AHRM Ph.D. Policy Handbook

THE QUALIFYING EXAMINATION

The purpose of the AHRM Ph.D. qualifying examination is to evaluate the student’s mastery of fundamental knowledge, to determine deficiencies, and to determine whether the prospective candidate is qualified to pursue study at the doctoral level within the department.

Timing

The student with a master’s degree will take the Qualifying Examination during the second semester of full-time study.  The student without a master’s degree will take the Qualifying Examination after completing at least 36 credit hours, of which at least 27 must be in course work other than research credits.  The student would normally complete the 36 credit hours of course work and take the Qualifying Examination during the fourth semester of full-time study.  Prior to the exam, all students should have completed at least one statistics course, AHRM 5004 (Orientation to Research), and an additional course in research methods.  These courses may be part of the students’ master’s program, or if the student does not have a master’s degree, the courses should be included in the Preliminary Plan of Study.

The Qualifying Examination is taken before the student’s advisory committee is formed and before the Plan of Study is submitted.

Supplementary Materials the Student Provides Before the Qualifying Examination

Supplementary materials from the student are needed to assist the examining committee in developing an individualized examination and in making suggestions for the student’s Plan of Study.  These materials are submitted to the chair of the graduate exam committee when the student schedules the exam.  Supplementary materials include the following:

1. A brief vita listing educational background, work experience, publications or other scholarly work, and other information pertinent to the student’s professional development (1-3 pages);

2. A statement of professional goals and research interests (1 page);

3. A list of previously completed graduate level courses along with a copy of current class schedule.

Structure and Content of Examination

The examination will consist of a six hour written portion and a two-hour oral portion.  All graduate students will take the written exam on the computer in a room designated by the department. 
The examination questions will cover content relevant to the student’s subject matter area and/or specialization, as well as research methodology and statistical concepts.  If the question on research methodology involves a journal article, the article will be given to the student at least one week prior to the written examination.  International students, whose primary language is not English may use a translation dictionary.

Administration and Evaluation

The department Graduate Advisory Committee is responsible for organizing, administering, and evaluating the Qualifying Examination.  The student is encouraged to discuss methods of preparation with the student’s temporary advisor and the graduate program coordinator in the semester prior to the exam.  If a student has a temporary advisory committee, the members of the committee also will be involved in developing and evaluating the Qualifying Exam.

The Graduate Studies Committee will be responsible for conducting the oral exam and reporting the evaluation of the student’s performance on the written and oral portions of the examination.  The student’s temporary advisor will be a voting member of the committee.  A written report of the examining committee will be distributed to the student, the department head, the student’s temporary advisor, and members of the department Graduate Advisory Committee.

Possible Outcomes

A student who takes the qualifying exam may anticipate one of several outcomes including:

  1. Permission to pursue further doctoral studies.  The Graduate Advisory Committee will have the opportunity to recommend specific coursework or areas of coursework (or independent study) it deems necessary for continued doctoral study.
  2. One re-examination, during a specified semester, at a specific date, after completing a recommended program of development, with possible outcomes being continuance in the doctoral program or termination.
  3. If a student who entered without a master’s degree is terminated from the doctoral program, the student may transfer to the master’s program by completing the required paperwork in the department and the Graduate School.  Requirements for the AHRM master’s degree must be met.
  4. Termination of graduate study.

ADVISORY COMMITTEE

The advisory committee guides and advises the student throughout the program.  The major advisor chairs the committee and assists the student in selecting committee members.  (The major advisor should be selected from the qualified faculty in the student’s subject matter area.)  Committee members, including the advisor, should be selected based on their experience and expertise as it relates to the student’s research topic.  Should the student change research topics after selecting the committee it may be necessary to change committee membership.

Establishing an Advisory Committee

Within a month after passing the qualifying examination, the student should choose the five members of the advisory committee.  This committee will consist of a major advisor and three other faculty members.  The major advisor will serve as a chair of the committee.

Selecting a Major Advisor: Prior to choosing the permanent major advisor the student is encouraged to discuss possible career goals and research interests with several faculty members.  In consultation with the department head/graduate program director?, the student should select the major advisor who will serve as a chair of the student’s advisory committee for the remainder of the work in this department.  This person may be different from the assigned, temporary advisor.

Composition of Committee: In consultation with the major advisor the student selects a minimum of three other committee members, at least one of whom must be from outside the department.  Two of the committee members, one of which must be the major advisor, must be from the AHRM department. The final composition should reflect expertise relevant to the student’s expected research. The committee must be approved by the department head and the Graduate School.

Functions of the Advisory Committee

At minimum, committee meetings must be held for approval of the Plan of Study, approval of the research proposal, oral preliminary examination, and defense of the final dissertation.  Other meetings may be (and often are) called at the discretion of the major advisor.  Occasionally committee members may participate in meetings by sending a proxy, by conference call, or in absentia by sending comments to the major advisor in advance of a meeting.  According to Graduate School policy, the latter option is not allowable for final defense meetings unless there are more than the minimum number of members on the committee.  A doctoral dissertation defense requires that five members be present.  Since many of the faculty on campus are on academic-year (9 month) appointments, meetings are usually not held during the summer term or between sessions.  Most faculty have established personal policies regarding their availability during that time.

PLAN OF STUDY

A Plan of Study will be developed by the student and the major advisor in consultation with the advisory committee members, with consideration for the career goals of the student and the recommendations of the qualifying examination committee.  A formal meeting of the student and the advisory committee must be held to discuss and formally approve the student’s Plan of Study.

The Plan of Study must meet Graduate School requirements for the Ph.D. degree in addition to the following requirements of the Department of Apparel, Housing, and Resource Management:

  • AHRM 5704    Orientation to Research
  • AHRM 5944    Graduate Seminar
  • AHRM 6804    Analysis of Theories in Research in Apparel, Housing, and Resource Management
  • Twelve credits of statistics and research methods courses

 

No more than 50% of the graded credit hours needed to satisfy the minimum requirements for the degree may be transferred in from another accredited university.  All credits must have earned a B or better, been earned while in good standing in graduate status, and been offered for graduate credit. No grades of “S” or “P” can be transferred.  These credits must have been earned within the time limits established by the Graduate School. Research hours earned at another university can not be included on a student’s Plan of Study.

The Plan of Study must be signed by all members of the student’s advisory committee and the graduate program director before it is sent electronically to the Dean of the Graduate School.

After it is approved by the Graduate School, all revisions or changes in the Plan of Study must be signed by every member of the student’s committee and the graduate program director before submission to the Graduate School for approval.  Once formalized, a change in the program of study requires submission of the “Request for Plan of Study Changes” form to the Graduate School.

Sample plans of study are available for Apparel Business, Apparel Design, Apparel Economics, Apparel Quality, Housing, and Resource Management. 

These sample plans of study assume adequate preparation at the undergraduate and master’s level.  If the student’s academic background shows deficiencies, appropriate supporting courses will be recommended, necessitating a proportionately longer time to earn the degree in the chosen area. 

PRELIMINARY EXAMINATION

The student will take a preliminary examination consisting of both written and oral portions to determine whether he/she is prepared to conduct independent research and has mastery of content and knowledge appropriate to his/her Plan of Study.  The student must be registered during the term in which the oral examination is administered.  The advisory committee in consultation with the candidate will decide the content and the appropriate time.  The date for the examination should be taken at least  six (6 ) months prior to final examination.  This examination will be comprehensive over all course work and knowledge areas.  It is expected that the student and the committee will meet to plan for this examination. 
The written portion of the examination will range from 16 to 20 hours of writing as determined by the advisory committee.  Typically students are tested in a closed session with a time limit and reference materials, but committee members have the option of testing in an open  session.  The specific requirements of the exam are the decision of the advisory committee.  Students will take the oral portion of the preliminary exam approximately two weeks after the written exam is completed.  This must be scheduled through the graduate school.

In order to pass any part of the required preliminary examination, a candidate is allowed at most one negative vote.  If the student fails the preliminary exam, one full semester (a minimum of 15 weeks) must elapse before the second examination is scheduled.  No more than two opportunities to pass any one examination are allowed.  Students who do not pass the preliminary examination are terminated from the program.

RESEARCH PROPOSAL AND DISSERTATION

An important portion of the Ph.D. Plan of Study consists of credit allocated to research and dissertation.  The purpose of this part of the program is to foster competence in research through the development and execution of an independent research project that culminates in a final written report called a dissertation.  The research is expected to be based on original ideas formulated by the student and to make a contribution to knowledge in the field.

The dissertation is published as an electronic document through Virginia Tech’s electronic thesis and dissertation system (ETD).  The document can be released immediately upon submission and approval by the Graduate School or the student may choose to limit distribution only to the Virginia Tech community or to block its release completely.

Below is a brief description of the Department of Apparel, Housing, and Resource Management policies, procedures, and expectations regarding this important phase of the doctoral program.  From beginning to end, the student is urged to consult frequently with the major advisor and to keep other committee members apprised of progress.

Proposal

Selection of research topic or problem:  The first step in the process is to select a research problem that is then approved by all members of the advisory committee.  This need not be a formal process, but all members of the advisory committee must be in agreement that the topic is researchable, worthy of study, and possible to complete within a reasonable length of time.

Preparation of the proposal:  When the topic is approved, the student, in consultation with the advisory committee, will prepare a more detailed plan of work, i.e., a comprehensive proposal, which will include three main parts: an introduction, a review of relevant literature, and an explanation of the design of the study.  Each of these sections is described in some detail below, but it is important to realize that the exact format for the proposal may vary.  Note, however, that a conceptual/theoretical framework for the research is required.

The following outline may be useful in developing the dissertation proposal:

Introduction

  • Background of the problem and justification for the study
  • Purpose of general objective(s)
  • Statement of the problem or research question(s)
  • Theoretical or conceptual background or context
  • Specific objectives
  • Assumptions, delimitations, and limitations
  • Definition of terms, if appropriate

Review of Relevant Literature

  • Classic, definitive, or influential research
  • Explanation and application of a theoretical (conceptual) framework
  • Summary and analysis of the literature as applied to the research problem

Design of the Study

  • Variables with operational definitions
  • Hypotheses and/or research questions
  • Instrument selection or development
  • Validity and reliability of sample and/or instrument
  • Procedures for pilot testing
  • Sampling procedures
  • Method of collecting data
  • Method of analyzing data

Approval and Modification of Proposal

A formal meeting of the advisory committee shall be held to discuss the proposal.  Students should give a draft of the proposal to the committee members one week in advance of a proposal meeting.  Students should expect to make a brief (15-20 minute) presentation to the committee to summarize the proposal.  The final proposal shall be signed by the major advisor and by all members of the advisory committee.  A signed copy is then given to each committee member, including the major advisor.  In addition, a copy is given to the graduate program coordinator to file in the student’s records.  The proposal approval form must be signed by all committee members and also filed with the graduate program coordinator in the department.

It is important to recognize that the proposal serves as a contract between the student, the advisor, and his or her advisory committee that, when approved by all parties, constitutes an agreement that data may be collected and specifies the steps that will be taken to complete the study.  As long as the student follows the steps outlined in the proposal at the time it is approved, the advisor and committee members are discouraged from demanding significant changes to the study.  However, it is not uncommon for there to be small changes because it is impossible to predict adjustments that may need to be made during the process of collecting and analyzing data.

DISSERTATION

Conducting the Research

Following final approval by the major advisor and committee members, the student may begin to collect data.  Presuming committee approval or collecting data before approval is done at the student’s own risk.

Use of Human Subjects

Any research in the university, including dissertation research, that involves collecting responses from people must be reviewed and approved by the Institutional Review Board (IRB).

Reporting the Research

Following collection, compilation, and analysis of the data, the report of the research, i.e., the dissertation, is written.  The following points are suggested for AHRM graduate students.:

  1. Follow the writing and referencing style of The Publication Manual of the American Psychological Association (5th ed.).
  2. The student should take the initiative to arrange conferences with the major advisor as needed.  The advisor expects to have a typed copy of the material to be discussed well in advance of each conference.
  3. A number of revisions of the dissertation usually are necessary as the student works with the major advisor and members of the advisory committee to prepare for the final oral examination.
  4. A printed copy of the initial draft of the entire dissertation should be distributed to each committee member several weeks prior to the final oral examination to allow for discussion of the research project and committee recommendations.  The advisor may recommend an informal meeting of the advisory committee to discuss the draft of the dissertation and to reach consensus.
  5. A printed copy of the dissertation prepared for presentation at the oral examination shall be given to the major advisor and to each member of the committee.

FINAL EXAMINATION

The Final Examination will be conducted by the student’s advisory committee after the dissertation has been completed.  The Final Examination will be oral and will be primarily a critical evaluation (defense) of the dissertation.  The committee will decide whether the student has passed and suggest any necessary revisions or corrections to the dissertation, which must be completed before the title page and Electronic Thesis and Dissertation (ETD) form is signed by the committee members.

The student must be registered during the semester in which the final examination is administered and degree requirements are completed.  If registration is for GRAD 7864 Doctoral Defense, the minimum registration is for 1 hour and the defense must occur within the first 20 class days of the term, including summer sessions.  If the defense is at the end of the term, minimum registration is for 3 hours (unless the student is a graduate assistant who must be enrolled full-time).

The student shall consult with the major advisor and committee members to select a date and time for the Final Examination and reserve a room for the meeting.  At least two weeks (10 working days) before the date of the final examination, the committee will submit a form “Request to Admit Candidate to the Final Exam” to the Graduate School. An invitation to attend the final examination, along with an abstract of the dissertation, will be issued by the major advisor at least one week prior to the date of the examination. 

To facilitate communication and exchange of information about research in the department, the final examination for all the AHRM Ph.D. students will include:

  1. An oral presentation of the dissertation (maximum 15-20 minutes) open to all AHRM faculty and graduate students and the university community, and
  2. An in-depth examination conducted by the advisory committee.  Other faculty may attend.

After passing the oral examination the student has two weeks to clear the dissertation with the Graduate School and the department.   This includes:  1) making corrections and revisions, 2) collecting signatures of all members of the advisory committee, 3) submitting the dissertation electronically to the Graduate School, and 4) submitting one copy of the dissertation on 20 lb. bond (thesis) paper to the department.  The department will bind the dissertation and maintain a department copy.  The Graduate School requires an ETD signature form, signed by all committee members with the submission of the dissertation.  The major advisor will sign the form after the final corrections are made and the department copy is received.  The student will provide final, bound copies of the dissertation for the major advisor, and each member of the advisory committee if requested.  Additional copies may be distributed as deemed appropriate by the student.