complete application, submit fees and fulfill all other University and School admission requirements (e.g. TOEFL, etc.)
2. At a minimum, students submit official transcript of their highest degree; some programs may require additional documentation of the applicant’s prior academic records.
3. A minimum of three (3) letters of recommendation/reference forms are required. Those providing references must be informed as to whether or not the applicant has waived access to this information (FERPA).
4. In general, a standardized assessment of academic aptitude or ability is required (e.g., GRE General, Miller Analogy Test).
5. If interviews are required, they are scheduled by the program. Applicant interviews may be in person or conducted virtually.
6. In general, applicants must have a GPA of at least 3.0 on a 4-point scale to be eligible for admission.

Curriculum Requirements:

1. For programs with the Bachelor’s degree as prerequisite, a minimum of 75 semester hours of credit will normally be required for the PhD.
2. For programs with the Master’s degree as prerequisite, a minimum of 60 semester hours of credit will normally be required for the PhD.

Residency:

1. All programs must establish a suitable residency requirement.

Transfer Credit:

1. The SHP Transfer Credit Policy (2.5) applies. Each program’s application of this policy will affect the minimum number of credits necessary to complete the program. (See Curriculum Requirements above.)

Advisement:

1. When students matriculate, they will be assigned an Academic Advisor from their program who, ideally, would also serve as their Research Advisor. In general, the Research Advisor becomes the dissertation chair following passage of the candidacy examination.

Grading:

1. The majority of courses in PhD programs span one semester and students are issued a performance grade at the end of the semester.
2. For courses that span more than one semester (e.g., dissertation courses), a student may be issued a course in progress (IP) grade at the end of the first enrollment semester. The IP grade is described in the SHP Grading System Policy (3.0).

Candidacy:

1. Eligibility for the candidacy exam will be based on completion of a minimum number of credits, for which there may be distribution requirements (e.g., research, specialization, etc.).
2. The candidate's Research Advisor is normally identified prior to the candidacy exam.
3. Successful completion of the candidacy exam will be documented and signed by the Research Advisor and Program Director or Track Coordinator. The appropriate faculty member will change the grade to Pass, when the candidacy exam is credit-bearing. The Assistant Dean for Student Affairs and Registrar should be notified.
4. The candidacy examination passing criteria are set by each program.
5. Students may not enroll in dissertation courses until candidacy is successfully completed.

Enrollment During the Dissertation Phase:

1. All PhD candidates, who have not filed for a leave of absence (Policy 2.0.2) or maintaining matriculation (Policy 2.0.1), must maintain active enrollment in applicable coursework each fall and spring semester while in their dissertation phase.

Dissertation Committee:

1. Selection of the candidate's dissertation committee must precede developing the research proposal.
2. Dissertation committees shall consist of a Chair who is a SHP faculty member with full-title rank (normally the Research Advisor) and at least one other SHP faculty member with full-title rank. The committee consists of a minimum of three (3) members and normally no more than five (5) members.
3. Committee membership must be approved by the dissertation chair and be documented via submission of the "Appointment of Dissertation Committee" form to Assistant Dean for Student Affairs and Registrar, signed by all committee members (https://na2.docusign.net/Member/PowerFormSigning.aspx? PowerFormId=0e309f78-26c9-4785-a755- 056d1a74e745&env=na2&acct=eaecb6dd-6fb5-461e-a991-022d423f7f92&v=2).Adjunct faculty or non-SHP faculty can serve on a dissertation committee. Outside members who have expertise that is needed to help advise or execute the research must be approved by the committee chair and a copy of their current CV must be kept on file.
4. Replacement of a committee member must be approved by the dissertation committee chairperson. If it is the chairperson, the Program Director or Track Coordinator will identify the replacement chairperson.
5. The Assistant Dean for Student Affairs and Registrar is notified when there is a change in committee membership.

Proposal Readers:

1. If the program requires dissertation proposal readers, they may be selected from within or outside SHP. The combined composition of the committee and readers, must have the majority from SHP.
2. Readers are selected by the Program Director or dissertation committee chair. The dissertation chair is responsible for contacting the reader(s) and assuring that the readers have not read the dissertation proposal prior to being selected as a reader. The reader's(s') responsibilities are to read the proposal, provide constructive feedback, actively participate in the public and private session with the candidate and vote on the outcome of the defense. Readers may contact the candidate or dissertation chair as needed throughout their time as reader(s). However, the student may not contact the reader(s).

Dissertation Readers:

1. Dissertation Readers may be selected from within and outside SHP. At least one of the readers should be from outside SHP. The combined composition of the committee and readers must have the majority from SHP.
2. Readers are selected by the Program Director or dissertation committee chair. The dissertation chair is responsible for contacting the reader(s) and assuring that the dissertation readers have not read the dissertation or dissertation proposal prior to being selected as a reader. The reader's(s') responsibilities are to read the dissertation, provide constructive feedback, actively participate in the public and private session with the candidate and vote on the outcome of the defense. Readers may contact the candidate or dissertation chair as needed throughout their time as reader(s). However, the student may not contact the reader(s).

Dissertation Proposal and Dissertation Format:

1. All dissertation proposals, dissertation drafts and approved dissertations shall be formatted in accordance with the requirements specified by the program.
2. The dissertation draft and all accompanying materials (appendices, photos, etc.) must be created in a standard, cross-platform computer-readable and editable format consistent with the ProQuest ETD (Electronic Theses and Dissertations) requirements.

Dissertation Proposal Hearing and Data Collection:

1. Students cannot schedule or present their official dissertation proposal until after they have passed the candidacy examination. The draft dissertation proposal must be submitted to the dissertation committee chair at least four (4) weeks in advance of the hearing.
2. The proposal hearing may be open to the public but must be open to the SHP community of faculty and students. The SHP community of faculty and students will be notified of the hearing at least four (4) weeks prior to the hearing. The dissertation committee chair will arrange notification and meeting logistics. After the proposal presentation and discussion, generally 1 ½ hours, the committee and any assigned readers will meet privately with the candidate for further feedback. The committee and any readers will also meet privately to set guidelines for completion of the proposal.
3. The revised proposal will be sent to the committee for review and approval. The committee chair will decide if additional meetings are necessary.
4. Successful completion of the proposal hearing/defense will be documented by submission of the "Dissertation Proposal Hearing Form" to the Assistant Dean for Student Affairs and Registrar(https://powerforms.docusign.net/74888276-ded0-4892-b83b-8f39c7b3b1bb? env=na2&acct=eaecb6dd-6fb5-461e-a991-022d423f7f92&accountId=eaecb6dd-6fb5-461e-a991- 022d423f7f92)The chair of the dissertation committee is responsible for the completion of the form. In general, the form is completed in Docusign. In addition, the chair of the dissertation committee will submit a grade, if applicable for the program, according to SHP grading procedures.
5. In general, a candidate is allowed only two proposal hearings/defenses. If the candidate is not successful in the first attempt, the candidate may attempt the proposal hearing/defense one (1) additional time after making the revisions required by the committee. If the candidate significantly changes the question or methods, the dissertation committee chair will request a second defense for the new proposal.
6. Candidates cannot initiate data collection until they have received: (a) appropriate review board approvals (human subjects or animal studies), (b) any other applicable approvals to conduct their research such as institutional approval to conduct research and approval to use the resources of another institution, and (c) the approval by the dissertation committee.

Dissertation Defense:

1. All dissertation defenses will normally be scheduled at least four (4) weeks in advance of the defense date, or as stated in the program or track guidelines, by the chair of the dissertation committee. The "Application for Public Dissertation Defense" form should be submitted to the Assistant Dean for Student Affairs and Registrar prior to scheduling the defense(https://powerforms.docusign.net/90937c65-4f0d-43bf-8ab6-54c250073ec4? env=na2&acct=eaecb6dd-6fb5-461e-a991-022d423f7f92&accountId=eaecb6dd-6fb5-461e-a991- 022d423f7f92). Copies of the dissertation must be submitted prior to scheduling the defense. A copy will be available in the Office of Enrollment Management and Student Success for SHP faculty review. In order to graduate, the defense must be held at least one (1) month prior to the anticipated graduation date.
2. Two readers will be assigned by the dissertation committee chair and documented on the Dissertation Proposal Hearing form(https://powerforms.docusign.net/74888276-ded0-4892-b83b-8f39c7b3b1bb? env=na2&acct=eaecb6dd-6fb5-461e-a991-022d423f7f92&accountId=eaecb6dd-6fb5-461e-a991- 022d423f7f92) from the Office of Student Affairs. Generally, these individuals will not have been readers of the proposal.
3. All dissertation defenses will be open to the public. Notification and circulation of the dissertation defense will be coordinated with the Dean's Office and the committee. The SHP academic community will be notified of the defense four (4) weeks in advance of the defense, or as stated in the program/track guidelines, as well as others deemed appropriate to be invited by the dissertation committee or candidate. After the public presentation, the committee and readers will meet privately both with and then without the candidate. After successfully defending, candidates will make revisions required by the committee, if any, and then submit for approval by the chair.
4. Successful completion of the dissertation defense will be documented via submission of a copy of the signed "Final Dissertation Approval" form https://powerforms.docusign.net/178cc1ce-2a1e-4d46-8c14-ed1aebb3bc46? env=na2&acct=eaecb6dd-6fb5-461e-a991-022d423f7f92&accountId=eaecb6dd-6fb5-461e-a991-022d423f7f92 to the Assistant Dean for Student Affairs and Registrar. The candidate is responsible for completion of the form with the original going to the Office of Student Affairs and a copy to the Dissertation chairperson.
5. Unsuccessful candidates will meet with their dissertation committee to determine next steps. They will be allowed one (1) more defense.

Post Dissertation Requirements:

1. After the dissertation committee signs and submits the "Final Dissertation Approval Form" to the Assistant Dean for Student Affairs and Registrar, the post dissertation process begins.
2. Once a student has successfully defended the Dissertation and has made all required edits from the committee (if any are needed), the student’s Dissertation Chair will advise the Assistant Dean for Student Affairs and Registrar. The Assistant Dean will than provide the student the information to upload the Dissertation to the ProQuest ETD Administrator where the Dissertation will be reviewed and approved for formatting by the SHP Office of Education.
3. Once all signed approval documents have been received by the Assistant Dean for Student Affairs and Registrar, the student will be provided information to submit the dissertation (and any relevant documents). Students should not submit their dissertations to ProQuest ETD until officially notified by the Assistant Dean.
4. The student should determine if (s)he desires that ProQuest apply for a copyright and, if so, complete the desired section of the ProQuest ETD online application.
5. If an embargo is desired, the student should complete the request and indicate how long of an embargo is desired. In general, the maximal embargo is two (2) years.
6. Within ProQuest ETD, students should order a minimum of 5 "library" copies of the dissertation. ProQuest will send these copies to SHP and the Office of Student Affairs will distribute them; the student will receive 2 copies. Dissertation copies are generally received 3 to 5 months after the student’s official graduation date. If additional copies are required, the student may order them directly from ProQuest in the ETD system.
7. Once the dissertation is submitted to the ETD system, the SHP Office of Education will review it for compliance with the SHP and ProQuest formatting requirements. The Office of Education will inform the student of any modifications that are required. The student must complete the modifications within the timetable established in order to graduate in that semester. The student will be notified when the dissertation has met all the requirements for submission. After the dissertation has been delivered to ProQuest, the Assistant Dean for Student Affairs and Registrar will provide the student the final steps to complete graduation requirements.
8. An electronic copy of the data file and data dictionary, if any, in the format required by the program must be submitted to the dissertation committee chairperson.
9. The "Continuing Review - Submission of Closure of Study" form and its closure approval from the IRB must be obtained (if applicable) and given to Registrar.
10. Candidates must be cleared for all graduation requirements by the Registrar's Office, before receiving their diplomas. This includes completion of a Financial Aid interview, if it applies. Students wishing to participate in the annual May commencement/ convocation ceremonies, must have successfully defended their dissertation at least one month before the graduation date and be cleared to graduate. Graduates who do not complete all requirements in time for the May ceremony are eligible to attend the next commencement/convocation. Students who complete graduation requirements for August or January graduation may participate in the May commencement/convocation ceremonies.

NOTES:

• Dissertation Forms for Dissertation Committee Chairs may be found at https://rutgers.instructure.com/courses/63008/pages/dissertation-forms- for- dissertation-committee- chairs?module_item_id=2901443
• Information regarding the ProQuest submission may be found at https://www.etdadmin.com/main/home? siteId=881 and
  https://www.etdadmin.com/main/resources?siteId=881