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Candidature Process

  • 14 May 2021, 22.24
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Candidature milestones for each program stream in the Doctoral Study Program in Geography are regulated as follows:

A. Regular Ph.D. Stream

The flowchart of the candidature process of Ph.D. students by regular program stream is formulated according to Figure 1, with the following conditions:

  • We use an optimistic 3-year scenario according to the design of the Ph.D. program at UGM.
  • The division of activities for each semester is presented explicitly on the chart. It provides a study progress guide for students and a reference for the head of the study program to monitor each student’s progress.
  • Candidature process milestones are applied to all Ph.D. students of the regular program stream.
  • There are two stages in implementing the study evaluation; (1) the evaluation of the initial stage of the study with the proposal confirmation as the benchmark, and (2) the evaluation of the final stage of the study with the judicium (final grading) as the benchmark.
  • The study extension mechanism follows the stipulated rules.

Figure 1. The flowchart of the candidature process of Ph.D. students for the regular program stream.

 

B. Ph.D. by Research Stream

The flowchart of the candidature process of Ph.D. students by research is formulated according to Figure 2, with the following conditions:

  • We use an optimistic 3-year scenario according to the design of the Ph.D. program at UGM.
  • The division of activities for each semester is presented explicitly on the chart. It provides a study progress guide for students and a reference for the head of the study program to monitor each student’s progress.
  • Candidature process milestones are applied to all Ph.D. students by research.
  • There are two stages in implementing the study evaluation; (1) the evaluation of the initial stage of the study with the proposal confirmation as the benchmark, and (2) the evaluation of the final stage of the study with the judicium (final grading) as the benchmark.
  • The study extension mechanism follows the stipulated rules.

Figure 2. The flowchart of the candidature process of Ph.D. students by research.

 

C. Standard Operating Procedure for Candidature Milestones

  • Promotor Meeting for Pre-Proposal Confirmation (Non-SKS unit)
    • The objectives of the promotor meeting are students can show that: (1) the research proposal draft has been prepared, (2) research knowledge gaps have been identified, and research questions and objectives have been determined, (3) research methods have been developed and can be implemented for the research process, and (4)  have a clear research implementation plan according to the study deadline.
    • Participants: the chairperson (the Head of the Study Program), the promotor team (2 or 3 persons), the student (examinee), and the administration staff.
    • Required documents: a research proposal draft.
    • SOP: IGD01_TP_SOP Promotor Meeting (SSO access)
  • Research Proposal Confirmation (6 SKS units)
    • The objectives of the research proposal confirmation are students can show that: (1) students have a complete and systematic research proposal, (2) students have developed an operational research method, (3) students have a targeted schedule for conducting research and publications, and (4) students have the supporting resources to carry out research. In addition, students will receive feedback from the examiners regarding the topic, content, and technicalities of the proposed research proposal.
    • Participants: the chairperson (Dean/Deputy Dean for Academic and Student Affairs/Head of the Study Program), the promotor team (2 or 3 persons), the examiner team (3 persons, one of them is from outside of the Faculty of Geography UGM), the student (examinee), and the administration staff.
    • Required document: a research proposal that has been approved by the promotor team.
    • SOP: IGD05_UP_SOP Proposal Confirmation (SSO access)
  • Research Progress Seminar (4 SKS units)
    • The objectives of the research progress seminar are Ph.D. candidates can show that: (1) most of the research plan has been conducted, (2) most of the research results and publications target have been achieved, and (3) have a clear plan for completion of studies within a predetermined time limit. In addition, Ph.D. candidates will receive feedback from the promotor team and the Head of the Study Program related to the research completion plan.
    • Participants: the chairperson (the Head of the Study Program), the promotor team (2 or 3 persons), the Ph.D. candidate (examinee), the Ph.D. candidate’s peers, and the administration staff.
    • Required documents: a study progress report, a dissertation draft, and publication papers/drafts.
    • SOP: IGD13_SM_SOP Progress Seminar (SSO access)
  • Dissertation Assessment and Qualification (6 SKS units)
    • The objectives of the dissertation assessment are (1) to assess the academic merit of the dissertation manuscript according to the doctoral dissertation standard, (2) to assess the authenticity of research, originality of findings, and research contributions to related fields, and (3) to provide constructive suggestions to the dissertation manuscript to meets the academic standard of doctoral level.
    • Participants: the chairperson (the Head of the Study Program/Deputy Dean for Academic and Student Affairs/Dean), the promotor team (2 or 3 persons), the assessment team (3 persons, one of them is from outside of the Faculty of Geography UGM), the Ph.D. candidate (examinee), and the administration staff.
    • Required documents: a complete dissertation manuscript that has been approved by the promotor team and publication papers.
    • SOP: IGD20_PN_SOP Assessment of dissertation manuscripts (SSO access)
    • The objectives of the dissertation qualification meeting are: (1) to evaluate and assess the revised dissertation resulting from the dissertation assessment stage, (2) to assess the academic merit of the dissertation component for closed examinations, and (3) to assess the administrative eligibility of Ph.D. candidates for closed examinations.
    • Participants: the chairperson (Dean or Deputy Dean for Academic and Student Affairs), the Head of the Study Program, the promotor team (2 or 3 persons), the assessment team (3 persons, one of them is from outside of the Faculty of Geography UGM), the Ph.D. candidate (examinee), and the administration staff.
    • Required documents: a dissertation manuscript that has been revised according to the comments of the assessment team.
    • SOP: IGD26_KL_SOP Dissertation eligibility meeting (SSO access)
  • Article Publication (10 SKS units – regular, 12 SKS units – by research)
    • Objectives of the article publication evaluation are: (1) to assess the publication achievements of Ph.D. candidates during the candidature process, and (2) to assess if the paper publications comply with the graduation requirements.
    • Participants: the Head of the Study Program, the promotor team and the Ph.D. candidate (if needed), and the administration staff.
    • Required document: publication papers from the dissertation manuscript (submitted via the article publication form)
    • SOP: IGD33_PB_SOP publication assessment (SSO access)
  • Closed Dissertation Examination (10 SKS units)
    • The objectives of the closed dissertation examination are: (1) promovendus can convey the relevance and significance of the dissertation topic, (2) promovendus can present the results and findings of dissertation research, (3) promovendus can defend the findings of dissertation research academically in front of examiners, and (4) the examiner team provides input and assessment of the quality of the dissertation result
    • Participants: the chairperson (Dean/Deputy Dean for Academic and Student Affairs/Head of the Study Program), the promotor team (2 or 3 persons), the examiners (3 persons), the external examiner, the Head of Study Program, the Ph.D. candidate (promovendus), and the administration staff.
    • Required document: a revised dissertation manuscript that has been approved by the promotor team.
    • SOP: IGD35_UT_SOP Closed Exam (SSO access)
  • Open Doctoral Promotion (Non-SKS)
    • Remark: open doctoral promotion is a recommendation from the closed dissertation examination.
    • The objectives of the open doctoral promotion are: (1) the promovendus can convey the relevance and significance of the dissertation topic in front of the examining team, (2) the promovendus can defend the dissertation research findings academically in front of the examining team, and (3) the promotor and promovendus team can promote the results, findings, and the benefits of dissertation research in front of the academic community, policymakers, and the general public.
    • Participants: the chairperson (Dean/Deputy Dean for Academic and Student Affairs), the promotor team (2 or 3 persons), the examiners (3 persons), the external examiner, the Ph.D. candidate (promovendus), the administration staff, and guests.
    • Required document: a revised dissertation manuscript that has been approved by the promotor team.
    • SOP: IGD44_UB_SOP Open Promotion (SSO access)
  • Graduation
    • The graduation process follows the procedure from UGM. Please contact our administration staff.

 

D. Student Progress Monitoring

The following monitoring mechanisms are implemented to ensure the study progress of Ph.D. students:

  • Evaluation of the early stage of the study
    • The research proposal confirmation in the second semester is marked as a benchmark for the early stage of the study.
    • The first half of the third semester is the yellow zone period for students who have not taken the research proposal confirmation. In this case, students will be given the first Warning Letter, with a copy letter sent to the promotor team.
    • The second half of the third semester is the red zone period for students who have not taken the research proposal confirmation. In this case, students will be given the second Warning Letter, with a copy letter sent to the promotor team.
    • The beginning of the fourth semester is a period of study extension for students who have not taken the research proposal confirmation. Students will be given the third (the last) Warning Letter, with a copy letter sent to the promotor team.
    • If the student has not taken the research proposal confirmation by the end of the fourth semester, the student is recommended to resign from the Ph.D. program.
  • Evaluation of the final stage of the study
    • The judicium (final grading) in the sixth semester is marked as a benchmark for the final stage of the study.
    • The seventh semester is the yellow zone period for Ph.D. candidates who have not graduated. In this case, the Ph.D. candidates will be given the first Warning Letter, with a copy letter sent to the promotor team.
    • The eighth semester is the red zone period for Ph.D. candidates who have not graduated. The Ph.D. candidates will be given the second Warning Letter, with a copy letter sent to the promotor team.
    • The beginning of the ninth semester is a period of extension of study for Ph.D. candidates who have not graduated. The Ph.D. candidates will be given the third (the last) Warning Letter, with a copy letter sent to the promotor team.
    • If the Ph.D. candidate has not graduated by the end of the tenth semester, the Ph.D. candidate is recommended to resign from the Ph.D. program.