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Sample Materials for Setting up Ph.D. Examinations

Following is a "model" set of materials that you can use in the process of setting up your Ph.D. written and oral exams. They are "model" in the sense that you may wish to use them as a basis or reference from which to proceed. You are not required to follow the format suggested. If something about this format is inappropriate, other formats may be devised.

Date:

TO: Professor V
Professor W
Professor X
  Professor Y
  Professor Z

cc: Director of Graduate Studies

FROM: Your name

SUBJECT: Preliminary written and oral exams

The purpose of this memo is to set up a schedule for my preliminary written and oral exams. I have arrived at some tentative dates with (my adviser) who [ordinarily, but not necessarily] will serve as chair of the examination committee.

I intend to take my written exams during the seven day period between (date) and (date). This would require the members of the committee to submit questions to the committee chair no later than (date [seven days prior to beginning of exams]). Committee members then would be asked to read the written exams between (date [end of exams]) and (date [14 days following end of exams]) and return their evaluations to the committee chair no later than (date [14th day following exams]).

Program Requirements state that I write on three questions. These are to be posed by three members from my Ph.D. committee; the selection of the three members from my committee (Professor XX, Professor XX, and Professor XX) has been done by me in consultation with my adviser. Program policy also states that each examiner must provide me some choice as to what I must answer (e.g., two or three questions from which I must choose one). All members of the committee will assess the responses I provide.

Presuming I pass the written portion of the exam, I wish to schedule the oral examination for a two hour time period during the week of (date [24 days following the end of exams, plus or minus]). Thus far the most promising dates in that week appear to be (date, date). Please send me a note informing me of the times you would be available to sit on the oral examination committee.

Attached to this memo are materials that are intended to aid you in formulating questions. They consist of:
(1) a (one / two) page statement outlining my intellectual interests,
(2) a complete list of the courses I have taken, and
(3) a booklist of the texts that are most pertinent to my area of interest and inquiry.

If you believe that there are other important texts that should be added to the booklist, please send a list along with the above-mentioned note.

If you have any questions, please do not hesitate to call (my adviser at 000-0000), the Director of Graduate Studies, or me (000-0000).

Thank you.

Statement

(one to two pages)

During the past three years my intellectual interests have become focused on . . . . In my coursework, I have approached (issues, problematics, etc.) through (theoretical discourses, etc.).

In my M.A. work and Plan B papers I (developed / explored / examined . . . issues / problematics . . .) that (expanded /focused . . .) my areas of interest, thus setting the stage [explain how] for my present work and the course of my dissertation. [If applicable:] In my teaching and (other scholarly activities) I have also worked toward . . . .

For the purposes of the present examination, I have (expanded / defined / limited) these interests to the following (area(s) / foci) of concentration . . . .

Looking beyond this examination, the scholarly project that I propose to undertake for my dissertation will (consist of / focus on / . . . ). The theoretical framework of my project is informed by . . . . The particular problematic on which I will focus is ( . . . ). Scholarly research / analysis to date has focused / concentrated on . . . but not on . . . ; for my own part, I propose to examine / approach the matter through / via the following strategies ( . . . ).

Booklist

On the order of 30-50 books, classified or categorized in a manner that clarifies their relevance to the area(s) of concentration and the dissertation project.

If you have a large number of books, you may wish to separate the list into those for which you will be fully responsible on the exam, and others of which you are aware but which you will consult fully only after the exam.

Course List

List of all graduate courses taken throughout your graduate career, including those for degree work at previous institutions.

For each course give:

Department/Designator name
Course number
Course title*
Instructor

*- if a reading, topics, or independent study course, give a brief descriptive title to indicate what was done.