JDP Handbook

Welcome to the Joint Doctoral Program (JDP) in Public Health,  a collaborative effort between two academic institutions - San Diego State University (SDSU) and UC San Diego (UCSD) - that originated in 1990. The JDP is jointly administered by the School of Public Health (SPH) at SDSU and the Herbert Wertheim School of Public Health and Longevity Sciences (HWSPH) at UCSD. While there are several joint doctoral programs in place between SDSU and UCSD, there are three with a Public Health focus: Epidemiology, Health Behavior, and Global Health.

As a student in this program, you will complete coursework and conduct research at both institutions. The purpose of this handbook is to guide you through your academic career and research and to supplement the information contained on the College of Graduate Studies (CGS) and UC San Diego Division of Graduate Education and Postdoctoral Affairs (GEPA) websites. Faculty from both universities will serve on your dissertation committees, providing you with extensive exposure to experts with varied interests and proficiencies.

The JDP program directors and coordinators are as follows.

While in the program, you should document your affiliation on all professional citations as follows:
San Diego State University / UC San Diego | Joint Doctoral Program in Public Health

The goal of this program is to prepare graduates for careers in public health research, practice and teaching. Upon graduation, students with a Ph.D. in Public Health will be able to:

• Describe the distribution and determinants of health and disease in populations, and the factors that influence these distributions.
• Describe major national and international health concerns, their established risk factors and other contributing factors for these problems.
• Identify the ethical issues involved with studies of human populations.
• Develop a systematic approach for planning, collecting, processing and analyzing information in research and practice settings.
• Apply appropriate analytic and statistical methods to data generated from a wide variety of public health research.
• Design and implement independent research addressing a public health problem.
• Develop and write fundable research proposals and critique those of other investigators.
• Translate public health research findings into recommendations for specific interventions, health policies, or further investigative research.
• Communicate scientific findings clearly and concisely, both orally and in writing to other health professionals, as well as to the media and broader community.

The First year orientation will be held at San Diego State University (SDSU) for first year students. This typically occurs the week prior to the first week of classes (mid/late August). The orientation information will be sent directly to incoming students by the SDSU coordinator.

The Second year orientation will be held at UC San Diego (UCSD). This typically occurs during Welcome Week (late September). Save the date and orientation information will be sent by the UCSD coordinator.

Helpful information on starting your studies at SDSU can be found at the College of Graduate Studies website. This site includes information about your my.SDSU, Employee ID, registration, fees, financial aid, and other fellowship opportunities at SDSU.

UC San Diego also holds a new graduate student orientation each year which is helpful to attend even while starting at SDSU. Please see the UC San Diego New Graduate Student Orientation guide. For more information on UCSD Student Life, please refer to the UC San Diego GradLife website.

All students are required to be registered at both San Diego State University (SDSU) and UC San Diego (UCSD) throughout the program. Formal program coursework takes two years to complete - first year coursework at SDSU and second year coursework at UCSD.

First year students will enroll in full-time coursework at SDSU, for a total of 24-semester units during the academic year. They will also concurrently enroll at UCSD in 12-quarter units of dissertation research. 

During their second year in the program, students will enroll in full-time coursework at UCSD for a total of 36 quarter units during the academic year. Students must also concurrently enroll in 6 placeholder units of dissertation research at SDSU.

The start and end dates for each quarter at UCSD/semester at SDSU will vary. Please check (and save) the academic calendars for each institution.

SDSU 25-26 Academic Calendar
UCSD 25-26 Academic Calendar

California state law distinguishes between residents and nonresidents for tuition purposes. Under California law, SDSU and UC San Diego must determine the residency status for tuition purposes of all applicants and students.

SDSU

Domestic out-of-state students are required by the College of Graduate Studies to apply for California residency after 366 days of living in California. Instruction for applying for California residency can be found on the SDSU Residency for Tuition Purposes. Here is also a helpful presentation overview of Residency Reclassification. Students are encourage to apply during the summer after their first year.

UCSD

Students seeking classification as a resident for tuition purposes must have established residence in California for more than one year immediately preceding the residence determinate date for the term during which they propose to attend the University. The student must have relinquished any previous residence. The Residence Deputy is the only person authorized to advise on residency matters. Please see the Residence for Tuition Purposes webpage for more information. All inquires should be directed to the Residency Deputy at the Office of the Registrar (residencedeputy@ucsd.edu or (858) 534-4586.

The goal of this policy is to encourage students to complete their doctorates and to stimulate faculty to guide students so they can advance to candidacy and complete dissertations of high quality in a timely manner. Students will receive a letter from the Graduate Education and Postdoctoral Affairs (GEPA) explaining their time limits.  This policyu apples to all students in the Doctoral programs.

Each docotral program has three (3) time limits:

• Pre-candidacy Time Limit (PCTL) - Maximum registered time in which a student must advance to doctoral candidacy.

• Support Time Limit (SUTL) - Maximum time during which a doctoral student is eligible for financial support.

• Total Registration Time Limit (TRTL) - Maximum registered time in which a student must complete all doctoral requirements.

Please note: The Support Time Limit is not the same as the tuition waiver policy. This time limit refers to the maximum time a student is able to receive financial support through UCSD (i.e. GSR, TA, fellowship, etc.)

The default method for the doctoral and master’s committee to conduct graduate examinations (doctoral qualifying examination and final dissertation defense) is when the student and all members of the committee are physically present in the same room. The formal rules for conducting the doctoral examination can be found here.

It is expected that there will be synchronous participation by all committee members in the scheduled exam. If an unavoidable situation arises that affects a committee member’s ability to participate synchronously, the committee chair (or co-chairs) may decide how to proceed. There must be sufficient expertise among present members to examine the student. If a committee member must be absent for the scheduled exam, it is permissible for one absent committee member to examine the candidate on a separate date. The committee chair, or one co-chair, must participate synchronously in the scheduled exam.

1. Complete the Written Qualifying Examination

This written qualifying exam is a comprehensive assessment of program and track-specific competencies and the ability to apply such knowledge. It is in the format of an R01 or R21 grant proposal on a question that the examining committee will set. Students will be given two weeks to complete the initial written proposal. After the proposal is returned to the committee, it will be graded by your Chair and two other committee members (one from SDSU and one from UCSD) within one month and feedback will be sent to the student. If necessary, the student will have one month to revise their proposal. In the case of a failed revision, students will have one additional attempt to pass this exam. (For epidemiology students ONLY, this exam is offered once per year in September. Your track-directors will provide more information.)

The written proposal must be the original work of the student.  The work may be done to help support future research but should not represent previous proposals by the student, or previous work that the student was a part of.  If there are questions about this requirement, the student should discuss it with the committee chair prior to starting the proposal. The proposal should be distinctly different from the planned dissertation project.

General content guidelines for written qualifying exam/grant proposal:

• The proposal should follow current NIH PHS 398 guidelines for the Research Plan including the sections for Specific Aims, Significance and Innovation, Research Strategy, and Bibliography/References.
• Budget and human subjects sections may be required. 
• Other sections including personnel, facility, and preliminary data sections are not required. 
• In contrast to current NIH guidelines, the Significance and Innovation sections of the Research Strategy, while important, are not the focal point of the exam. The Approach section (including design, methods, and analysis) is key.
• Students are strongly encouraged to use overall study concept and/or design figures.
• A justification is required for the use of measures to address the specific aims. Students are strongly encouraged to use the best possible ‘state of the science’ measures appropriate to address the research question.
• A detailed data analysis section is required outlining how each of the specific aims will be addressed.  Include a section on study power (a statistician cannot write this section but may be consulted).
• A study timeline diagram and description should be included.

Guidelines for Examining Committee:

1. The topic of the written exam should be distinctly different from the dissertation, although it can be on the same disease or risk factor (but not both), or on a topic that the student is already familiar with in terms of background literature.  In fact this is preferred, unless there are few relevant articles to review, i.e. the topic is very narrow. For epidemiology students: Students will have the opportunity to select their topic from a predetermined list developed by the examining committee.
2. The committee will come to consensus on whether the exam is be labeled “pass, revise and resubmit, or fail”.
3. Students may meet with the chair to discuss the review prior to developing a point-by-point response and revision of the proposal. 
4. In cases in which the dissertation committee feels that there were very serious limitations on the proposal, the committee may ask the student to rewrite the full proposal.
5. The examining committee will consider the student’s written response to all reviewer comments  and if applicable, the rewritten proposal, prior to coming to consensus on a pass/fail score.

Sections of the Written Proposal: 

1. Specific Aims (1 page)
2. Significance and Innovation (~1 page)
3. Research Strategy (R01 ~12 pages, R21 ~6 pages)
4. Bibliography and References Cited
5. Protection of Human Subjects
   

2. Identify a Chair and a Dissertation Topic Area

Students will identify a Chair and a dissertation topic. The Chair must be a JDP faculty member approved to Chair dissertation committees within the track. Click here to view a list of JDP faculty and their status to chair or serve on the committee. If a student is interested in working with a faculty member who is not currently listed, they should reach out to JDP Program Directors Dr. Strong (UC San Diego) or Dr. Corliss (SDSU). The usual process is to prepare a brief one page description of the proposed dissertation project and consult with JDP faculty to refine ideas.

3. Identify a Dissertation Committee

In consultation with the Dissertation Chair and the Advisory Committee, the student will then select a minimum of four other faculty members to make up the entire Dissertation Committee. Of the five members two members must be from SDSU, two must be from UC San Diego, and one member must be from outside the student’s major department at either SDSU or UC San Diego. For more information on UC San Diego guidelines for forming a dissertation committee, see the Joint Doctoral Committee Membership Table. 

After the Dissertation Committee has been nominated and approved by both Universities, the student will meet with all committee members to discuss their dissertation topic. When the committee members agree to the topic and general plan, the student will write and defend their dissertation proposal.  

Please Note: Students must submit their JDP Committee Composition Form as well as the approval from both track directors to the UC San Diego Graduate Coordinator before proceeding with their dissertation proposal. Candidates must complete required didactic coursework and qualifying exams prior to the proposal defense and advancing to candidacy. The dissertation committee must be approved before formal work can begin on the dissertation. Allow 4 – 6 weeks for the formal Division of Graduate Education and Postdoctoral Affairs approval process once the approved committee has been submitted to the Graduate Coordinator. If it becomes necessary to make changes to the dissertation committee as nominated, the student must request to reconstitute by contacting the UCSD Graduate Coordinator and following the same instructions as the initial approval process.

4. Write the Dissertation Proposal

The dissertation proposal is a detailed description of the proposed research project. At the discretion of the Dissertation Committee, students have the option of submitting a traditional dissertation or a dissertation consisting of three manuscripts (more information in the section below). Students should present this choice as part of the oral qualifying exam. If a student chooses the three manuscript format, each of the proposed manuscripts should be presented as part of the oral exam. The entire committee must approve any subsequent changes in method or manuscript topics. The proposal is a contract between the student and their committee describing the work to be completed. Any changes that occur during the course of the research project must be discussed with, and approved by, the entire Dissertation Committee. The proposal typically includes an abstract, a literature review, a rationale for the proposed study, a detailed methodology section (including study design, data collection procedures, power and sample size calculation, and proposed data analysis plans for the whole project or for each of the manuscripts), and a detailed discussion of the potential strengths and limitations of the research project. Proposals are usually 20 pages in length and may include pilot data (per discretion of the Chair). For an example, please contact the Track Directors.

5. Defend the Dissertation Proposal (Oral Qualifying Examination)

Once students have completed the proposal, they can schedule an oral defense of the proposed research. After selecting a date when all of your committee members can be present, students will need to circulate their proposal at least 10 days prior to the oral exam date. At the oral defense, students will present their dissertation proposal and answer questions from committee members. Typically, students will prepare a PowerPoint presentation to highlight key elements of their proposed research. The presentation should not last longer than 30-45 minutes to allow sufficient time for questions. Successful completion of the oral proposal defense will allow students to Advance to Candidacy. If the committee feels that a student is not adequately prepared to conduct the proposed project, they will be advised of committee concerns and may be asked to re-defend the proposal at a later time.

Prior to the defense, students should submit the JDP-3 (Report of the Qualifying Exam and Advancement to Candidacy) pre-form. Once the student has successfully passed their defense, the Chair should email the SDSU graduate coordinator to initiate the JDP-3 form via Adobe Sign. All committee members will sign this form indicating that a student has passed this milestone. Once this form has been completely processed, the student will be officially Advanced to Candidacy.

Students will be assessed a $50 advancement fee at UC San Diego in their TritonLink account.

1. Purpose and Expectations

Your Ph.D. dissertation must present original research that makes a significant contribution to your field. You are responsible for conducting your project and consulting with your committee as needed.

If your project deviates from the approved proposal, you must seek committee approval before making substantive changes. These requests should include:

• A written explanation of the proposed changes

• A clear rationale for why they are necessary

• An outline of how the methodological rigor of your study will be maintained

The committee may request an oral defense of the proposed changes and can require additional modifications before granting approval.

2. Progress Updates and Meetings

Students are expected to keep their committee informed throughout the research process. To ensure steady progress:

• Submit a brief written update to the entire committee at least every three months. A short paragraph is sufficient.

• Meet annually with your Chair and at least one other committee member to review progress, discuss challenges, and plan next steps.

• During this annual meeting, your committee will complete the required formal progress review form.

3. Drafting and Defense Process

Before you begin writing, you and your committee should agree on a process for circulating dissertation drafts. Some students share early drafts with one or two members first, while others involve the full committee from the start. Regardless of the approach, expect to:

• Submit multiple drafts and revisions prior to the defense

• Allow sufficient time for committee review and feedback

• Receive approval from your Chair before scheduling the dissertation defense

Once your Chair determines you are ready, you will be authorized to set a defense date.

4. Dissertation Format Options

Students may choose between two approved formats, which must be presented during the oral qualifying exam.

Option1: The traditional dissertation follows a conventional structure, typically including an introduction, literature review, methods, results, discussion, and appendices such as data collection instruments or consent forms.

Option 2: The manuscript-based dissertation includes an introduction, three related manuscripts that have been published or submitted for publication, a discussion section, and optional literature review, as well as appendices. If you choose this option, you must be the first author on all manuscripts, and your entire committee must approve each manuscript before submission to a journal. Published manuscripts may be included as reprints with co-author permission, and any changes to manuscript topics or methods must be approved by the committee.

5. Final Steps

Regardless of the chosen format, all students must complete a formal defense of the completed dissertation. Approval from the committee is required to finalize your degree.

There are three deadlines to take into consideration when preparing for graduation.

1. Applying for graduation from SDSU College of Graduate Studies. For fall graduation the deadline is typically early September; for spring, it is end of January.
2. Submitting the dissertation to SDSU College of Graduate Studies must be done by the last day of the relevant semester.
3. Submitting the dissertation to UC San Diego GEPA must be done one day before the last day of the quarter in which the students intends to graduate.

Please Note: Students should choose the earlier of the two deadlines in every case to qualify on both campuses.

899 Club Slides
899 Club Webinar (2024)

Each year students will receive a comprehensive progress review. The evaluation is used to track student's progress through the program. The evaluation for each track slightly varies. Please view your track handbook for more information.

Please Note: Failure to complete the Spring Evaluation will result with a hold on your UCSD account which will prevent registration for the Fall quarter.

The only exemption for submitting a Spring Evaluation are students who have advanced to candidacy that Winter or Spring academic year or will be advancing in the Spring or Summer quarter, when the evaluation is due. Students need to notify both their Track Directors, via email, in either of these cases. 

PhD Time Limits Meanings on Spring Evaluation
Pre-Candidacy Time Limit (PCTL): Maximum registered time in which a student must advance to doctoral candidacy
Normative Time Limit (GNOTL): Period within which students, under normal circumstances, are expected to complete requirements for the doctorate
Support Time Limit (SUTL): Maximum time during which a doctoral student is eligible for financial support (this includes fellowships and ASE (GSR/TA/tutor) positions
Total Registered Time Limit (TRTL): Maximum registered time in which a student must complete all doctoral requirements

SDSU

In support of the mission of San Diego State University, the Center for Student Rights & Responsibilities educates campus community members about the Student Code of Coduct and assists in the development of students as good citizens. Here is more information of the Cheating and Plagiarism Policies.

UC San Diego

The Academic Integrity (AI) Office promotes and supports a culture of academic intergrity in order to reinforce quality teaching and learning at UC San Diego. The UC San Diego Academic Integrity Policy applies to any cases originating on or after September 25, 2023. The University expects both faculty and students to honor the policy. For students, this means that all academic work will be done by the individual to whom it's assigned, without unauthorized aid of any kind. If violations of academic integrity occur, the same Sanctioning Guidelines apply regardless of which policy was effective for that case.

Up to two semesters (SDSU) and three quarters (UC San Diego) of time spent on leave from the program will not count towards the time limits. Additionally, any unexpired time limits will get moved forward equivalent to the number of semester(s)/quarters(s) taken off.  Time spent on an approved leave of absence (LOA) in excess of two semesters (SDSU) and three quarters (UC San Diego) will count toward time limits.

SDSU

Students must request a leave of absence for each semester they wish to be absent. First, an informal meeting of the Chair of the Advisory/Dissertation Committee should take place to discuss options available. To request an LOA, students should get written approval from both JDP track directors (E-mail is preferred) and copy the SDSU JDP Coordinator. Once approved, the student needs to submit the Leave of Absence Request form. An LOA cannot be granted if the student has a registration hold or is still enrolled in classes. If the student is requesting an LOA in the middle of the semester, the student will need to withdraw from the classes prior to going on an LOA.

More information about SDSU LOAs can be found here. 

If a student wants to withdraw from the program, they need to submit a schedule adjustment form. If it is prior to the schedule adjustment deadline, students should submit a Schedule Adjustment form. If it is after the schedule adjustment deadline, students should submit a Late Schedule Adjustment form. 

More information about withdrawing from SDSU can be found here. 

UC San Diego

To request a leave of absence from UC San Diego, please contact the UC San Diego Graduate Coordinator, who will provide and process the form. At the time of the request, students will need to indicate if they are registered or not registered for classes.  When the form is processed and approved by GEPA and the Registrars Office, they will remove the student from classes if needed.  Students should not remove themself from classes. This process is different from what is required by SDSU, please make sure to read the above instructions carefully.

The LOA form must be filed no later than the end of the second week of instruction of the quarter in which the leave is to begin.

Students are not permitted to continue in doctoral status if they have not advanced to candidacy before the expiration of the pre-candidacy time limit (four years), or if they have not completed the program before the expiration of the total time limit (seven years). Students will not be permitted to receive SDSU- or UC San Diego-administered financial support after the expiration of the support limits (6 years).

If a student withdraws and subsequently returns with a completed dissertation, the student may petition the department for readmission. To be eligible for readmission, the student must have been in good academic standing at the time they left the program and must satisfy departmental requirements for readmission. Upon leaving the program, the department may provide a letter specifying the conditions under which the student can be readmitted.

Ph.D. candidacy lapses when a student withdraws from the Ph.D. program. If a previously-advanced student withdraws and is later readmitted, the doctoral committee members are asked if they will continue serving on the doctoral committee; if they will not, the doctoral committee must be reconstituted. Students will be re-advanced to candidacy upon the recommendation of the doctoral committee (who may require the student to retake the oral qualifying examination) and upon payment of the candidacy fee, after which the student can defend their dissertation.

Further Details from GEPA on Leave of Absence and Withdrawals

Procedures: Extension of a Leave

To extend an approved leave of absence, a student must notify the UC San Diego Graduate Coordinator at least two weeks prior to the end of the quarter in which the leave terminates.  An extension requires approval of the department. The International Center must approve a Leave of Absence for all international students.

Procedures: Returning from a Leave

When planning on returning from a Leave of Absence, a student must notify the graduate coordinator of the quarter in which they intend to register. The coordinator notifies GEPA who then reinstates the student. The student cannot register until this is done. Notification of return from a leave can only be given to GEPA by the department.

Employment While Conducting Research

The doctoral candidate is a full time student prior to the successful defense of their dissertation. Normally, employment up to 50% time is permitted for graduate students. It is expected that the remainder of their time is devoted to their studies or research. Therefore, the student should not secure full-time employment until their dissertation is successfully defended. The doctoral candidate should consult their Dissertation Chair to determine the optimal time to start applying to jobs and postdoctoral opportunities.