5 General Writing Guidelines
5.1 Proposal Style Guide (M.S., Ph.D.)
5.1.1 Purpose
Ph.D. and MS-Research Track students must complete a written proposal and a formal proposal defense. The purpose of a proposal is for the student to present their planned research in a concise and cogent document that illustrates (1) the need for the research and its broader impacts, (2) that clear objectives exist for the project, and (3) the work is feasible. Furthermore, the proposal and defense are intended as an opportunity for the student to receive feedback and direction from their entire committee.
Although this document needs to be sufficiently polished for the committee members to evaluate the merits of the proposal, it is not intended to be an exhaustive summary of the relevant literature nor is it required to include all minutia of the planned project. The committee recognizes that research delves into new areas and therefore not everything can be known in advance. Although preliminary data may be helpful in proposal preparation, the defense should occur prior to when the student collects the bulk of their data to ensure that committee feedback is received at the appropriate stage.
5.1.2 Structure
The Geology Grad Program has adopted the NSF Proposal style guide as the standard structure for all Thesis and Dissertation proposals. The structure should adhere to the following guidelines:
- Proposals are limited to 15 pages, including figures and tables. The reference list does not count towards the page limit.
- Text should be 12 point, single-spaced.
- Figures must be legible, of good quality, and embedded in the main body of the text. All included figures should be directly referenced in the proposal.
- The proposal must include the following information regarding the rationale for the study, statement of work and objectives; methods; broader impacts, timeline; and budget.
- Students conducting research that includes chemicals should include a hazard and waste handling appendix in their proposal (does not count towards page limit).
Some useful links:
5.2 Thesis/Dissertation Style Guide (M.S., Ph.D.)
The (M.S.) Thesis or (Ph.D.) Dissertation must be prepared in accordance with the style guide set out here in the Handbook and in agreement with the requirements of the Electronic Thesis and Dissertation Program:
- The Thesis/Dissertation must have a title page (a template can be found in the ETD documentation).
- The Thesis/Dissertation must have an abstract, formatted as required in the ETD documentation – single spaced, with no word limit.
In addition to the ETD requirements, all Theses/Dissertations must:
- Include a table of contents after the abstract, providing page numbers for each chapter.
- Front material (excluding the title page and abstract) should be numbered using small, italicized Roman numerals.
- Following the front material, the numbering should begin at 1 and be in Arabic numerals.
- Figures should be legible, of high (publication grade) quality, and referenced directly in the main body of the text.
- All text after the abstract should be double spaced, size 12 Times New Roman font.
However, for the formatting of the main body of the thesis/dissertation, two style options are available. Students should discuss the style options with their advisor and research committee. The two style options are as follows:
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Traditional Format Thesis/Dissertation
This option represents the traditional style of thesis and dissertation preparation, with the Thesis/Dissertation is presented as a single uniform document.
- The Thesis/Dissertation should be split into an appropriate number of chapters, with separate Introduction and Conclusion sections that introduce and summarize the themes of the work undertaken.
- A single reference list for the entire document should be included as a separate section after the conclusion.
- Figures can be incorporated into the main body of the text or included separately at the end of the thesis/dissertation after the reference list. The student should discuss with their advisor which manner of inserting figures they should follow.
The Geology Grad Program recommends the Geology style guide for combined Thesis/Dissertation formatting (but in a single column format). Students should read and follow the available Geology style guide pdfs:
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Independent manuscript chapters
This option allows chapters to be formatted as independent manuscripts ready for submission. Theses/Dissertations prepared in this way should include an Introduction and Conclusion, separate from the chapters, that introduces and summarizes the themes of the project and combines the separate chapters into a cohesive narrative.
- The Thesis/Dissertation will be divided into an appropriate number of chapters, with each chapter formatted for a specific journal.
- Each chapter should be a self-contained manuscript, including a reference list of all references used in that chapter.
- The name of the journal format used for each chapter should be stated in the contents alongside the chapter entry.
- Figures can be included in the main body of the text or placed at the end of each chapter, whichever the chosen style for that chapter requires.
6 Defense and Exam Procedures
6.1 Deadlines and Scheduling Process for Milestone Events (Proposal, Thesis, Prelim, Dissertation)
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The student prepares a final committee draft. Once the advisor approves it, the student distributes it to committee members (ask them first if they want electronic or paper).
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The committee members need enough time to review the draft and decide if they think it is defensible. For prelims, the committee requires 1 week to review the document. For proposals, theses and dissertations, 2 weeks are required.
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Once all committee members agree the draft is defensible – by email or discussion – the student should arrange a date that is suitable for all, either by asking for good times, bad times, or specific dates (some use Doodle polls).
Agreement that the committee draft is defensible does not imply a pass on the oral exam. The candidate is expected to demonstrate a comprehensive understanding of the research and to justify research methodologies and conclusions, and their meaning and significance. Defense evaluation is based on the effectiveness of oral presentation and response to questions from attendees, both committee, and non- committee.
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When a date has been selected:
- The student should schedule a room through the department office.
- At least 7 days before the scheduled defense, the student will prepare an announcement for the defense, give one copy to the main office, and distribute 6 more copies around the building. The student will also send out an email notice to the geology program and provide a PDF of their announcement to Dr. James Lamsdell.
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For a thesis or dissertation defense:
- The student must then complete the online Defense Date Declaration Form and obtain signatures by all committee members, either in hard copy or by PDF digital certification.
- This form MUST be completed at least two weeks BEFORE the planned defense (College rules). This is being strictly enforced by the college.
- The Eberly Thesis and Dissertation Defense (signature) Form is to be printed by the student and taken to the defense meeting. This form must be signed by all committee members at the conclusion of the defense meeting and returned to the College.
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The Eberly Thesis and Dissertation Defense Form must be completed/signed by the advisor and committee and returned to Hope (pass or fail) the day of the defense. Also at the same time, complete the dept. Milestone form (blank ones are in both 324 and 325, or available on the geology program web site).
This procedure is not mandated for proposals (no Defense Date Declaration Form, just the Milestone form), but it’s a good idea to practice this drill and follow similar timelines.
Advisers: The Defense Date Declaration Form is the time sensitive form. Make this a priority for your students.
6.2 Preliminary Examination (Ph.D.)
The purpose of the preliminary (prelim) examination is to evaluate a student’s abilities in scientific literature comprehension, hypothesis development, research project design, scientific writing, oral presentation, and critical thinking, all fundamental for completion of a doctorate.
The exam will include a written proposal along with an oral presentation and defense of the proposal. The written portion will be a proposal for research that will constitute one component of the intended dissertation project. The proposal should demonstrate the student’s ability to develop a new idea and prepare a thoughtful, coherent, and feasible plan to evaluate that question. This should not be based on previous research or proposals from either the student or their advisor.
Students may ask their advisor to review or discuss one early draft for appropriateness of ideas, scope, and direction, but the proposal will otherwise represent, largely or wholly, independent effort and ideas of the student. Students who seek assistance with editorial aspects (grammar, punctuation, idioms, writing style, syntax, etc.) may utilize the WVU Writing Center. The proposal will be maximum 10 pages of text (not including figures, references, and table of contents), double spaced, and be in the format of a formal manuscript. The deadline for the final written proposal to the prelim committee is at least 2 weeks prior to the exam date.
The preliminary committee will include the advisor, a second faculty member in the general topic area of the subject, and one faculty member chosen at random by the Grad Program Chair. Both written and oral portions will be evaluated based on the student’s clarity of thought and presentation, organizational ability, oral and written communication skills, ability to critically evaluate literature and identify a problem, and skills in developing a plausible research project.
After the oral exam, the committee members will convene to assign both exam portions, together, either a Pass or Fail grade. Should a student fail the exam, it may be retaken once, on a similar, modified, or alternate topic as determined by agreement with the Prelim Committee and the GGPC; the retake will be completed within 2 months. Students not successfully passing a retake, or not completing an exam at all, will not continue in the program beyond their second semester.
6.3 Proposal Defense (M.S., Ph.D.)
Once the advisor has approved the proposal for sharing with the research committee, the student circulates the proposal to committee members. The faculty members will review the proposal and decide if it is defensible. The student should assume this process will take at least two weeks. If all committee members approve the written proposal, the student may schedule their proposal defense date. The full process is outlined in Section 6.1.
The student will present their proposal in approximately 30 minutes. Following the oral presentation, the student will respond to questions from the general audience. After the public session, the Committee will meet with the student in closed session to ask further questions related to the proposed research and examine the research plan, the feasibility of the proposed goals, the practicality of the work plan/scope, and the appropriateness of the methodology. For Ph.D. students, the proposal defense will be followed by the oral comprehensive (candidacy) exam.
6.4 Oral Comprehensive (Candidacy) Exam (Ph.D.)
Following the oral proposal presentation, the student and Committee will take a 5-10 minute break before reconvening for the closed comprehensive (candidacy) exam. The Comprehensive Examination will last between one and two hours. The student will answer questions that demonstrate mastery of the general area of knowledge of his/her dissertation research. Questions may cover any topic in which the student can be reasonably be expected to have knowledge, i.e., high-school level science, subjects in which the student has enrolled as classes during undergraduate or graduate school, and the scientific field that accommodates their research.
The Comprehensive Examination will be graded separately from the Proposal as pass/fail. Votes cast can only be Pass/Fail; abstentions are not allowed. In the event the student fails their Comprehensive Examination, they will have the option of retaking it once, at a date established by the Dissertation Committee.
Upon the successful completion of this exam, the student is accepted into the Ph.D. Candidacy ( Academic Catalog Requirements).
6.5 Thesis/Dissertation Defense (M.S., Ph.D.)
PhD and MS Research Track students complete formal defense of their final document (report, thesis, or dissertation).
The student will present their research in approximately 30 to 45 minutes (for Thesis defenses) or 45 to 60 minutes (for Dissertation defenses) or as agreed upon with the research committee. Following the oral presentation, the student will respond to questions from the general audience, and then from the student's Research Committee. After the public session, the Committee will meet with the student in closed session to evaluate the written document and oral defense.
The defense will be judged as pass or fail, based on a closed vote of the respective committee. Passing votes must be unanimous or nearly unanimous (with only 1 dissenting vote allowed). Votes cast can only be Pass/Fail; abstentions are not allowed. Upon completion of the defense, a Thesis/Dissertation Defense Form will be signed and completed by the Research Committee and returned by the student to Hope Stewart with either a P or F grade within 24 hours after the defense.
Following the defense, final revisions of the thesis/dissertation will be made by the student according to committee comments. After final approval by all Research Committee members, the thesis/dissertation will be submitted online to the WVU ETD site as an Electronic ETD PDF copy. In addition, to be submitted to the Wise Library is a completed ETD submission packet with original Research Committee signatures and payment for required fees. See the WVU ETD Website for information on dissertation submission.
6.6 Evaluation of Examinations
All exams will be judged as pass or fail, based on a closed vote of the respective committees. Required votes are detailed in Section A: 2.2.4 Evaluation of Milestone.