Guidelines for Graduate Students
1. General Information: 1.1. Degrees Offered; 1.2. Goals; 1.3. Graduate Student Handbooks; 1.4. Faculty Advisors; 1.5. The Director of Graduate Studies (DGS); 1.6. The Graduate Progress and Awards Committee; 1.7. Financial Aid, Fellowships, and Grants; 1.8. Petitions; 1.9. Grievances; 1.10. Leaves of Absence
2. Registration and Courses: 2.1. Graduate College Minimum Course Load and Registration Requirements; 2.2. Departmental Course Load Requirements; 2.3. Registration Procedures; 2.4. Breadth and Depth in Coursework
3. Satisfactory Progress: 3.1. Grade Point Average; 3.2. Policy on EX Grades; 3.3. Criteria for Determining Satisfactory Progress
4. Course and Credit Thesis: 4.1. Course Credits; 4.2. M.A. Required Hours. 4.3. Ph.D. Required Hours. 4.4. SIP 571; 4.5. SIP 595 (Independent Study); 4.6. Registration in SIP 599; 4.7. Transfer Credits; 4.8. Exam Reading Lists
5. Exams and Other Program Requirements: 5.1. M.A. Examinations; 5.2. Internal Admission to the PhD Program 5.3.Stages of the Doctoral Program; 5.4. PhD Foreign Language Requirement; 5.5. PhD Preliminary Examinations
6. The Dissertation: 6.1. The Dissertation Committee; 6.2. Dissertation Proposal and Defense; 6.3. PhD Final Examination (Dissertation Defense)
7. Research Projects: 7.1. Permissions to Use Human Subjects. 7.2. Procedures for the Use of SIP Students as Research subjects
8. SIP Colloquia, Lectures, etc
9. SIP Graduate Organization (SIPGO)
10. Important Deadlines and Dates: 10.1. Program Deadlines; 10.2. Department Deadlines for Submission of Graduate College Grant and Fellowship Applications; 10.3. Grad Calendar Dates
A P P E N D I X: SIP Handbook for Teaching Assistants; Coursework Checklists; Other Forms
1.0 GENERAL INFORMATION
The Department offers M.A. and Ph.D. degrees in Spanish, Italian and Portuguese.
A description of the graduate programs offered by the Department of Spanish, Italian and Portuguese can be found here:
At the PhD level, we offer the following specializations:
PhD in Spanish: Spanish Literature and Culture, Spanish Linguistics, Romance Linguistics
PhD in Italian: Italian Studies (Literature and Culture), Romance Linguistics
PhD in Portuguese: Luso-Brazilian Cultural and Literary Studies, Romance Linguistics
Students may complement their PhD in Spanish, Italian or Portuguese with a graduate Minor, Concentration or Certificate, including:
Graduate Minor in Gender and Women's Studies
Graduate Concentration in Medieval Studies
Graduate Certificate in SLATE (Second Language Acquisition and Teacher Education)
Graduate Certificate in Translation
Graduate Minors and Concentrations appear on the student's transcript; Certificates do not, but students may receive a letter of completion from the Unit issuing the Certificate.
1.2.1 Master of Arts
To fulfill a variety of objectives, the Department's M.A. programs are designed: (1) to provide students who have successfully completed a B.A. degree or equivalent in Spanish, Italian or Portuguese with greater breadth and depth of study in their chosen field; (2) to prepare students in the M.A. curricula in literature and linguistics to enter doctoral programs in Spanish, Italian, or Portuguese at this or other institutions of higher learning.
1.2.2 Doctor of Philosophy
The overall goals of the Department's Ph.D. programs are: (1) to provide advanced students professional-level knowledge of their chosen area; (2) to prepare students for university-level teaching and participation in the varied activities of the profession; (3) to prepare students to identify, develop and pursue research interests; (4) to guide students in the production of professional-quality written discourse; (5) to help students prepare dissertations that make significant and original contributions to their chosen areas of specialization.
1.3 Graduate Student Handbooks
Each student should obtain a copy of the most recent edition of The Graduate College Handbook for Students, Faculty and Staff, which is available from the Graduate College (Coble Hall), from the Graduate Student Services Office (3070 FLB), and online at http://www.grad.uiuc.edu/gradhandbook/. It describes Graduate College requirements and policies applicable to all departments. Specific departmental requirements are described in the remainder of Guidelines for Graduate Students, which you are now reading
Students are responsible for thoroughly familiarizing themselves with the policies and procedures outlined in these handbooks. Please see the Director of Graduate Studies for questions about issues not clearly explained in the departmental and Graduate College handbooks.
Your faculty advisor is responsible for overseeing your progress in the graduate program and helping you to make prudent choices about course selection and examination and research areas within the context of the requirements of your graduate program and your individual research plans. At this time, you and your advisor will carefully review your Coursework Checklist, which will remain in your file for final review by the DGS. (See the Appendix for sample Coursework Checklists for each SIP graduate program.)
The advisor typically serves as the first resource when a student has questions about academic or professional issues. At advanced levels, the advisor usually (but not always) serves as the director of dissertation research. As such, students work closely with their advisors as they develop their research projects, which may include presentation of papers at professional conferences and submission of essays for publication, as well as the preparation of the dissertation. When the time comes, advisors usually work closely with their students to help prepare them for the job search and to guide them through the process of finding an academic job.
Your advisor must approve your selection of courses before you register each semester, and record the courses you have taken on your Coursework Checklist. When you are ready to schedule your M.A. or Ph.D. exams, your advisor will review your file with you to make sure you have fulfilled all the requirements for your degree up to that point. In addition, if you should need to file a petition for any reason, your advisor must approve and sign it (see section 1.8); and if you should apply for internal or external grants or fellowships, your advisor will be expected to write letters supporting your applications (see section 1.7). Once you begin the job search, the letter of recommendation from your advisor, along with two or three other letters from professors with whom you have worked closely, will form a crucial component of your job dossier.
Upon entry into the graduate program, each student will be assigned a provisional faculty advisor. During or before Orientation week, the student should contact the assigned advisor in order to discuss course selection for the first semester. By the end of the first year in the Department, the student is expected to name a permanent advisor, who will oversee the student’s academic progress throughout the program. Doctoral students may select an advisor earlier, within the first year. Once a faculty member has agreed to serve as a student’s permanent advisor, the student should fill out a Change of Advisor form, which will be signed by the previous advisor, the new advisor, and the student. If a student chooses to remain with the provisional advisor, and the advisor agrees, the advisor and the student should use the Change of Advisor form to note the change in advisor’s status from provisional to permanent.
A student may change advisors once the permanent advisor has been named; in this case, a Change of Advisor form should be completed again.
1.5 The Director of Graduate Studies (DGS)
The DGS is charged with the general administration of matters having to do with students in departmental graduate programs, including admission, review, and retention of graduate students. The Director of Graduate Studies chairs the Committee on Graduate Recruitment and Admissions, and is an ex-officio member of the Curriculum Committee and of the Graduate Progress and Awards Committee (see 1.6).
All graduate students are encouraged to consult the Director of Graduate Studies whenever they would like to discuss any aspect of their experiences as graduate students in SIP. Appointments may be made directly with the DGS (sip-dgs@illinois.edu).
1.6 The Graduate Progress and Awards Committee
The GPAC consists of at least three faculty members in addition to the Director of Graduate Studies, who serves ex officio (but may not chair the committee). The purpose of the committee is to evaluate current graduate students’ eligibility for merit-based awards and to oversee formal progress reviews of graduate students. In its review of graduate students’ progress, the committee takes recommendations from the appointed area review sub-committees.
Students’ applications for departmental, SLCL, LAS, or Graduate College grants and fellowships, such as the Dissertation Travel Grant or the Dissertation Completion Grant, are evaluated and ranked by the members of the GPAC, who forward their recommendations to the Department Head. When an individual committee member has a clear conflict of interest in a competition, he or she is replaced by another faculty member appointed by the Head for the purpose of judging that competition.
Information regarding specific graduate awards can be found on the SIP website.
1.7 Financial Aid, Fellowships, and Grants
The Department of Spanish, Italian, and Portuguese complies with all rules and regulations governing graduate student appointments, including restrictions on percent appointments for international students and students who hold certain fellowships. Information on this subject can be found in the Graduate Student Handbook provided by the Graduate College.
1.7.1 Teaching Assistantships
Financial support for all students is subject to annual review. Renewal will be automatic for those who demonstrate acceptable performance both as graduate students and as Teaching Assistants, as well as satisfactory progress toward completion of the degree. (See Appendix for information on TA duties and responsibilities.)
1.7.1.1 Time Limits
1. Students who enter with a B.A. or equivalent, and with no more than 1 semester of graduate course work, typically will be supported for 2 years in the M.A. program through teaching assistantships and/or tuition and fee waivers, assuming satisfactory progress. Students entering with a B.A. should plan to take the M.A. comprehensive examination no later than their fourth semester of study.
2. Students who enter with an M.A. from another institution typically will be supported for 4 years toward the Ph.D., assuming satisfactory progress.
3. A student who completes the M.A. at the University of Illinois at Urbana-Champaign and continues for a Ph.D. in this Department typically will be provided with a total of 6 years of support for both graduate degrees, assuming satisfactory progress.
Support beyond the maximum periods indicated above may at times be granted to students, but are always subject to departmental resources and needs. Such additional support should be requested through a written petition the semester before it is needed; the request, which must be approved by the advisor, should be forwarded to the DGS.
Note that the Graduate College establishes time limits for degree completion apart from department limits on financial aid. The Graduate College time limits can be found at http://www.grad.illinois.edu/gradhandbook/chapterV/section05.asp (M.A.) and http://www.grad.illinois.edu/gradhandbook/chapterVI/section05.asp (Ph.D.).
1.7.2 Research Assistantships
These are usually paid from extra-departmental funds obtained by faculty members in support of their research. The availability of these RA positions may therefore vary from year to year depending on faculty grants. Appointments are arranged through discussions between faculty members and graduate students. Faculty members typically initiate the discussions regarding potential research assistantships with graduate students whose area of research and stage in the graduate program make them good candidates to serve in this capacity.
1.7.3 Graduate College Funding
Funding from the Graduate College is available on a competitive basis for presentation of papers at professional meetings or for dissertation or pre-dissertation research. Students do not apply directly to the Graduate College for these grants and fellowships, but rather to the Department, where a preliminary selection of applications is made for potential forwarding to the Graduate College competition. In all cases, requests must be accompanied by a description of the project, written in English, and turned in to SIP by the departmental deadline.
Proposals must cogently and convincingly summarize the project in language that is precise but easily accessible to a non-specialist reader. Only persuasive and well-documented proposals will be forwarded to the Graduate College for further competition, so students are strongly urged to seek the input of their advisors before forwarding proposals to any competition. Please be sure to allow sufficient time for your advisor to review and evaluate your proposal and for any necessary revisions to be made well in advance of the Departmental deadline. Many advisors request to see proposals at least three weeks prior to the departmental deadline.
All proposals will be rated by the Departmental Graduate Progress and Awards Committee. The top-ranked requests will be forwarded to the Department Head, who will review them for final forwarding to the Graduate College. Typically, the Graduate College limits the number of applications that departments may forward to no more than three.
1.7.3.1. Conference Travel Grants
Students who have had a paper selected for presentation at a professional conference may apply to the Graduate College for travel funds. Graduate College Travel Grants are relatively modest (usually $60-$300 for domestic conferences) and are awarded on a competitive basis. No student will be funded by the Graduate College for conference travel more than once in any academic year. Applications for Graduate College Conference Travel Grants may be downloaded from the SIP website, and are also available from the Department and from the Graduate College website. The Graduate College deadlines for application typically fall in late September (fall semester) and late February (spring semester); these are announced on the Graduate College website (http://www.grad.uiuc.edu). The Department deadline is 2 weeks earlier.
The guidelines outlined in 1.7.3 must be followed in the preparation of the proposal. Typically, a brief abstract (250-375 words) is required. Proposals must be turned in to SIP by the departmental deadline which is typically two weeks earlier than the SLCL deadline and three weeks earlier than the Graduate College deadline. All proposals and documentation must be approved by the student’s advisor.
When sufficient funding is available, the Department may consider proposals not forwarded to the Graduate College for smaller grants.
1.7.3.2 Dissertation Grants
Twice a year the Graduate College holds competitions for Dissertation Travel Grants (for exploring a potential dissertation topic or for conducting dissertation research) and for On-Campus Dissertation Research Fellowships (for those who have passed the prelims). A competition for Dissertation Completion Fellowships is also held in the spring; those who have passed their preliminary exams will be given preference in this competition as well. These competitions are announced on the Graduate College webpage (http://www.grad.uiuc.edu), as well as by e-mail to all graduate students and by written notices posted on the department bulletin board.
The Graduate College issues explicit guidelines for the preparation of proposals for these grants; these should be followed as closely as possible, in addition to the general Departmental guidelines outlined in 1.7.3. It is especially important that applications for these very competitive grants be prepared in consultation with the advisor and begun well in advance of the departmental deadline.
Petitions are used to request waiver or modification of departmental or Graduate College requirements and policies and to record information on a student’s permanent record in the Graduate College. Most petitions must be approved by the Department and then forwarded to the Graduate College for approval. Others, such as requests to enroll in an Independent Study course, are handled within the department.
Petition forms, available online at http://www.grad.uiuc.edu/admissions/petition_instruct.cfm, should be filled out in consultation with the advisor, who must sign the petition in the space provided and forward it to the DGS for further approval. In all cases, justifications for the requests must be clearly stated in the space provided on the petition and all relevant documentation attached.
Most conflicts that arise in an academic setting can and should be resolved informally, without the aid of formal grievance procedures. When a graduate student believes he or she has been adversely affected by an inappropriate action or decision on the part of a faculty or staff member, the first step should always be to attempt to resolve the problem through discussion with the party perceived to have acted inappropriately. In order to produce a fruitful discussion, the student may also wish to consult with her or his advisor, the DGS, or another trusted faculty member. When informal discussions have not successfully resolved the issue, the student should consult the Head of the Department.
A formal grievance may be initiated with a written statement to the Department Head, who will refer it to the department’s grievance committee. (The departmental document, “Policy and Procedures on Grievances by Graduate Students” is included here in the Appendix.) A student dissatisfied with the department level result may appeal that decision to the Graduate College Grievance Committee. The Graduate College Grievance Policy is at http://www.grad.uiuc.edu/grievepolicies/.
Students who must temporarily interrupt their graduate studies should alert the DGS, in writing, of the need for a leave of absence, specifying the general reason and the projected date of return. Graduate students must petition the Graduate College for re-entry, first securing departmental approval.
Lapses in registration may carry serious consequences, including the loss of tuition waivers accompanying assistantships. TAs who resign their appointments before completing at least three-fourths of the term may be required to pay the full amount of tuition and fees for that term. International students who leave campus must secure clearance from the Office of International Student Affairs.
For more information, see the Graduate College Handbook (available online at www.grad.uiuc.edu), Chapter II.C2.
2.1. Minimum course load requirements
The Graduate College establishes minimun course loads for graduate students to maintain full-stime status. These can be found here.
The Graduate College, however, allows individual programs to set higher minimum course load requirements. The requirements in SIP are as follows:
Students who have not completed coursework requirements and who hold fellowships and/or 25%-67% assistantship appointments must maintain the number of graduate hours in which they are registered above the minimum for full-time student status as defined by the Graduate College.
Other students who need to maintain full-time status for reasons of student loans, visa status, etc., should remember that the Graduate College considers 8 hours to be the minimum credit load for determination of full-time status for students carrying 25% to 67% teaching assistantships. Students holding fellowships, students with 1%-24% assistantships, students without assistantships, and students with "stand-alone" tuition waivers must maintain registration in at least 12 graduate hours during the regular semester in order to be considered full-time by the Graduate College.
SIP graduate students who have not completed their coursework requirements and who hold fellowships or 25% to 67% assistantship appointments will normally be considered to be making adequate progress if they maintain registration for credit in 12 graduate hours per semester. That is, the department requires that this group of students carry a course load greater than the absolute minimum mandated by the Graduate College. An exception will be granted for students required to take coursework in EIL (English as an International Language); these students may maintain registration in 8 graduate hours per semester in addition to the EIL coursework.
When there are verifiable extenuating circumstances, and with the support of their advisors, students who have completed their coursework requirements and who carry 25% to 67% assistantships (but no fellowship) may petition the DGS for approval of reduced course loads. During the semester in which the coursework requirement is completed, students with 24% to 67% assistantships (but no fellowship) may maintain registration in 8 hours of graduate credit without petitioning the DGS for approval, if their advisors approve.
During the semester in which they present M.A. exams, students holding fellowships, students with 1%-24% assistantships, students without assistantships, and students with "stand-alone" tuition waivers may register on an S/U basis (Satisfactory/Unsatisfactory) for four hours of SPAN 595, IF they have completed or are completing their coursework requirement. This course will be dedicated to study for exams.
Doctoral students may register in the number of hours of SIP 599 recommended by the advisor only after they have completed their coursework requirements and are scheduled to take their preliminary exams.
All planned coursework must be approved by the student’s faculty advisor before the student registers.
Students register online for all classes at UIUC. Links to the current UIUC Course Catalog and registration instructions are available at http://www.oar.uiuc.edu/current/registration/index.html.
Students who register before consulting with their advisors may be asked to change their course registration.
2.4 Breadth and Depth in Coursework
The SIP faculty believe that the preparation of its graduate students for university teaching and research posts in Spanish, Italian, and Portuguese literatures, cultures, and linguistics should be characterized by breadth as well as depth in coursework. Breadth of preparation reflects an intellectual disposition; it also indicates a candidate's potential to respond to concerns that surpass the limits of specialized research. In sum, breadth and depth of preparation better prepare the student as a future scholar and teacher.
Few departments across the country provide faculty members the opportunity to teach exclusively in their areas of specialized research from the beginning of their professional careers. Typically, new faculty members, that is, recent Ph.D.s, will be expected to competently teach broad-ranging survey and introductory core courses, as well as language courses. In short, even those who may secure a position with specialized teaching will also be asked to teach introductory courses outside their own area of specialization.
Search Committees that select job candidates will certainly be very interested in an applicant's Ph.D. topic and specialized courses, but they will also be checking, very carefully, the breadth of the applicant's preparation via the transcript, as well as the applicant's ability as a competent teacher of the language via letters of reference, telephone calls to the Department, and teaching evaluations.
You are urged to take these factors into consideration as you plan your coursework over the next few years and as you think about your future career. The Ph.D. examinations are structured to permit you to concentrate primarily in those areas most relevant to your research interests. However, please be aware of the risks such a narrow approach entails, and of the advantages of broadening the scope of your doctoral studies. No matter what areas you choose for your preliminary exams, it is important that your transcript reflect several courses in each of the major areas of your discipline.
3.0 SATISFACTORY PROGRESS
All SIP graduate students must maintain a minimum grade-point average (GPA) of 3.0 (A=4.0). If a student’s GPA falls below the minimum after completion of 12 or more graduate hours of graded coursework, it must be raised to at least 3.0 after the completion of an additional 12 graduate hours of graded coursework, and must be maintained at or above the minimum thereafter. Students failing to meet these minimum GPA standards may be prohibited from further registration, and therefore, financial aid may be rescinded.
Students should note that 3.0 is the absolute minimum GPA a student may maintain in order to continue to register for classes, as outlined above. However, students should note that consistent maintenance of no more than the minimum GPA does not constitute satisfactory progress. See section 3.3 for more information.
EX grades for incomplete coursework should be requested only because of documentable emergencies, such as serious personal health problems, death in the family, jury duty, etc. An EX is reflected on the student’s transcript; a pattern of corrected EXs on the transcript will suggest to most evaluators that the student is not able to meet deadlines or to fulfill work commitments. An EX should NOT be requested simply because the student would like more time to finish assigned course work, or because additional time would allow the student to produce a better term paper. When considering a request for an EX, faculty may request appropriate documentation that an emergency situation exists.
If the request for an EX grade is not approved, the instructor will assign a grade based on the student's record relative to the entire body of work assigned in the class, including the final examination or paper. The grade assigned may be a letter grade, or AB (Absent from the final exam without an acceptable excuse). If not changed by the instructor, the grade of AB counts as an F when calculating the GPA.
If the request is approved, student, instructor, and advisor should complete a departmental “Graduate Student Request for a Grade of Incomplete (EX)” form available from the SIP webpage. This form will be kept in the student’s file.
An EX grade given in the fall term must be replaced by a letter grade no later than the Reading Day of the spring term, and an EX grade given in the spring or summer term must be replaced by a letter grade no later than the Reading Day of the fall term. Failure to complete the work within this timeframe automatically results in a grade of F by rule. If the student does not maintain continuous enrollment, the excused grade becomes an F by rule after one calendar year.
Students should plan their schedules very carefully in order to ensure that they will be able to successfully complete all course requirements by the designated deadlines.
3.3 Criteria for Determining Satisfactory Progress
Students will be considered to be making satisfactory progress if all of the following minimal criteria are met:
1. Overall GPA is consistently above the minimum, 3.0;
2. The student has no outstanding EX grades from a previous semester, and no pattern of requesting EX grades for reasons other than those outlined in 3.2;
3. The student has consistently complied with departmental regulations regarding the maintenance of a full-time course load, as outlined in 2.2;
4. The student is not encumbered from registration by the Graduate College and has not been put on probationary or limited status by the Graduate College;
5, The student has consistently planned her or his coursework in consultation with the advisor, as reflected on the Coursework Checklist;
6. The student’s overall “timeline” for completion of the degree is commensurate with Graduate College and departmental time limits for support.
It should be noted that a student’s progress may be reviewed at any time. If a student is judged not to be making satisfactory progress, he or she will be notified by the Director of Graduate Studies according to the policies established by the Graduate College. Continued unsatisfactory progress may result in revocation of financial aid, change to limited status, and/or dismissal from the program.
4.0 COURSE AND THESIS CREDIT
UIUC Graduate courses are currently designated by a 400- or 500-level number (e.g., SPAN 510, ITAL 550, etc.). Courses at the 500-level are designed exclusively for graduate students. Courses offered at the 400-level are open to graduate students and to advanced undergraduate students. The number of hours assigned to 400- and 500-level courses varies. Degrees are awarded based on the total number of hours completed and not total number of courses.
The M.A. degree requires 32 graduate hours of credit in formal coursework; the Graduate College requires that at least twelve of these hours must be earned in 500-level courses. Of the twelve hours of 500-level coursework, four may be earned by completing SIP 571; the other two must be taken in the major field (i.e. Hispanic/Italian/Portuguese literature or linguistics). Courses taken as Independent Studies (SIP 595) do not count for these purposes.
Each SIP program determines its own coursework requirements. Please consult the detailed program descriptions in the Appendix for more details. In addition, each student who is awarded a teaching assistantship must successfully complete SIP 571 during the first semester of the assistantship (see "4.4 SIP 571").
An M.A. thesis is not required.
Students are advised to select courses judiciously, in consultation with their advisors. (See Section 2.4. “Breadth and Depth in Coursework").
Independent Study (595) courses do not normally count toward the 32 minimum required hours. Exceptions may be made for the Italian and Portuguese sections.
The Ph.D. degree requires at least 64 hours of graduate credit beyond the M.A, of which at least 32 hours must be in formal coursework (i.e., 400- and 500- level courses) taken in residence on this campus. It should be kept in mind that the above required number of hours in coursework represents a minimum and that students may be asked to take additional coursework if deemed necessary, usually in order to make up entrance requirements. (See individual program descriptions.) Independent Study (595) courses do not count toward the 32 minimum required hours of formal coursework, with the exceptions outlined in Section 4.2. For the remaining hours, a student enrolls in 599 thesis credit once they have scheduled their preliminary examinations. In order to comply with U.S. immigration laws, international students should register for zero or more hours of 599 until the thesis is deposited.
For additional information regarding your particular program within the department, see individual program descriptions in this document.
SIP 571, "Proseminar in Foreign Language Teaching," is required of all new Teaching Assistants whether they enter the Department at the M.A. or Ph.D. level. The course carries four hours of graduate credit and counts toward minimum coursework requirements. Since this course provides essential training in the methodology employed in SIP programs, as well as preparation fundamental to your professional development, the requirement will not be waived for any reason.
4.5 SIP 595 (Independent Study)
Special Topics SPAN 595, ITAL 595, and PORT 595 are electives designed primarily for Ph.D. level students. The intent of a 595 independent study is to pursue individualized work with a faculty member in order to explore topics not offered in regular coursework. Since independent work done under the 595 rubric is supplemental to the student's overall requirements of 32 hours in formal coursework, it does not normally count towards the minimum credit requirements, except as outlined in 4.2. above.
During the semester in which they present M.A. exams, students holding fellowships, students with 1%-24% assistantships, students without assistantships, and students with "stand-alone" tuition waivers may register on an S/U basis (Satisfactory/Unsatisfactory) for four hours of SIP 595, IF they have completed or are completing their coursework requirement. This course will be dedicated to study for exams. Ph.D. students who have completed their formal coursework may register for 595 (Independent Study) with their thesis advisor and/or other faculty member in order to prepare for the preliminary exams and to draft their thesis proposal.
Before the student registers for SIP 595, the student and faculty instructor must complete a departmental Petition for Approval of 595 Special Topics (Independent Study) form detailing the nature of the study, proposed readings, and the method of evaluation. [See Appendix: “Petition for Approval of 595 Special Topics (Independent Study)".] This petition must be completed and approved by the DGS and the Department Head no later than the second week of classes. The purpose of the petition is to provide a record of research done under the SIP 595 rubric.
Doctoral students may register for SIP 599 Thesis Research after a faculty member has agreed to supervise the student's dissertation and they are ready to schedule their preliminary examinations. Once credit requirements have been satisfied and the preliminary exams have been scheduled, international students MUST register for at least 0 hours of 599 until the thesis is deposited, in order to comply with U.S. immigration regulations.
4.7.1 M.A. Students
The Graduate College allows students enrolled in an M.A. curriculum to transfer up to 12 hours of graduate-level coursework with grades of A or B from other institutions. Students must complete the Graduate College petition form and obtain departmental approval for the transfer before the Graduate College will consider it. The Graduate College will not approve transfer credit for coursework applied toward any degree other than the M.A.
4.7.2. Ph.D. Students
Students enrolled in a Ph.D. program must complete all 64 hours at the University of Illinois (see "4.3 Ph.D. Required Hours"). The Graduate College does not accept transfer credits at the doctoral level. The Department, however, considers prior coursework when advising a doctoral student's plan of study. That is, at its discretion the department may waive required course work for students who have completed equivalent course work elsewhere. However, such waivers do not change the requirement to complete the 64 hours at the University of Illinois.
4.8.1 M.A. Exam Reading Lists
M.A. Exam Reading Lists are available for most areas on the SIP webpage. Students are encouraged to consult the reading lists immediately upon arrival on campus, in order to better plan their coursework.
Students in Italian compile their M.A. Exam Reading Lists in consultation with the Faculty in Italian. The reading lists need to reflect a combination of canonical works and texts read during the student’s coursework. Sample lists are available on the departmental website. Students must finalize their lists for all exam areas by the end of the semester before their M.A. examination.
4.8.2. Ph.D. Exam Reading Lists
Ph.D. reading lists are made up by individual students in consultation with their advisors and committee members. Final reading lists for all exam areas must be approved by the faculty members administering the exam in each area by the end of the semester before their preliminary examination dates (see section 5.4.2).
5. EXAMS AND OTHER PROGRAM REQUIREMENTS
5.1. M.A. Examinations
5.1.1. All programs
(Students pursuing the MA concentration in Spanish Linguistics can choose between this option and the research paper option described below in 5.1.2)
The Masters Examination consists of 3 written examinations for Spanish and Italian Studies and 4 written examinations for Portuguese, each part of which is of 2 hours duration. The examinations are administered on 2 consecutive Fridays toward the middle of the spring semester from 10:00 a.m.-12:00 noon and from 2:00 p.m.-4:00 p.m. Exact dates of the M.A. exams are announced during the fall semester.
Before registering for the M.A. exams, each student should meet with their advisor in order to review the student’s file to confirm that all coursework requirements will have been fulfilled by the end of the semester in which exams are taken.
In order to register for the M.A. examination, a student must fill out the appropriate SLCL request form and specify the 3 or 4 examination areas (see the SLCL Graduate Student Services website or Appendix A: “Request to Schedule M.A. Exam"). This request must be approved by the advisor and submitted to the Graduate Student Services Office (3070 FLB) at least three weeks before the first exam date. Exam results are usually available by the end of the spring semester. Students should plan to take the M.A. Examination during the fourth semester of studies.
5.1.1.2. Evaluation
Each individual examination will be weighted equally and graded using the following system:
A+ (4.00) B+ (3.33) C+ (2.33) D+ (1.33)
A (4.00) B (3.00) C (2.00) D (1.00) F (0)
A– (3.67) B– (2.67) C– (1.67) D– (.067)
Every exam is evaluated by two faculty members. For each exam, the scores of individual faculty evaluators will be averaged.
To pass the M.A. examination, a student must earn a minimum of 9 points total (for 3 exams) or 12 points total (for 4 exams), with no grade lower than a “C.” For example, A (4.0) + B (3.0) + C (2.0) = 9 points = pass, but A (4.0) + B (3.0) + D (1.0) = 8 points = no pass. In the event that a student fails to earn the minimum number of points, one retake per examination area will be allowed. Note that all retakes must be completed concurrently and within one year of the original examination date. Students must re-take exams within the original fields. (See Appendix A: "M.A. Examination Results").
5.1.2. M.A. in Spanish with Concentration in Spanish Linguistics: research paper option
The MA examination consists of 1 research paper
The purpose of this paper is to test the graduate student’s ability to conduct independent research and analysis in linguistics. The paper must deal with a topic of significant scholarly interest as determined by the standards of the sub discipline.
Length: typical length for a journal article, not to exceed 10,000 words, excluding references, tables, figures, appendices.
The paper will be evaluated in accordance with the following criteria:
- Content: the student should show knowledge of the relevant literature on the topic, both seminal and most recent.
- Argumentation: there has to be a close connection between theoretical assumptions, research questions, hypotheses, and empirical facts. The student must be able to express clearly how the data obtained support the research questions and hypotheses.
- Data: The student has to be able to select or collect the appropriate data that will be used to support the main argument of the paper. This may include databases, experiments with human subjects, interviews or previously published data.
- Originality: The student has to be able to articulate the contribution of the study to the discipline. The study can be innovative in a number of ways: by studying something that has not been studied before, presentation of new data, use of a different methodology or subject population to tease apart competing accounts of a particular phenomenon, modification of a current theory based on new data, etc.
- Format: The paper must be superior in quality to a typical “A” paper for a course. It must be publishable in an edited volume or mid-tier journal (before revisions). It must be well written and organized, following the standard organization for typical papers in the field/sub discipline, with no typos and grammatical errors. The references must be accurate and follow standard formatting style for the discipline. For example, those working in second language acquisition must follow APA style.
Procedure
- The student must choose a topic for each paper and have it approved by the advisor. A faculty member must agree to supervise each paper.
- A 3-member evaluation committee is formed.
- A short description of the papers is circulated among the members of the committee for approval. (The signed, approved topic description is part of the form students complete for their MA/PhD exams and becomes part of their file.)
- The supervisor of each paper must provide active supervision during the research and writing process, reading and commenting on drafts in a timely manner.
- Student must hand in final PhD papers by the deadline decided by the committee and communicated to the student by the advisor. The deadline for MA papers is the last day of MA exams (2nd week after spring break). MA and PhD papers are handed in to Mary Ellen Fryer for processing.
- Two weeks after papers are submitted; committee members must meet and decide whether the paper meets the standards set by the department. Possible outcomes are
- pass the paper(s)
- award one or both papers conditional pass, pending further revisions to be completed in 4 weeks
- fail the paper(s)
- Students receive in writing extensive feedback on the paper(s) from the 3 members of the committee (1-3 pages from each evaluator), similar to the feedback editors and reviewers of journals provide to authors.
- Students should receive the outcome of the exam in writing no later than 4 weeks after the exam was handed in for evaluation.
5.2. Internal Admission to the Ph.D. Program
To be admitted to the Ph.D. program, SIP M.A. students must apply to the doctoral program during their last year of study, although they need not pay a new application fee. The only new documents a student must produce in order to apply to continue from the M. A. to the Ph. D. program are a clear Statement of Purpose and a writing sample; i.e., research paper. The student’s file will be evaluated by all regular members of the graduate faculty who teach in the student’s general area of study (e.g. Hispanic literatures). The area faculty’s recommendation regarding admission to the doctoral program is presented to the Graduate Admissions Committee for a final decision.
The Statement of Purpose, which should occupy no more than 2 double-spaced pages, should outline the areas of research interest, provide a thoughtful rationale for the significance of the proposed doctoral research, and explain how the research areas may best be explored within this particular Department. The Statement is by no means to be interpreted as a binding contract or a draft for a dissertation proposal; rather, it is designed to demonstrate seriousness of purpose and intellectual maturity. The Statement of Purpose and the writing sample should be forwarded to the Graduate Student Services Office (3070 FLB) by the same deadline followed by non-departmental prospective students. (Electronic submission is fine.)
In making the admissions decision, the Graduate Admissions Committee will consider the following:
1. The student’s Statement of Purpose;
2. Assessment by the area faculty of the student’s performance and potential to succeed in SIP’s doctoral program;
3. The grade record to date;
4. A writing sample (i.e., research paper).
Admissions decisions should be conveyed by the DGS to internal doctoral applicants at the same time as to outside applicants pending the results of the MA examinations.
5.3. Stages of the Doctoral Program
The Graduate College divides all doctoral programs into three separate stages, as follows:
Stage I: The M. A. degree or equivalent. At the end of Stage I, the progress of each doctoral student must be formally evaluated by the Department and the result of the evaluation communicated to the student in writing. This review must take place no later than the end of the second year of doctoral study; in SIP, it takes place at the end of the first year. Minimal evaluation criteria are listed in Section 3.3. The review may result in one of three decisions:
a. Student’s progress is satisfactory; the student may continue in the program and proceed to Stage II;
b. The student may continue in the program on probationary status, in which case another review will take place at the end of the third semester of doctoral work;
c. The student may not continue in the program.
Stage II: One or more additional years of coursework and research carried out in preparation for the preliminary examinations and fulfillment of any other program requirements. A SIP student leaves Stage II and proceeds to Stage III (ABD status) after having successfully fulfilled all program requirements (including the language requirement, if applicable), passed the preliminary examinations), and successfully defended the dissertation proposal (the Oral Exam).
Stage III (more commonly known as “ABD–—All But Dissertation”): Research and other activities culminating in the deposit of the approved dissertation and the final oral defense of the dissertation (the Final Examination). See criteria above for admission to Stage III status.
5.4. Ph.D. Foreign Language Requirement
Students in all SIP doctoral programs must demonstrate reading proficiency in TWO languages in addition to English and the language of specialization. The choice of languages should be relevant to the student’s field of study. For students in Spanish, Portuguese is recommended. Proficiency may be demonstrated in several ways, including:
a. Successful completion (with grade of B or better) of two graduate courses designated as “Reading Knowledge for Graduate Students.” (Note that these courses do NOT earn graduate credit.)
b. Passing a reading proficiency exam administered departmentally (for example, both the Department of French and the Department of Germanic Studies administer reading proficiency exams).
c. Successful completion of the equivalent of third semester level language at the undergraduate level.
d. Successful completion of advanced college-level coursework where the medium of instruction was the foreign language (e.g: coursework done at an institution where the dominant language of instruction is neither English nor the language of specialization).
It is important that the fulfillment of this requirement be documented in the student’s file, e.g. by entries on the transcript, written correspondence from the DGS, written records of results of proficiency exams, etc. Fulfillment of this requirement should also be recorded on the Coursework Checklist and confirmed by the DGS before the student may proceed to Stage III of doctoral studies.
Students may opt to substitute one language with three courses, successfully completed with a grade of B or better, constituting an additional “outside field.” For these purposes, an “outside field” is defined as one not normally covered by regular departmental coursework or standard exam fields. For instance, courses taken in fulfillment of the Women’s Studies Graduate Minor or the SLATE certificate would constitute an outside field; courses taken in Hispanic Morphology would not. Such substitution must be requested in writing, approved by the advisor and the DGS, and documented on the transcript.
The Languages requirement must be fulfilled before a student may proceed to Stage III of the doctoral program (ABD status).
5.5. Ph.D. Preliminary Examinations
5.5.1 General Information and Committee Formation (all programs except specialization in Spanish or Romance Linguistics)
The Graduate College requires that each doctoral student undergo an examination or some other review of progress at the end of Stage II of the doctoral program (i.e. when coursework requirements have been fulfilled). In SIP, the written preliminary examinations, along with the defense of the dissertation proposal (the Oral Exam), serve as a bridge between Stage II of the doctoral program, during which coursework requirements are fulfilled; and Stage III, better known as the A[ll] B[ut] D[issertation] stage. As such, the written preliminary examinations are intended to gauge whether a student is prepared to begin work on the dissertation proposal, as well as to help the student to begin that work. All three exam areas should work together to create an intellectually coherent field of scholarly pursuit, but, together, they should also demonstrate versatility and scholarly competence in a field of study that extends beyond the specific topic of the dissertation.
The preliminary examinations are administered by the student’s Examination Committee. The Graduate College specifies the following requirements for the formation of the Examination Committee and the Dissertation Committee:
a. The committee must have at least 4 faculty members;
b. At least three of the committee members must be current members of the Graduate Faculty;
c. At least two members of the committee must be tenured;
d. The Chair of the committee must be a member of the Graduate Faculty.
In addition, SIP requires the following:
e. At least two members of the committee must be current members of the UIUC SIP faculty.
The Examination Committee is formed by the student in consultation with the advisor. The members of the Examination Committee may serve on the dissertation committee, but the composition may also change. Typically, the advisor serves as the Chair of the Examination Committee, and then as the dissertation director, but these three roles may also be played by different faculty members.
Preliminary and final examinations must be planned well in advance, in close consultation with all committee members; exam dates must be agreed upon by all affected faculty members. A student must complete all prelim exams within one semester (i.e., within a 15 week time frame). Students should plan to finish their last written exam by at least one month before the end of the semester, in order to allow time for faculty to evaluate the exams, to determine whether the student may proceed to the Oral Exam (the defense of the dissertation proposal), and to schedule the Oral Exam to take place before the end of the semester. Students should not expect to schedule any part of the preliminary or final examinations once the fall or spring semester has ended, or during University holidays or vacations)
5.5.2. General procedure
Once a student has determined a potential dissertation topic, and a faculty member has tentatively agreed to direct the dissertation, the student will confer with the advisor in order to identify potential members of the examination and dissertation committees. The student then will draw up a short description of the proposed project, attaching relevant bibliography. The text of the Project Description should not fill more than ten double-spaced pages. With the advisor’s approval, this description will be circulated to all potential exam and dissertation committee members.
The student will confer with all members of the proposed committee in order to ascertain their willingness to serve on the committee, and to determine the three areas in which she or he will be examined. (See the section “Exam Structure” below for a detailed explanation of the structure of the exam areas.)
Definitive reading lists for each exam area will then be constructed by the student and must be approved by the faculty member(s) responsible for each exam area. Reading lists, which may be based on the bibliography attached to the short Project Description, must be finalized by the end of the semester before exams will be taken. The written exams will be based upon these reading lists. The student will have one week to complete each exam at home, and will be expected to attach an appropriately-formatted bibliography of all works referred to in the exam answer.
Only committee members will participate in the writing and grading of the exams. Each exam will be evaluated by at least two committee members. Within three weeks of the completion of the last exams, the exam committee determines whether: a) the student has passed all exams and may proceed to the drafting of the dissertation proposal; b) the student must fully or partially rewrite one or more exams; or c) the student has failed one or more exams and may not rewrite the failed exam(s). The decision of the committee must be unanimous. All re-writes must be completed by the end of the next semester. The DGS will communicate the grades on all exams to the student. The committee chair will provide a written summary of the committee’s feedback to the student (with copy to all committee members). The written feedback should include committee members’ comments on the exams, as well as an explanation of the grade on each exam. In cases of outstanding performance on all three exams, the committee may elect to recommend that the student’s performance on the written exams be awarded the designation “With Honors.”
Once the student has passed all three written exams, she or he proceeds to the preparation and defense of the dissertation proposal (the Oral Exam). (See section 6.2.1. for more information on the dissertation proposal.) Immediately following the proposal defense, the committee decides on one of the following outcomes: a) pass (the student is ready to begin writing the dissertation); b) re-examination (the student is not ready to begin writing the dissertation and needs to re-write the proposal and defend it again); 3) failure.
Successful performance on the dissertation proposal defense (the Oral Exam) marks the end of Stage II and the entry into Stage III of the doctoral program
5.5.3. Preliminary Examination Structure
Three written exams, as follows:
1. One exam focused on the dissertation topic and the theoretical readings to be used in the dissertation. The purpose of this exam is to gauge whether the student has read and thought carefully enough about the proposed dissertation topic to begin the drafting of the dissertation proposal. Ideally, this exam will serve as a starting point for the writing of that document.
2. One exam in the general field of the dissertation topic, as defined by the profession. This exam should demonstrate that the projected dissertation topic is well situated within a secure knowledge of the general field that will define the student’s area of professional specialization.
3. One exam on a related field. The third exam is intended to contribute to the student’s preparation for the dissertation, while also reflecting intellectual breadth. As such, it must address an area of study outside the immediate field of the proposed dissertation topic, and the general field to which it belongs (i.e. exams 1 and 2 above). In most instances, this will be another geographical area, a different chronological period, or another field within the discipline.
5.5.4. Specialization in Spanish or Romance Linguistics within the PhD in Spanish
The exam structure is the same as outlined above in 5.1.2 for the M.A. in Spanish with Concentration in Spanish Linguistics. The only difference is that two research papers are required instead of one. Each of the two papers may be supervised by a different faculty member and may be graded by a different committee.
5.5.5. Paperwork for Preliminary Examinations
The paperwork involved in the scheduling and evaluation of the written prelims is as follows:
1. The student and advisor complete and sign the "Ph.D. Coursework Checklist" (available from the SIP webpage) and forward it to the Director of Graduate Studies for final approval. This should be done at least three weeks before the first exam is scheduled, and ideally the semester before. This will allow time to make sure all program requirements have been fulfilled before the exams are scheduled.
2. In consultation with the advisor and with all members of the prelim committee, the student determines the dates on which each of the three exams is to administered. (The student will be given one calendar week to complete each prelim exam at home.) Students should not expect to schedule any part of the preliminary or final examinations once the fall or spring semester has ended, or during University holidays or vacations. The student then completes the “Request to Schedule Ph.D. Exam” form available from the SLCL Graduate Student Services webpage, which is then approved by the advisor and returned to the departmental Graduate Student Services Office (3070 FLB). [See Appendix.] Once exams are scheduled, changes can only be made if agreed to by all affected members of the Examination Committee. The Chair of the committee must notify the Graduate Student Services Office (3070 FLB) in writing of any changes.
3. Written examinations are evaluated by committee members and one of the following outcomes is assigned for each exam: PASS, REWRITE the exam [or a portion of the exam]; or FAIL, without an opportunity to rewrite the exam. Outcomes of the three exams are communicated by the prelim committee chair to the Director of Graduate Studies on the Ph.D. Written Preliminary Examination Results form. (See Appendix.) All re-writes must be completed before the end of the following semester.
6.0 THE DISSERTATION
As noted in 5.4.l, the members of the Examination Committee may also serve as the Dissertation Committee, but this is not mandatory. Students who, in consultation with their advisors, decide to change the composition of the Examination Committee for the purposes of dissertation must adhere to the guidelines established by the Graduate College and the Department: the committee must have at least four voting members, of whom at least three must be current members of the Graduate Faculty, at least two must be tenured, and at least two must be current members of the SIP faculty. In addition, the Chair of the Dissertation Committee must be a current member of the Graduate Faculty.
Students who change the composition of their committees should, in consultation with their advisors, fill out a new “Request for Appointment of Doctoral Examination Committee” form (available from the Graduate Student Services Office – 3070 FLB) in order to record the change. In regard to the selection of faculty members for the dissertation committee, the Graduate College notes that committee members “should be chosen for their expertise in the student’s research area, but may also be chosen to give diversity in viewpoint, methodology, or academic discipline” (Handbook, Chapter 6 B). This may be achieved, for instance, by including faculty members from other sub-disciplines within the department or from other departments, or faculty members who represent theoretical or methodological orientations different from those represented in the dissertation.
6.2 Dissertation Proposal and Defense
6.2.1 The Proposal (end of Stage II)
The proposal should be prepared under the guidance of the Dissertation Director. Each departmental program sets its own specific guidelines and requirements for the dissertation proposal. Students should consult with their advisors regarding these guidelines. What follows is a general description of expectations for the dissertation proposal.
The author of a successful dissertation proposal poses, as clearly as possible, the research question(s) to be addressed in the dissertation, and provides a coherent and convincing rationale for the significance of the proposed research. She or he places the research question within the context of existing scholarship, indicating the original contribution the project will make to this scholarship. The author explains what methodology (or theoretical orientation) will be used in order to approach and explore the research questions and why this methodology has been chosen. Crucially, the author states a clear position on the central issue to be explored, which sets apart his or her initial perception of the problem from those advanced in previous research.
An annotated outline of the projected chapters of the dissertation is very useful in that it not only indicates the scope of the project, but also traces the logic to be followed in exploring the research question. A preliminary bibliography is typically attached to the proposal; this may include not only works already consulted, but also works not yet read but which promise to prove relevant and useful. The relevance of each work cited in the bibliography should be clarified in the proposal.
Appropriate length of successful proposals varies; students should confer with their Dissertation Directors about this. Typically, however, successful proposals consist of about 15-25 double-spaced pages, not including bibliography.
The dissertation proposal should demonstrate that the author has thought carefully and read widely and intelligently about the proposed project. It should persuade the reader of the significance, if not the urgency, of the project. The reader should also be convinced that the project can capably be carried out within the year or so normally dedicated to the dissertation.
The proposal, however, is not to be confused with the dissertation abstract, which is written once the dissertation is completed and which succinctly summarizes the conclusions reached in the dissertation. In the dissertation proposal, typically the emphasis is on questions asked and on ways to form or consider answers to those questions—not on the author’s answers themselves.
6.2.2 The Proposal Defense: Procedure
The student must consult with each member of the dissertation committee in order to set a tentative date for the proposal defense. Students should not expect to schedule the proposal defense to take place after the fall or spring semester has ended, or during University holidays or vacations.
At least 15 working days (3 weeks) before the proposal defense date, the Dissertation Director and student must complete the relevant areas on the “Request to Schedule Ph.D. Exam,” available from the SIP webpage, and forward it to the Graduate Student Services Office (3070 FLB). Note that although this form will have already been started at the written preliminary examination stage and kept on file in the Graduate Student Services Office, it will need to be updated with the new information for the Oral Exam (the defense of the dissertation proposal).
When planning the date for the defense, it’s important to keep in mind that each member of the Dissertation Committee should receive a copy of the final version of the proposal at least 10 working days (two weeks) before the scheduled proposal defense. Some committee members may require more time to read and evaluate the proposal. The dissertation director must approve the final version of the proposal before it can be distributed to committee members, so the student should plan to give the director an initial draft of the proposal well in advance of the targeted defense date. Many students also find it useful to discuss the proposed research with individual committee members before the defense.
The dissertation proposal defense serves as the first formal meeting of the dissertation committee. As such, it provides the student and the committee members with an opportunity to meet to discuss the proposed dissertation project in detail. The student may elaborate on the proposed plans, and committee members may suggest, or request, productive modifications of the plan set out in the proposal. In this sense, the student “defends” the proposed project, but the exercise is most productive when viewed as an opportunity for the student to receive intensive feedback and guidance.
On the day of the proposal defense, the Dissertation Director should retrieve the Department’s Dissertation Proposal Defense Results Form from the Graduate Student Services Office. Upon completion of the proposal defense, the Committee uses the departmental Dissertation Proposal Defense Results form to record the outcome of the defense: PASS (the student is ready to begin writing of the dissertation with the modifications agreed upon during the proposal defense); REWRITE (the student is not ready to begin writing the dissertation and must revise the proposal and defend the new version); or FAIL. When the student is required to rewrite the proposal, the committee must agree upon a date for the REEXAMINATION.
Upon successful completion of the dissertation proposal defense, the student proceeds to Stage III of doctoral study, assuming that all other program requirements have been fulfilled.
6.3 Ph.D. Final Examination (Dissertation Defense)
A Final Examination (also referred to as the "dissertation defense") evaluates a Ph.D. candidate's ability to conduct advanced research as demonstrated by a completed Ph.D. thesis. The Final Examination is conducted by the complete Dissertation Committee.
6.3.1 Procedure
The standard procedures for Final Examination are as follows:
1. When the Dissertation Director has determined that the dissertation is nearing completion, the Director and student should consult with all committee members in order to determine a mutually agreeable defense date. When scheduling the defense (or the Final Examination), it should be kept in mind that the Dissertation Director must approve the final version of the dissertation before it can be distributed to committee members; and that a complete copy of the final version of the dissertation must be provided to all committee members at least 30 days (four weeks)—excluding Winter Break--before the scheduled defense. Some committee members may require more time for the reading and evaluation of the final version of the dissertation. Students should not expect to schedule the final examination to take place after the fall or spring semester has ended, or during University holidays or vacations.
2, Once a defense date has been set, the student and advisor should complete the relevant areas on the “Request to Schedule Ph.D. Exam,” available from the SIP web page. This form is used not only to record the composition of the dissertation committee, but also to indicate the date and time of defense and the thesis title. This form must be deposited in the Graduate Student Services Office at least 15 working days (three weeks) before the defense date in order for the final examination papers to arrive from the Graduate College on time. Note that although this form will have already been started at the written preliminary examination stage, updated for the Oral Exam (defense of the dissertation proposal) and kept on file in the Graduate Student Services Office, it will need to be updated once again with the new information for the Final Examination (the defense of the dissertation).
3. A minimum period of 2 hours is scheduled for the defense. On the day of the defense, the Dissertation Director retrieves the appropriate paperwork from the Graduate Student Services Office (3070 FLB). Upon completion of the defense, the Committee determines whether the candidate has successfully passed, must resubmit and defend the dissertation within 6 months, or fails the defense. The Committee completes and signs the Graduate College's Certificate of Result of Final Examination for the Doctoral Degree form, which is then forwarded to the Graduate College for recording. When the dissertation has been accepted by the Committee in final form, the committee members sign the three black-bordered forms, which remain in the student’s file in the Graduate Studies Office until the student requests them when depositing the thesis.
It should be noted that a Ph.D. candidate must be registered during the term in which the final examination (dissertation defense) takes place, even in the rare case that the defense is held during the summer. Petitions for registration in absentia for the term in which the final examination is held will be accepted from students who have passed the preliminary examination, completed the credit requirement, and who have left campus and are making no use of University facilities. The Graduate College will ordinarily approve these petitions for students who fulfill all of the above conditions. For more information, see Section Chapter II C4 of the Graduate College Handbook.
7.0 RESEARCH PROJECTS
7.1 Permission to Use Human Subjects
Because the use of human subjects in research is a privilege that should be carefully exercised, with proper regard for subject confidentiality, ethical practices, and regulatory oversight, each proposed project must be closely reviewed and then approved before the research is undertaken. All SIP graduate students who propose to undertake research projects of any size or scope involving human subjects must submit a completed "IRB-1 Application for Use of Human Subjects in Research" well before the projected date to begin data collection (three weeks is a bare minimum). The IRB-1 form is available on the IRB web site (http://www.irb.uiuc.edu/). The application must include a description of the research, as well as copies of the consent form(s) and any measures to be used. If the research is not externally funded and does not pose more than a minimal risk of harm to participants, the completed application can be reviewed by the Human Subjects Research Review Committee of the School of Literatures, Cultures, and Linguistics. If the research is externally funded or involves more than minimal risk, it must be submitted to the campus IRB at the address shown on the IRB-1 form. Students may wish to consult the IRB web site for more information and for deadlines for submitting applications to the campus IRB. Graduate students should feel free to consult with the Chair of the SLCL Human Subjects Research Review Committee should they have any questions about IRB applications or about the use of human subjects in their research.
7.2 Procedures for the Use of SIP Students as Research Subjects
If the research involves data collection in the classroom, the researcher must obtain permission not only from the IRB (see 7.1 above), but also from the course director (Director of Introductory Spanish Language for SPAN 101/102/122/103), Director of Fourth Semester Spanish for SPAN 141/142, Director of Advanced Spanish Language for courses at the 200-level, Director of Undergraduate Studies for all other courses). In order to receive full consideration, requests should be made in writing by August 1 for data collection during the fall semester, by December 10 for data collection during the spring semester, and by May 5 for data collection during the summer sessions.
No student will be permitted to begin data collection until the Application for Use of Human Subjects in Research has been approved by the IRB. Students should not schedule their data collection until they have received written permission from the Director or course supervisor.
8.0 SIP COLLOQUIA, LECTURES, ETC
The SIP Lectures & Arrangements Committee sponsors faculty lectures and invites speakers from outside the University to address the Department, whether as part of their campus interviews for advertised positions, or simply as invited guests. These lectures provide Department members with an important opportunity to learn first-hand about scholarship and creative work in the profession as a whole, as well as to meet some very interesting people. Graduate students, in particular, are provided with models of professional lectures that may form an important part of their own professional training.
All graduate students are strongly encouraged to attend as many of these events as possible.
9.0 SIP GRADUATE ORGANIZATION (SIPGO)
SIPGO encourages all new and returning SIP graduate students to contribute their time, interests and talents to the development of the Department.
9.1 Purpose and Structure
SIPGO was formed for the purpose of representing the interests of our graduate students. SIPGO is governed by a committee of graduate students from the Department. This governing committee consists of M.A. and Ph.D. students in Spanish, Italian, and Portuguese in linguistics as well as literary/cultural studies. Every effort is made to assure proportional representation by language and program. The Department Head and the DGS regularly consult with the governing committee regarding curricula, policies, and other matters pertaining to graduate studies.
9.2 Elections and Procedures
Elections for the SIPGO governing committee are directed by the outgoing committee, which solicits nominations for new governing committee members. All nominees' names are placed on a ballot according to their language and/or program. Candidates receiving the highest number of votes in each division are elected to the governing committee. When no candidate is nominated to represent a particular language or program, the candidate receiving the next highest number of votes is elected.
The SIPGO governing committee facilitates the formation of special interest committees and the election of graduate students to faculty committees. Special interest committees address a wide variety of issues such as course selection and various department policies. Any graduate student in the Department may propose an issue to be addressed by a special interest committee. Whenever possible, a member of the governing committee will chair each special interest committee.
Some faculty committees rely on the participation of one or more graduate students. The SIPGO governing committee facilitates the nomination of these graduate students to faculty committees. Qualified candidates' names are included on a ballot which is distributed to all SIP graduate students for a vote.
9.3 Meetings
The SIPGO governing committee meets on an ad hoc basis, on the average of once per month. It calls general meetings of SIPGO to discuss elections and committee formation, as well as other relevant issues. Special interest committees meet independently to address their particular concerns. The chair of each special interest committee then reports to the governing committee.
10.0 IMPORTANT DEADLINES AND DATES
M.A. exams: 2 Fridays toward the middle of the semester; dates to be announced.
Ph.D. reading lists and M.A. examination lists in Italian: Approved by professors no later than the end of the semester prior to the exam date.
Application for admission to Ph.D. (Internal): in early December, along with the external applicants
Dissertation Proposal Defense (the Oral Exam): Defense should be scheduled at least 15 working days (3 weeks) before the proposed date.
Final version of the proposal must be distributed to all committee members at least 10 working days (two weeks) before the proposed defense date.
Dissertation Defense (the Final Examination): Should be scheduled at least 15 working days (3 weeks) before the proposed defense date.
A finished copy of the final version of the dissertation, approved by the Dissertation Director, should be in the hands of all committee members at least 30 working days (one month) before the proposed defense date.
10.2 Department Deadlines for Submission of Graduate College Grant and Fellowship applications
Exact deadlines will be announced via email and posted on the Graduate College website (http://www.grad.uiuc.edu).
The following deadlines are very approximate. Please note that department deadlines may be 4 or more weeks earlier than those of the Graduate College to accommodate review at the Department and School levels.
Beginning of the semester: Dissertation Travel Grant applications
September: Conference Travel Grant applications
November: On-Campus Dissertation Research Grant applications
February: Dissertation Travel Grant applications
February: Dissertation Completion Fellowship applications
February: Foreign Language and Area Studies (FLAS) Fellowships
February: Tinker Field Research Grant Competition for Graduate Student Research in Latin America and Iberia
April: On-Campus Dissertation Research Grant applications
Please see the latest Graduate College Academic Calendar
A P P E N D I X
Spanish M.A. Coursework Checklist - Linguistics [PDF] [Word]
Spanish M.A. Coursework Checklist - Literature [PDF] [Word]
Spanish PhD. Coursework Checklist - Linguistics [PDF] [Word]
Spanish Ph.D. Coursework Checklist - Literature [PDF] [Word]
Italian M.A. Coursework Checklist - Italian Studies (Linguistics) [PDF] [Word]
Italian M.A. Coursework Checklist - Italian Studies (Literature and Culture) [PDF] [Word]
Italian Ph.D. Coursework Checklist - Italian Studies (Linguistics) [PDF] [Word] (NB: Graduate applications are not currently being accepted for the program in Italian linguistics)
Italian Ph.D. Coursework Checklist - Italian Studies (Literature and Culture) [PDF] [Word]
Portuguese M.A. Coursework Checklist [PDF] [Word]
Portuguese Ph.D. Coursework Checklist [PDF] [Word]
Romance Linguistics Ph.D. Coursework Checklist [PDF] [Word]
SLATE Coursework Checklist [PDF] [Word]
Change of Advisor Form [PDF] [Word]
Teaching Assistant Duties and Responsibilities [PDF] [Word]
Information for Students Appealing Academic Integrity Cases [PDF] [Word]
Request Form for a Grade of Incomplete (EX) [PDF] [Word]
Petition Form for 595 (Independent Study) [PDF] [Word]
Request to Schedule M.A. Examination
M.A. Examination Results Form [PDF] [Word]
Evaluation of Internal Ph.D. Candidate Form [PDF] [Word]
Request to Schedule Ph.D. Exam
Ph.D. Written Preliminary Examination Results Form [PDF] [Word]
Ph.D. Dissertation Proposal Defense Results Form [PDF] [Word]
IRB-1 Form for Research Involving Human Subjects