JDP Handbook

Welcome to the Joint Doctoral Program (JDP) in Public Health, a collaborative effort of two academic institutions, San Diego State University (SDSU) and the University of California, San Diego (UC San Diego) that originated in 1990. While there are several joint doctoral programs in place between SDSU and UC San Diego, there are three with a Public Health focus: epidemiology, health behavior and global health. The purpose of this handbook is to guide you through the next few years and supplement the information contained in the SDSU Graduate Bulletin under General Requirements for Doctoral Degrees.

The JDP is jointly administered by the School of Public Health (SPH) at SDSU and the Department of Family Medicine and Public Health (FMPH) in the School of Medicine, via Graduate Division at UC San Diego. As a student in this program, you will complete course work and conduct research at both institutions. Faculty from each campus will serve on your advisory and dissertation committees, providing you with extensive exposure to experts with varied interests and proficiencies. The program is co-directed by faculty and staff from both institutions (See Appendix B for list of JDP faculty). The JDP program directors and coordinators are as follows.

While in this program you should document your affiliation on all professional citations including memberships, presentations, publications and other professional affiliations as follows:

San Diego State University/University of California, San Diego | Joint Doctoral Program in Public Health

Enrolling at SDSU and UC San Diego

Currently, all students are required to be registered at San Diego State University (SDSU) throughout the program. Formal coursework is two years. In the first year, students will enroll in full-time coursework at SDSU for a total of 24 semester units during the academic year. During the second year in the program, students will enroll in full-time coursework at UC San Diego for a total of 36 quarter units during the academic year. There may be certain financial situations in which students will register at UC San Diego but not enroll in coursework. Please refer to the Policy on Placeholder Unit Enrollment at UC San Diego for more information. The UC San Diego Graduate Coordinator will contact students regarding this.

The start and end dates for each quarter/semester will vary. To check the academic calendars for each institution, use the links below.

SDSU Calendar
UCSD Calendar

SDSU ID

When admitted to SDSU, all students will receive an e-mail with their SDSU ID, which is their official SDSU email address. This SDSU ID is the account username to access my.SDSU. Students will also receive a numerical EMPL ID. The student portal account can be created and activated at: my.SDSU.  Registration and enrollment information can be found on the my.SDSU site above.

UC San Diego ID

The Office of the Registrar will assign a personal identification number (PID) for registration purposes. Enrollment information can be found online at http://www.ucsd.edu/current-students/index.html and is accessed using your assigned PID and password. Orientation is required and will be held at the beginning of the fall semester. The date and times will be emailed from the coordinator.

Policy on Course Enrollment and Placeholder Units at San Diego State University

All students are required to be registered at San Diego State University (SDSU) throughout the program. In year one, students will be enrolled full-time (at least 12 units per semester) at SDSU. After completing SDSU coursework in year one, students will register at SDSU for typically 6 units each semester for the duration of the program, including year two when enrolled at UC San Diego. Students are able to take a combination of additional elective coursework, Research (PH-897), and Special Study (PH-898). When the student plans to defend their dissertation, they will then register for 6 units of Dissertation (PH-899) for that semester only. The College of Graduate Studies covers 6 units of tuition after year one. If students enroll in more than 6 units, they are responsible for paying the additional tuition. Payment of mandatory campus fees will take place at SDSU each semester. Students will receive instructions via email each semester with guidance on enrolling. 

Policy on Enrollment for Placeholder Units at UC San Diego

Students only enroll in placeholder units at UC San Diego if they meet one of the following criteria:

• Employed at UC San Diego (i.e., as GSR or Teaching Assistant)
• Received a stipend from UC San Diego (on a fellowship, T32, F31, etc.)
• Received any other monetary payment from UCSD (received an award, travel stipend, etc.)
• Living in UC San Diego Housing

If students have answered YES to any of the above, they will need to enroll into a 12-unit placeholder course at UC San Diego, even during their first year. This will then allow funds to be released. If students are not registered, it will hold up payments from these UC San Diego sources. The UC San Diego Graduate Coordinator, Carrie Goldsmith, will provide students with the placeholder course to enroll into each quarter via email.

Policy on Enrolling in Independent Study Course at UC San Diego

Students who wish to complete an independent study should first form a plan with the faculty who will serve as instructor of record. Students typically enroll in 2 units for this course. Approvals from the Track Director and instructor of record are required. To request enrollment, students should complete the UC San Diego ISP Form.

**Note: UC San Diego Registration Deadline

**Note that this placeholder unit does not count toward UC San Diego residency requirement.  Please contact Carrie Goldsmith, UC San Diego Graduate Coordinator with any questions about the above criteria or registering for the placeholder.

Keep in mind that UC San Diego is on the quarter system and SDSU is on the semester system, so the starting and ending dates of each quarter/semester are different. Check the academic calendars for each institution at:

SDSU Academic Calendar and UC San Diego Academic Calendar

At SDSU, an orientation and welcome event will be held for first year students typically the week prior to the first week of classes (mid/late August). The date and times will be emailed to incoming students by the coordinator.  At UC San Diego, an orientation will be held at the beginning of the second year, during the Week of Welcome.

Helpful information on starting your studies at SDSU can also be found at the College of Graduate Studies website. Although geared to master’s students, this site includes information about your my.SDSU, EMPL ID, registration, fees, financial aid, and some fellowship opportunities at SDSU. UC San Diego also holds a new grad student orientation each year which will be helpful to attend even while starting at SDSU. Please see the UC San Diego New Student Orientation website to register. In addition, please refer to UC San Diego GradLife website for more information about UC San Diego.

The purpose of this handbook is to guide students through their doctoral program and to supplement the information contained on the College of Graduate Studies website and on the UC San Diego Division of Graduate Education and Postdoctoral Affairs website.

SDSU

Domestic out-of-state students are required by the College of Graduate Studies to apply for California residency after 366 days living in California. Instructions for applying for California residency can be found here and a helpful overview of residency reclassification can be found here. The residence determination dates are September 20 for Fall and January 25 for Spring. Students are encouraged to apply during the summer after their first year. 

Apply by August 1, 2024 to meet the deadline for the summer application period. 

UC San Diego

Students seeking classification as a resident for tuition purposes must have established residence in California for more than one year immediately preceding the residence determination date for the term during which s/he proposes to attend the University. The student must have relinquished any previous residence. The residency deputy is the only person authorized to advise on residency matters. Additional information is available. Inquiries should be directed to the Residence Deputy at the Office of the Registrar residencedeputy@ucsd.edu, (858) 534-4586. For additional information refer the Graduate Division website regarding incoming graduate students.

ID Cards

SDSU

ID cards should not have an expiration date and should indicate doctoral student status. The cost for an ID card is $25.00 and can be paid during registration. For more information and to get an SDSU card click here.

UC San Diego

The Campus ID Card office is located in the new Student Services Center, 402 University Center (Building #931 on campus maps), east of the Administration Complex and southeast of the Price Center. Student Business Services, including the Bursar’s office, occupy the third floor, south wing of the building. The initial ID card is free, but replacement cards cost $15. Students must present a picture ID to have the ID picture taken.

JDP students have privileges at all of the UC San Diego libraries on campus, using their ID. A list of current graduate students is provided to the library each academic year to enable library privileges.

Parking

SDSU has agreed with UC San Diego for reciprocity of the Joint Doctoral Programs that require studies/research/activity at both UCSD and SDSU campuses.For those with UC San Diego permits: Send a UC San Diego parking permit receipt with valid dates and official correspondence that shows participation/acceptance in the JDP to parking@sdsu.edu at least 3 business days before the permit is needed. The reciprocal permit will only be valid for the duration of the UC San Diego permit.For those with SDSU permits: Send an SDSU parking permit receipt to parking@ucsd.edu to receive a 10-day B permit.  Students are able to get a new pass after the 10-day B permit has been used up.

Student Lounge & Dining

SDSU

Lounge: All doctoral students are eligible for a key to the doctoral lounge in PSFA 185. The doctoral lounge has a computer with Internet access and a printer for students to use. To obtain a key, please contact the SDSU coordinator or HT-119 staff from the School of Public Health (SPH) office with your key request(s). Once your key is ready for pick-up, you will receive notification via AdobeSign from Access Control/Key Office. Please bring your SDSUcard (ID) to pick up the key from the Key Office. Do not sign the AdobeSign form until you are present at the Key Office with your SDSU ID card. 

Dining: The SDSU Faculty-Staff Club (FSC) offers a comfortable environment to enjoy a leisurely lunch or just to meet a colleague or friend. The Club is perhaps best known as a place to have lunch. All campus faculty and staff are invited to eat at the facility. However, members receive a discount on their meals. View club facts including cost. The Club is located in the heart of the campus across from the library. View other SDSU dining options.

UC San Diego

Lounge:  The HWSPH Graduate Student Lounge is located in the Student Affairs suite in Pepper Canyon Hall. This room is open for use Monday-Thursday 8am-3 p.m.. Please email hwsphedteam@health.ucsd.edu for access outside of these hours.

Lounge: The Biomedical Library Graduate Student Lounge provides a location for current UC San Diego graduate and professional students to study undisturbed 24 hours a day, 7 days per week, excluding campus closures. Please follow the link above for detail and information on using the study room.

Dining: The UC San Diego Faculty Club is available to graduate students. There is an initiation fee plus monthly dues. All-you-can eat lunches are approximately $13.00. The Club is located west of Geisel Library and provides a nice indoor-outdoor dining experience. For more information online: http://facultyclub.ucsd.edu

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.

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 Conduct and assists in the development of students as good citizens. Information on the cheating and plagiarism policies can be found here. 

UC San Diego

The Academic Integrity (AI) Office promotes and supports a culture of academic integrity 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.

Mentorship in the Public Health JDP takes many different forms. Junior students receive guidance from students who are further along in the program; students collaborate and learn from instructors. For the purpose of this handbook, the Mentor/Student relationship is a key relationship in a student’s program; and we would like to offer guidance to enhance this experience. 

The NIH offers guidelines for students and trainees to build a strong working relationship with your committee chair and/or your direct faculty supervisor for research activities. There are four key components for students: understand and establish expectations, integrate into your research group, develop a network of mentors, and know where to turn when issues arise.  

1. While formal mentorship agreements are not required in the Public Health JDP, having conversations early in the mentor/mentee relationship can help students and mentors understand and establish expectations for both parties. Discussing goals, obstacles, learning styles and communication styles is highly encouraged. 
2. Integrating into a new research group can be an uncertain and frustrating time. Some tips for success include stress management, observing research group culture, finding the “helpers” and having conversations within and outside of this community. 
3. Your primary research mentor is not the only mentor you will have in the program. It is crucial for students to develop a team of people as there is no one person who can meet all mentoring needs. Students will have formal advisory committees, full doctoral committees, track and program directors to help with their mentorship needs. Depending on a student’s individual needs, mentorship can also come from other experts in classroom or research. The JDP recommends reaching out to faculty whose guidance may be of particular assistance to each individual student. Students may find mentors who have different research areas, but shared life experiences are also worthwhile relationships to build. It’s important to not just have mentors with expertise in your field but also have gaps in mentorship knowledge filled with other advocates and mentors.
4. The Program always hopes that there are no major issues in your relationship with your research mentor but recognize that there are instances where conflicts arise.  Knowing where to turn when there is a concern with your primary mentor or if you are experiencing negative interactions in the research group as a whole can make all the difference. The NIH states: Disagreements and differences of opinion are a part of all workplaces, even healthy ones. Your success depends on your ability to develop healthy relationships with peers, colleagues, and supervisors. This requires the development of skills to set boundaries and have high-stakes, or difficult, conversations. High-stakes conversations can be complicated by differences in communication styles, the level of assertiveness of the parties involved, and the influence of hierarchy. Furthermore, when people are busy and/or stressed their impatience and frustration is more visible, making us feel unsupported when we ask questions and need help. Resources such as track or program directors, program coordinators, university ombudsman all exist to help navigate challenges and offer potential solutions. 

Resources: 

• UCSD Office of the Ombuds
• SDSU Office of the Student Ombudsman
• CIMER (Center for the Improvement of Mentored Experiences in Research) Resources for Mentors and Mentees
• AAMC Group on Graduate Research: Example Mentoring Agreements and Contracts
• Sample Welcome Letter/Agreement 
• Sample Compact Between Student and Mentor Outlining Expectations and Responsibilities

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.

The Graduate Council recognizes, however, that practical exigencies do not always make this possible. Therefore, the Graduate Council will defer to the graduate programs (Department Chair or Program Director) to review requests for exceptions and to make decisions to allow remote participation. The graduate program must ensure that when an exam is approved to be held entirely remote or in a hybrid format (i.e., some members are physically present and some are remote) that the student has agreed to this format.

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 dissertation 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 all committee members 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.

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 Dissertation 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.
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 dissertation 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 ~11 pages, R21 ~5 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 committee composition information 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 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. 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. This is the oral qualifying examination. 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.

When working on any research project while in the JDP, all students must ensure human and/or animal subject concerns have been addressed by having the project approved by the Institutional Review Board (IRB) and following SDSU and UC San Diego policies on the protection of research subjects. All research projects are subject to IRB approval, even secondary analysis of data that have already been collected in some cases. Research projects that involve primary data collection must have IRB approval prior to any data collection.

IRB forms and instructions are available online from each university. IRB approval from one institution will usually allow for the other institution to accept research subjects’ clearance. However, research that is deemed greater than minimal risk of harm is not covered by this agreement and should be submitted to both IRBs.

For additional information, location and maps to the offices, or to obtain online forms:

• For SDSU: https://research.sdsu.edu/research_affairs/human_subjects/smart_irb
• For UC San Diego: http://irb.ucsd.ed and fact sheet for SDSU/UCSD Agreement for JDP/Master’s Degree IRB Review .

The Ph.D. dissertation should consist of original research that adds significantly to the existing state of knowledge in the field. The student is ultimately responsible for the conduct of their research project and should consult with committee members as needed. If the project deviates from the written proposal, it is their responsibility to get approval from committee members; substantive changes from the research proposal require committee discussion and approval prior to undertaking the work. Details of all substantive changes, the rationale for each, and a clear description of how these changes sustain the methodological rigor of the study must be provided to the Dissertation Committee.The committee may require an oral defense of these changes and/or additional modifications in procedures.

During the time that the student is conducting research, they must update the entire committee on dissertation progress at a minimum of every three months until the dissertation defense. This update may be as short as one paragraph and may be general in nature. In addition, the student will meet at least annually with the Chair and a minimum of one other committee member to review progress to date and plans for the upcoming period. The committee will also complete the formal progress review form.

The student is responsible for circulating dissertation drafts to committee members. How drafts are circulated will often vary by committee but the committee should agree on this process before writing begins. Students may choose to work closely with one or two committee members and then circulate later drafts to the entire committee or circulate all drafts to each committee member. Students should recognize that the writing process takes time and should expect that numerous drafts will be circulated prior to defense. When the Chair of the Dissertation Committee feels the student is ready to defend, the student will be notified that they can proceed with setting a defense date.

Dissertation Options

The project may include original data collection. Students who do not have experience with significant data collection are encouraged to include original data collection in their proposal. 

At the discretion of the dissertation committee, students have the option of submitting a traditional dissertation or a dissertation consisting of three manuscripts. The student should present their choice of method as part of the oral qualifying exam. If the student chooses the alternative method, they must also present a discussion of each of the proposed manuscripts as part of the oral exam.  Any subsequent changes in method or manuscript topics must be approved by the entire committee.

For both options, the student must conduct a formal defense of the completed dissertation.

Option 1: The traditional dissertation typically includes the following sections or chapters: introduction, literature review, methods, results, and discussion.  Appropriate appendices, i.e. data collection instruments and informed consent forms, should be included.

Option 2: The alternative dissertation includes:  an introduction, three published or submitted manuscripts, and a discussion.  All manuscripts should relate to the central theme of the dissertation.  Manuscripts must receive approval of the entire committee prior to submission to a peer-reviewed journal. Manuscripts published without the review and approval of the entire dissertation committee cannot be included in the dissertation. Student must be first author on the manuscripts.  Published manuscripts can be submitted as reprints with co-author permission.  A separate literature review is optional. Appropriate appendices, i.e. data collection instruments and informed consent forms, should be included.

The goal of this policy is to encourage students to complete their Ph.D. in a timely manner. The following time limits have been set for this program:

1. Pre-Candidacy limit:     4 years     Maximum registered time in which a student must advance to          Ph.D. candidacy.
2. Tuition waiver limit:       5 years     Maximum time in which a student may have their tuition waived.
3. Support limit:                 6 years     Maximum registered time during which a doctoral student is eligible for support.
4. Total time limit:             7 years     Maximum registered time in which a student must complete all Ph.D. requirements.

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.

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.