The GPIS dissertation process
The culmination of your studies, the dissertation often sets the stage for your post-doctoral career.
Introduction
The completion of a book-length project of independent research is the sine qua non of the Ph.D. program. The Ph.D. dissertation is also a significant and important life achievement that will serve as the defining product of your doctoral career.
Preparing a doctoral dissertation is a complex and demanding process which may at times seem quite overwhelming. By definition a dissertation project is an effort at independent and individual work, so there can be considerable variation in how the process works for different students. Nonetheless, there are some basic procedures and minimum standards that apply to all dissertation writers. These guidelines were developed to help clarify that common process.
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Identifying a Dissertation Topic
The first step is simply to consider alternate dissertation topics. Remember that a dissertation is a book-length piece of original research that reflects high academic and editorial standards. Dissertations are generally about 300 pages in length. A dissertation must make an argument. It cannot simply be a directory, typology, or taxonomy of the field. Even if a dissertation focuses on the historical description of a particular event, there should be an explicit argument advanced which explains the event.
Discuss your alternate topics with various faculty members both inside and outside of GPIS. This may help clarify your ideas and give you a better sense of which faculty members might best serve on your dissertation committee.
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Forming a Dissertation Committee
Talk to a faculty member whom you would like to serve as the chair of your dissertation committee. He or she may ask for more clarification of your topic or even a written proposal. Keep in mind that there are limits to the number of dissertations any one faculty member can effectively advise.
In consultation with your chairperson, identify other faculty members who might be able to serve as additional members of your committee. (You will need between three and five committee members, including your chair and at least one person "external" to GPIS.)
Meet directly with these other faculty members to determine whether they would be willing to serve as a member of your committee.
In consultation with your Committee Chair and the GPIS Director, propose a possible "external" member for your committee. This will most likely be a faculty member from the College of Arts and Letters who is not associated with GPIS, but could also be a faculty member from another college within ODU, or in special cases, from outside of the University. The "external" member of your committee will be formally appointed by the Associate Dean for Research and Graduate Studies.
Complete the "Dissertation Committee Form" (
Graduate Form 16) which requires the signatures of all proposed committee members. This form will need to be submitted to the GPIS Director and Associate Dean for Research and Graduate Studies for approval.
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Preparing a Dissertation Prospectus
Once you have selected a dissertation topic and formed your committee, prepare a dissertation prospectus. Your prospectus should include an introduction to your topic, the purpose of your research, a brief discussion of how your research and argument will fit into the body of relevant scholarly literature, your proposed methodology, the preliminary organization of your dissertation, and a time-line for completing the research. A prospectus is typically about twenty pages in length. Please see additional guidelines for the Ph.D. Prospectus.
Submit your prospectus to your Committee Chair for feedback and suggested revisions.
Once your prospectus is finalized, it will be important to schedule a meeting with your entire committee to discuss your proposed research. All committee members must approve the prospectus.
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Funding Your Research
The Graduate Program in International Studies has generally not been in a position to financially support students while working on their dissertations. However, there are a number of national and international research institutions which award fellowships and grants to help offset the costs of dissertation research. You are strongly encouraged to apply for external research grants. Assistance with grant applications is provided by the office of the Vice President for Research and Graduate Studies.
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Conducting Your Research
Once your prospectus has been approved you can proceed with the actual research. Remember, dissertations usually draw upon primary source materials rather than simply the secondary literature. Your research should also demonstrate the achievement of a certain scholarly and professional independence.
You are required to be registered for at least one dissertation credit during the entire time it takes to complete and submit your dissertation. These credits will be recorded as "incomplete" grades until the dissertation is filed with the University Registrar.
It is your responsibility to maintain regular contact with all committee members and keep them informed of the status of your research.
Committee members should be given adequate time to review dissertation chapters and provide feedback.
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Application for Graduation
You must complete and submit the "Application for Graduation" (Graduate Student) to the Registrar’s Office by the following deadlines: the third Friday in July for December graduation, the second Friday in November for May graduation, and the second Friday in April for August graduation.
The GPIS office will complete a "Graduate Certification" form and submit it to the Registrar’s Office.
You must be registered for at least one credit during the semester you are planning to graduate unless all academic requirements for the degree have been completed prior to the semester of graduation.
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Dissertation Defense
Once you have completed a draft of the entire dissertation, this draft should be distributed to all committee members. Your committee as a whole will determine whether you have sufficiently completed the dissertation to merit scheduling a defense.
Once your committee has agreed that a defense can be scheduled, you must complete the "Request for Permission to Take Ph.D. Dissertation Defense" (Form 15) (This form must be signed by all committee members, the GPD, and the College Dean)
Your defense must be scheduled at least ten weeks before the last day of class for the semester and at least two weeks in advance of the actual date of the defense. The program office will advertise the defense by putting a notice in the Courier, sending e-mail messages to faculty and students, and posting flyers.
The actual format of the defense itself is determined by the chair of your dissertation committee in consultation with the other members of the committee.
After your dissertation defense, your chairperson will complete the "Results of Ph.D. Examination or Requirements" (Form 10) form and submit it to the Program Director.
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Revisions
It is common for your committee to suggest further revisions to your dissertation at the time of your defense. You will need to complete these requested revisions and re-submit the dissertation to your Committee Chair who will ensure the revisions were completed. Other members of your committee may also wish to confirm that the revisions were completed.
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Formatting
Meeting the formatting requirements of the college and university can also be a demanding process. You are required to attend one of the formatting workshops which the Associate Dean for Graduate Studies offers each semester.
You will need to format your dissertation according to the ODU "Guide to Theses and Dissertations" , the College of Arts and Letters Style Guide and the GPIS Style Guide. In case of conflict between the guidelines, you should follow the College of Arts and Letters instructions. Additional style guidelines can be obtained from the GPIS office. In particular you will probably find the Chicago Manual of Style an invaluable resource. Several copies are available to consult in the GPIS office.
Once your dissertation is correctly formatted, you should submit it to your Committee Chair for approval.
If your Committee Chair determines the formatting of the dissertation meets the required standards, s/he will submit the formatted draft to the GPD for approval.
The GPD then examines the dissertation. If it meets all required standards, it will then be sent to the Associate Dean for Graduate Studies along with a copy of "Results of Ph.D. Examination or Requirements" (Form 10) (It must reach the Associate Dean by the following deadlines: October 26 for December graduation, March 14 for May graduation, or June 28 for August graduation).
The Associate Dean will forward your dissertation to the College Reader who will examine the format and prepares a list of needed revisions.
You will need to complete any revisions specified by College Reader, reprint the dissertation and submit it again to your Committee Chair who will ensure the requested formatting revisions were completed. Your Committee Chair will then submit the revised dissertation to the Associate Dean who will also ensure the requested formatting revisions were completed.
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Submission of Dissertation to the College
Once the Associate Dean has approved the final version of your dissertation, you will need to print one copy on 100% bond paper and have all of your committee members sign the title page.
You will also need to complete the "Dissertation Acceptance and Processing Form" (Form 6), which requires the signatures of all committee members.
You will then be ready to submit your dissertation (printed on 100 % bond paper with committee member signatures on title page) to the Dean’s Office. You must also include the "Dissertation Acceptance and Processing Form" (Form 6)
The Dean of the College will then examine your dissertation. If it meets all of the required standards of the college, s/he will sign the "Dissertation Acceptance and Processing Form" (Form 6).
You will need to retrieve your dissertation from the Dean’s Office along with the "Dissertation Acceptance and Processing Form" (Form 6) (Now with the Dean’s Signature)
The GPIS office will put a copy of the "Dissertation Acceptance and Processing Form" (Form 6) in your program file.
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Submission of Dissertation to the University
The deadline for submitting your dissertation to the university is the last day of classes of the semester in which the degree will be taken.
You will need to take the following items to the Registrar’s Office:
- The original copy of your dissertation on 100% bond paper with the title page containing the signatures of all committee members
- Four additional copies of your dissertation
- The following forms
- "Results of Ph.D. Candidacy Exam" (obtain from student file)
- "Results of Ph.D. Examination or Requirements" (Form 10)
- "Dissertation Acceptance and Processing Form" (Form 6)
- "Dissertation Delivery Form" (Form 11)
You will also need to pay the following fees at the Finance Office and retain your receipts:
- Binding Fee
- Microfilm Fee
- Copyright Fee (optional)
You will then need to submit to the Registrar all of the items listed above (1, 2, 3 A-D) and the binding fee receipt. The completed dissertation must be submitted to the University within eight years from the date the student first began coursework in the doctoral program.
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Graduation Commencement Ceremony
You should confirm with your Committee Chair whether you intend to participate in the graduation ceremony. You are only eligible to participate in the graduation ceremony if your dissertation has been submitted to the Registrar’s Office. Your Committee Chair will then notify the Dean’s Office.
Your Committee Chair will change all of the "II" grades on your transcript to passing grades.
Once the Registrar certifies that you have completed all of the requirements for the doctorate, your diploma will be mailed to your home address.
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Forms
Please see the Graduate Studies Forms of the Office of Graduate Studies and Office of the Registrar for direct links to forms listed above.
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