THE JOHNS HOPKINS UNIVERSITY

BLOOMBERG SCHOOL OF PUBLIC HEALTH

OFFICE OF THE DEAN

Date Effective: September 1, 1983

Date Revised: July 28, 1992

Date Revised: February 29, 2000

Date Revised: April 8, 2002

Date Revised: December 9, 2004

POLICY AND PROCEDURE MEMORANDUM ACADEMIC PROGRAMS - 3

SUBJECT: Doctor of Philosophy Degree

INTRODUCTION

The Doctor of Philosophy (Ph.D.) degree represents outstanding achievement in the scholarship of discovery, signifies a capacity for independent research, and is primarily a degree for those individuals with research and/or teaching as their goal. A university-wide Graduate Board oversees the granting of the Ph.D. at all divisions of the University.

This memorandum contains the following information concerning minimal requirements for the Doctor of Philosophy degree at the Bloomberg School of Public Health:

I. Administrative Requirements

A. Admissions

B. Residence

C. Courses Outside Primary Department

D. Submission of Approved Thesis in Prescribed Format

E. Time Limit for Completion

II. Certification by the Faculty

A. Comprehensive Written Examination in Principal Subject

B. Preliminary Doctoral Oral Examination

C. Thesis Advisory Committee

D. Doctoral Thesis and Oral Defense

III. Additional School-wide Requirements

A. Exposure to research experiences

B. Evaluation of research competence by oral presentation

C. Scholarly leadership activities

D. Public seminar

Departments may set additional requirements beyond those listed herein.

I. ADMINISTRATIVE REQUIREMENTS

A. Admissions

Policy

1. Degrees and related subject matters: Baccalaureate or higher degree in arts, science, or medicine, or equivalent, and appropriate basic training as required by department. Applicants are required to take and submit the results of the Aptitude Test of the Graduate Record Examination as one of the requirements for admission. Waivers may be granted under special circumstances by the Department.

2. English language: Proficiency in the English language is a requirement for admission to this School. Applicants whose native language is not English will be required to submit the results of the TOEFL examination (Test of English as a Foreign Language). A score of 213 (550 paper test) represents the minimum level of proficiency in English for graduate level work.

Procedure

Administrative Clearance: Acceptance of individual students is by the approval of the Department Chair, and the Committee on Academic Standards has oversight of the admissions process. The student's acceptance is contingent upon the receipt of all official and complete required transcripts. The Admissions Office is responsible for identifying those students with missing transcripts. The Records and Registration Office will not allow such students to register for more than two terms.

B. Residence

Policy

A minimum of four consecutive terms, or three consecutive terms and a continuous summer term as a full-time, resident student is required to fulfill the degree. In most cases, this residency requirement is satisfied by registering for 16 credits. If a student completes a master’s program at this School and continues into a PhD program, the subsequent four term residency may be waived by the department if it was satisfied as part of the masters program. In order for this waiver to occur, a student’s enrollment can be interrupted by no more than one academic year (for example, a student completes a masters program in May of one year can continue in a PhD program in September of the next calendar year). In some cases, full-time status is not a full-time program of didactic courses, but full-time involvement in a program of seminars, research opportunities, journal clubs, and interaction with the faculty of the department. In these cases, the Chair of the department, or Chair of the program, must certify at the beginning of every term that the student is full-time in doctoral dissertation work and is in residence on campus. In this case, a letter from the Chair should be addressed to the Associate Dean for Graduate Education and Research.

Procedure

While the official records will be maintained by the Records and Registration Office, each student and Department should keep records of residence time and credit units earned. The student's advisor is responsible for monitoring fulfillment of this requirement.

C. Requirements for Courses Outside Primary Department

Purpose

To broaden perspective and to enhance the student's capabilities for work in health or disease-related fields.

Policy

At least 18 credit units of formal coursework are required in courses outside the student's primary department. At least nine of these credits must be taken in the School of Public Health. Additionally, Ph.D. candidates will successfully complete the two-term course Public Health Perspectives in Research and a course in the responsible conduct of research. A waiver to the requirement for Public Health Perspectives is given automatically if a student earned an MPH from a U.S. institution within the last ten years. The School's minimum grade point average requirement for doctoral students is 2.75; however, academic departments may impose more stringent guidelines.

Procedure

1. While the official records will be maintained by the Records and Registration Office, each student and department should keep records of "outside" course units.

2. Requests for evaluation of credits earned at other schools should be directed by the advisor, following approval by the Department Chair, to the Committee on Academic Standards.

D. Submission of Approved Thesis in Prescribed Format

See PREPARATION OF THESIS (Attachment No. 1.)

E. Time Limit for Completion

Not more than seven years may elapse between the date of matriculation and fulfillment of all requirements for the doctorate. The matriculation date is the first day of the term in which the accepted degree candidate begins his/her coursework. The matriculation date is not changed when a student transfers to another degree program; it does change when a student completes one degree program and enters another. During this seven‑year period of time, the student must remain continuously registered in an acceptable registration status. Active registration status requires a minimum registration of three credits per term; other acceptable statuses include non-residency and approved leaves of absence. Registration is not mandatory for the summer and intersession terms. Students registered either in residence or non‑residence must conform to the seven‑year limit. Only students who have been approved for formal leaves of absence may extend this time beyond seven years.

Exceptions to the time limit requirement will be approved by the student's advisor, department chair and submitted to the Committee on Academic Standards for final approval.

II. CERTIFICATION BY THE FACULTY

A. Comprehensive Written Examination in Principal Subject

Purpose

This examination should constitute a comprehensive inquiry into the student's grasp of the subject matter underlying his/her discipline. It should explore the student's understanding of scientific principles and methods as well as his/her substantive knowledge of the major field and related areas.

Policy

This is a departmental written examination required of all Ph.D. students.

Procedure

1. The Department arranges for, administers, and evaluates the results of this examination.

2. Time: The examination must be given and successfully completed before the preliminary oral examination.

3. Results: The outcome of the examination is determined by the Department; an evaluation of the student's performance on this examination is to be submitted to the Registrar for transmittal to the Committee on Academic Standards.

4. If the student's performance is unsatisfactory, only one reexamination is permitted.

B. Preliminary Oral Examination

Purpose

The purpose of this examination is to determine whether the student has both the ability and knowledge to undertake significant research in his/her general area of interest. Specifically, the examiners will be concerned with the student's: (1) capacity for logical thinking; (2) breadth of knowledge in relevant areas; and (3) ability to develop and conduct research leading to a completed thesis. Discussion of a specific research proposal, if available, may serve as a vehicle for determining the student's general knowledge and research capacity. However, this examination is not intended to be a defense of a specific research proposal.

Policy

1. This is a University examination under the jurisdiction of the Graduate Board and is required of all Ph.D. students.

2. The full-time residency requirement will be successfully completed before the Preliminary Oral Exam is requested.

3. In some special cases involving transfer from other doctoral programs within the School after the Preliminary Oral has already been taken, the Final Oral Examination may serve the purpose of the Graduate Board Oral Examination. The Committee on Academic Standards must grant approval for this change.

Procedure

1. Examining Committee: Requests for a preliminary oral examination must be sent to the Records and Registration Office on the appropriate form at least four weeks prior to the examination. The committee shall consist of five voting members. Not more than three members of the primary department can serve, and one of these must be the thesis advisor. At least one member must hold neither a primary nor joint appointment in the student's department. The senior faculty member outside the student's major department will normally serve as Chair and must hold the rank of Full or Associate Professor and be appointed by the Graduate Board. One adjunct faculty or one scientist track faculty, may serve on the Committee, but may not serve as the Chair or the advisor. Two alternates, one inside and one outside the department, will also be designated. Each must have a current appointment as Assistant Professor, or higher in a JHU department or program. A minimum of three Departments of the University, at least two being from the School of Public Health, must be represented.

2. Time of examination: The examination should be given at the earliest feasible time, not later than the end of the student's third year in residence, and before significant engagement in dissertation research.

3. Reexamination: If the student fails the preliminary oral examination and is permitted a reexamination, he/she must be reexamined within one year.

4. Conduct of Examination and Report of Results

a. Before presenting the request for the examination, the student shall contact prospective examiners to ensure that they are available to serve on the Committee. Once the Graduate Board Office has approved an examination committee, substitution of committee members may not be made without prior approval of that office.

If one of the officially appointed members of the Committee fails to appear on the date fixed for the examination, the previously approved alternate must be prepared to discharge the responsibility of the absent individual. A preliminary oral examination may not be held with fewer than five officially approved faculty members in the room. The advisor must be among the members present; an alternate may not serve for the advisor.

b. The conduct of this examination should follow guidelines stated in the Graduate Board document entitled, "Suggestions for the Chair of Graduate Board Oral Examinations." Copies of this document are on file in the Records and Registration Office.

c. Immediately following the examination the committee must evaluate the success or failure of the student by a closed ballot prior to any discussion of the candidate's performance. One of the following results must be reported to the Records and Registration Office by the Committee Chair:

Unconditional Pass: If the members each vote "unconditional pass" on the first ballot, this result is reported with no further discussion. If one or more members vote "conditional pass" or "fail," then the committee should discuss the specific concerns of those members as discussed in conditional pass below.

Conditional Pass: The Committee may decide that further evidence of qualifications is necessary and impose a specified condition that the candidate must fulfill within a given time period. If at least one member votes for fail or conditional pass on the immediate closed ballot, then the whole Committee must discuss and subsequently vote (with an open ballot) on possible conditions. Those who feel the need for a condition or failure must convince the others, or vice‑versa. The Committee should make a concerted effort to reach a consensus.

If it is not possible to reach this consensus, then the majority will determine whether the final outcome is unconditional or conditional pass, and the nature of any required condition.

In the case of a conditional pass outcome, the Committee will remain appointed until the condition is removed. Terms of the condition and its removal including the date by which fulfillment of the condition will be completed must be reported by the Committee chair in writing to the Records and Registration Office.

Failure: If a majority of the Committee decides that the candidate has failed the examination, the Committee must recommend a future course of action. The recommendation may be one of the following:

1. No reexamination.

2. Reexamination by the same Committee.

3. Reexamination in written form and conducted by the same Committee.

4. Reexamination by a new Committee. If the recommendation is for a new Committee, at least one outside member of the original Committee shall be appointed to the new Committee and must be approved by the University Graduate Board.

d. The result of the examination must be recorded on the appropriate line at the bottom of the scheduling form for that examination. Each member of the Committee must sign the form and it must be returned by the Chair to the Records and Registration Office at the School of Public Health immediately after the examination.

C. Thesis Advisory Committee

Policy

The progress of each Ph.D. student is followed regularly, at least once a year, by a Committee consisting of the thesis advisor and two to four other faculty, from both inside and/or outside the student’s Department. The objective of the Thesis Advisory Committee is to provide continuity in the evaluation of the progress and development of the student.

Procedure

1. The student and his/her advisor, with the consent of the department chair, decide on the composition of this Committee.

2. The first meeting of the Thesis Advisory Committee is when the student is developing his/her thesis proposal. A brief written progress report should be submitted by the student at the time of the meeting. A written evaluation of the student’s progress and development will be prepared by the committee after the meeting, discussed with the student, and a copy placed in the student’s departmental file. Students who are working outside of the country or at distant sites within the country are not required to return for Thesis Advisory Committee meetings, although that is desirable. However, students will submit yearly written progress reports, which will be read and evaluated by the Thesis Advisory Committee. A written evaluation based on this document will be sent to the student and placed in the student’s departmental file. It is the responsibility of the department to provide the administrative oversight of these committees, to ensure that the committee meets and submits reports.

D. Doctoral Thesis and Oral Defense

Policy

1. The thesis must be (1) based on original research, (2) worthy of publication, and (3) acceptable to the sponsoring Department and to a committee of thesis readers.

2. The oral defense of the thesis shall be conducted by the Committee of Thesis Readers after the Department agrees that the candidate is ready for the formal defense. During this defense the Committee shall evaluate: (a) the originality and publication potential of the research; (b) the candidate's understanding of the details of the methodologic and analytic work; and (c) the final quality of the written thesis document.

Procedure

1. A request for the formation of a Committee of Thesis Readers should be made by the student's advisor after verifying that the thesis will be ready for submission to the readers at least four weeks prior to the defense. Committee members are encouraged and expected to communicate to the student specific recommendations for changes in the thesis prior to the oral defense.

2. Certification of Fulfillment of all Requirements and Nomination for Degree: Once a date for the defense has been agreed upon by all committee members, a formal request for the final oral defense should be submitted to the Records and Registration Office at least four weeks prior to the exam date. On the form requesting the final examination, the Department Chair will certify that the thesis is in a final form ready to be submitted to the readers for defense, and that all other School and Department requirements for the degree have been fulfilled. This is considered to be a nomination for the degree. The Records and Registration Office will then issue the formal notice of defense. If a final copy of the thesis has not been received by the time this notice is received, a reader is entitled to exempt themselves from the Committee. In such a case, a new Committee and date must be formally requested as above.

3. Committee of Readers: An Associate Dean responsible for student academic affairs shall, upon recommendation of the student's Department Chair, approve a Committee of four readers, including the student's thesis advisor, who serves as a Departmental reader. The readers should be at the rank of Assistant Professor, or higher. A minimum of three Departments of the University, two being from the School of Public Health, must be represented. Two readers must be from the student's Department; however, with the approval of the Committee on Academic Standards, the Department may nominate an individual from outside the Department to replace a Departmental reader. At least one reader must have neither a primary nor joint appointment in the student's Department.

The senior faculty member with neither a primary nor joint appointment in the student's Department will normally serve as Chair and must hold the rank of Full or Associate Professor. An Associate Dean responsible for student academic affairs will appoint the Chair. One adjunct or scientist track faculty member may serve on the Committee, but may not serve as Chair or thesis advisor. The Committee of Readers may be increased to five voting members, provided that the conditions stated above are satisfied.

4. Conduct of the Examination: If one of the officially appointed members of the Committee fails to appear on the date fixed for the defense, the previously approved alternate (if designated) must be prepared to discharge the responsibility of the absent individual. A final oral examination may not be held with fewer than four officially approved faculty members present in the room. The advisor will be among the members present; an alternate may not serve for the advisor. The examination will be open to the public. It is the prerogative of the Examining Committee to decide upon the detail of conducting the examination. At the conclusion of the formal presentation by the student, the student, the public, and unofficial members of the Faculty Examining Committee will be excused. With a closed ballot the Committee will then vote on the candidate's performance and written thesis, selecting one of the following outcomes:

a. Acceptable: This requires a unanimous vote of the Committee indicating an acceptable thesis with only minor corrections. Minor corrections are considered those that can be comfortably completed within two weeks following the exam.

b. Conditionally Acceptable: If one or more members require substantive changes to the thesis, these changes must be discussed by the Committee. Immediately following this discussion, each member who still requires changes will then write down the specific nature of these changes and the time expected for the student to complete them. The appropriately revised thesis must be submitted to each of the members for final approval; the Committee shall remain appointed until the Chair writes a letter to the Associate Dean responsible for student academic affairs indicating that all conditions have been met.

c. Unacceptable: If one or more members feel that the candidate's understanding of the written thesis is inadequate, or that the thesis in its present form is not acceptable for a doctoral dissertation, then the candidate has FAILED. Re‑examination would be in order unless there is a unanimous recommendation to the contrary. This will normally be by the same Committee, but a new Committee may be selected by the Chair of the Committee on Academic Standards if petitioned by the student.

5. Report of Examiners

a. Immediately following the defense, the Examining Committee Chair shall submit a report to the Records and Registration Office of the outcome of the examination and any conditions which have been set for additional work or revisions of the thesis. The written report must include the written statements by individual committee members detailing the specific changes in the thesis that each requires. An Associate Dean responsible for student academic affairs shall inform the student by letter (with copies to the Department Chair and all readers) of the conclusions of the Committee.

b. It is the responsibility of the thesis advisor to ascertain that all suggested revisions are incorporated into the final copy of the thesis. It shall be the individual responsibility of the readers to verify that any revisions suggested by them have been appropriately incorporated into the final copy. When the thesis is deemed acceptable, the committee chair and the thesis advisor shall each submit a letter to this effect to the Records and Registration Office for the attention of the Associate Dean responsible for student academic affairs responsible for student academic affairs. The student is not considered to have passed the exam until all specific changes have been made and all letters have been received. It is to be emphasized that completion of the degree is not finalized until the student deposits the requisite number of thesis copies with the Records and Registration Office and the Eisenhower Library.

III. SCHOOL-WIDE REQUIREMENTS

In addition to the Thesis Advisory Committee (See II C.), the following four requirements have been adopted. It is the academic department’s responsibility to ensure that these requirements are successfully completed and appropriate documentation is maintained of how each requirement has been satisfied.

A. Exposure to Research Experiences

Doctoral students will be exposed to at least one research project in addition to the research conducted as part of their thesis/dissertation to understand different research approaches. Potential mechanisms to satisfy this requirement include laboratory rotations, specified research hours serving as a Research Assistant on a project other than the thesis, special studies or practicums.

B. Evaluation of Research Competence by Oral Presentation

The student will make an oral presentation to allow evaluation of his/her research competency. Specifically, the student will orally present and defend a research project to a committee of departmental faculty early in their dissertation research. This evaluation could occur at the first meeting of the Thesis Advisory Committee. This evaluation is distinct in purpose and scope from the University Graduate Board Oral Exam.

C. Scholarly Leadership Activities

Doctoral programs will provide students with ample opportunities to take responsibility for leading discussions of current literature, presenting research findings, debating or discussing current literature, and responding to the presentation of other students and faculty in a context that encourages active and full involvement. Potential mechanisms to satisfy this requirement include participating in journal clubs, seminar courses, research seminars and/or research retreats.

D. Public Seminar

As a culminating experience for the doctoral student, a doctoral student will present a formal, public seminar. This requirement provides experience for the student in preparing a formal seminar; provides the faculty and Department with an opportunity to share in the student’s accomplishments; and gives a sense of finality to the doctoral experience on behalf of the student. One mechanism that can be used to satisfy this requirement is to present a formal public seminar as part of the final oral examination.