Doctor of Education Student Resources

• Register for your first courses once registration opens
• Plan your trip to Kelowna (July 15 to 19)
• Attend the summer intensive
• Meet with your supervisor to discuss your research proposal
• Complete a checklist of expectations for graduate student and supervisor
• Register for winter 2024/2025
• Meet with the EdD Manager to determine the courses you will take for elective spring 2025
• Contact the EdD Manager with any questions
• Complete the Annual Progress Report by May 15

The Okanagan School of Education holds its students to a high standard of academic conduct. Students must familiarize themselves with the College of Graduate Studies Graduate Policy and Procedure Manual.

POLICY & PROCEDURE MANUAL

Online Learning

UBC uses Canvas for assignment submission, attending lectures and participating in discussion boards.

If you have questions about accessing Canvas, please visit the UBC Canvas Student Guide.

Technology

This hybrid program will provide students with online synchronous and asynchronous learning opportunities.

Students are required to have access to the following:

• High speed Internet access
• Access to a computer that enables connection to outside websites (flexible firewall restrictions)
• Multimedia playback capabilities (video/audio)
• WebCam
• Computer capable of running a recent version of Internet Explorer, Safari, or Firefox; and/or Cisco MOVI client for PC or Mac
• Audio headset and microphone for computer

As per the College of Graduate Studies Academic Honesty and Standards section of the Policy and Procedures manual, academic honesty is essential to the continued functioning of the University of British Columbia as an institution of higher learning and research. All UBC students are expected to behave as honest and responsible members of an academic community.

Students are also expected to be familiar with and to comply with the policies of the University relating to conducting including but not limited to:

• UBC Policy on Academic Honesty and Standards
• UBC Policy on Non-Academic Misconduct

UBC has additional resources related to Academic Integrity:

• Academic Integrity at UBC
• Academic Integrity Matters (AIM) program 

Some instructors may allow generative AI tools (e.g. ChatGPT) for coursework and some may not. It is your responsibility to familiarize yourself with your instructor’s AI policy.

UBC Generative AI provides resources, training and additional tools.

• Academic Integrity and Generative AI Tools FAQ
• APA Style, how to cite ChatGPT

UBC is committed to providing all students and faculty with a positive learning environment regardless if the class is taking place in-person or online.

The standards that are expected when you are on-campus are the same online. Students are expected to familiarize themselves and comply with policies of the University, including but not limited to:

• UBC Respectful Environment Statement
• Appropriate Use of Technology Policy

UBC has resources for a positive online learning experience:

• UBC Equity & Inclusion Office’s Student Guidelines for Respectful Online Conduct
• Online learning tips from UBC’s Keep Learning website

Specific forms related to your graduate students can be found on the College of Graduate Studies website.

Forms

For 2024 summer session, course registration is done online, through the Student Services Centre (SSC). Registration dates are available on the SSC and you will be sent a reminder email approximately two weeks prior to your registration opening. You may register any time between the registration opening date and the course withdrawal date. Course registration dates can also be found on the Registration Dates webpage.

2024/2025 winter session

Students will register for 2024/2025 winter session in Workday Student. You will need your Campus Wide Login (CWL) account to access Workday Student.

Students should direct questions about course selection to either the EdD Manager or their supervisor. All questions around registration – including late registration or withdrawal – should be directed to the EdD Manager.

The summer intensive will take place July 15–19, 2024 in person in Kelowna at the UBC Okanagan campus. You will receive more information about courses before the summer intensive. For now, please ensure that you are available for the class sessions that will take place online throughout the year.

At this time, we have confirmed the dates and times for the following courses:

• EDLL 602 (3) Setting the Conditions for Transformative Leadership, July 15 to 19 from 9am–4pm in-person and July 20 to August 16, 2024 Wednesday 5–8 pm PST (online).
• EDUC 600 (3) Research Seminar I: Project Fundamentals, September 3, 2024 to Dec 21, 2024: Wednesday from 5-8 pm PST (online)
• EDLL 606 (3) Culturally Responsive Leadership in a Diverse Society, January 6, 2025 to April 27, 2025: Tuesdays from 5–8 pm PST (online).

The program is designed so students can complete all required and elective courses by the end of the second year. Required courses must be completed before the student takes the EdD comprehensive examination at the end of the second year of the program. The elective course may be regularly-scheduled on-campus courses, approved online course, a course taken at other universities that have formal agreements for credit transfer with UBC, or as EDLL 662 Special Topics (summer intensive).  Plans for elective course should be discussed with EdD Manager.

24 credits of required coursework

• EDLL 602 (3) Setting Conditions for Transformative Leadership
• EDLL 606 (3)  Culturally Responsive Leadership in a Diverse Society
• EDUC 600 (3) Research Seminar I: Project Fundamentals
• EDLL 662 (3) Special Topics or Elective Course (3)
• EDLL 608 (3) Ethics, Governance and Reform in Contemporary Contexts
• EDUC 601 (3) Research Seminar II: Research and Project Design
• EDLL 698 (6)Research Seminar III: Practice-Engaged Dissertation

All EdD students must maintain registration in at least one course throughout the duration of their degree, including summer semesters, unless on an approved leave of absence. Students must maintain continuous registration in the Practice-Based Dissertation (EDLL 699) until degree completion.

The EdD program involves joining a cohort of students who begin the program and complete required coursework together—building communities of scholar-practitioners. The cohort will meet in person in July for one week, to introduce students to one another, to introduce faculty who will be involved in the program, and to answer questions. The summer intensive will begin in July and start in-person son campus in Kelowna, BC. Students will take courses in-person on campus for one week and will continue their learning online for the following two weeks. There will also be opportunities for networking in the evenings.

During this first summer session, each student will meet with their supervisor to discuss initial ideas about the PBD, possible elective courses that might be suitable and to clarify any matters related to the program. Students may request additional meetings with EdD Manager at any time.

EDLL 662 is the elective course within the EdD. If students wish to register for an elective other than EDLL 662, they must receive approval from the EdD Manager. All requests for non-approved courses must be processed by Okanagan School of Education at least four weeks prior to the start of term.

As the EdD program is predominantly completed online, many students living outside of the Okanagan may wish to attend courses in person offered by institutions closer to home. All courses completed outside of UBC Okanagan (including those taken at UBC Vancouver) must be pre-approved by the EdD Manager. Several Canadian institutions have agreements enabling a streamlined approval process for focus courses (Western Dean’s Agreement, etc.).

Request approval of a course offered at UBC Vancouver:

• Identify a graduate-level course that aligns with your research area of interest
• Download and complete the “Registration in Vancouver Courses Form” from the College of Graduate Studies at UBC Okanagan
• Submit the completed form to the EdD Manager along with a copy of the course syllabus, at least four weeks before the start of the academic term in which the course is offered

Request approval of a course offered outside of UBC through the Western Dean’s Agreement:

• Identify a graduate-level course that aligns with your research area of interest
• Download and complete the “Western Dean’s Agreement” form
• For a complete list of courses and institutions eligible within the Western Dean’s Agreement, please contact the EdD Manager
• Submit the completed Western Dean’s Agreement form, along with a copy of the course syllabus, to the Graduate Program Assistant at least four weeks before the start of the academic term in which the course is offered

Review tuition and funding, including the Schedules.

EdD students are not eligible for the UBCO Minimum Funding Policy for PhD Students.

Vicki Green Graduate Award: Endowed by Dr. Vicki Green, Professor Emeritus, this $2,700 award is offered to a graduate student studying issues in social, economic, ecological, environmental and/or political sustainability. Learn more about the Vicki Green Graduate Award.

UBC Awards: The College of Graduate Studies administers merit-based graduate awards at the Okanagan campus. The College manages a number of award competitions each year and administers payment of all internal awards and selected external awards.

External Awards: All prospective graduate students (Domestic and International) should explore and apply for external awards and fellowships, including awards offered by Canada’s three research councils: CIHR, NSERC, and SSHRC.

Graduate scholarships and awards may also be available from foundations, private companies or foreign governments (check with your country’s education authority).

Research Assistantships (RA) are employment opportunities for qualified students offered by faculty members with research grants and contracts. As a paid research assistant, graduate students assist their supervisor or other researchers in conducting high-level research, which often contributes to the student’s thesis or dissertation.

Graduate students are encouraged to explore potential research assistantships with their graduate supervisor.

Note: RAs are not guaranteed because they follow the financial cycles of the supervisor’s external grants and contracts.

Students can choose to opt-out of the Health and Dental Plan and/or the U-Pass. All other student fees are mandatory.

Health and Dental Plan Opt Out

All students are automatically enrolled in the UBCSUO Extended Health and Dental Plan. However, if you are covered by a similar plan through work or family (MSP does not count!), you may choose to opt out.

To opt-out of the UBC Health and Dental plan, students must submit an online application.
Note: Select “UBC Okanagan” in the search field on the home page. When redirected you the UBCO plan, navigate on the menu to the right under the ‘Coverage’ section where you fill find details about the opt-out. Please ensure that you have proof of your other coverage.

For more information please contact:

Student Services Coordinator, UBCSUO
Office: University Centre, Room 133
Phone: 250.807.8842
Fax: 250.807.8079
Email: health-dental@ubcsuo.ca

U-Pass Opt-Out

To request a U-PASS opt-out form to be sent to you, or if you have any further questions about the U-PASS, please e-mail u-pass@ubcsuo.ca.

Attendance is mandatory; the expectation is that participants will attend for the duration of every class.

While the EdD is designed for working professionals, students will likely spend 15-20 hours weekly on various components of the program (this may include time for reading, preparing for and participating in classes, preparing and revising class assignments/program components, CSG meetings, etc. ). As you move through the program, you may need to invest more time in your research and writing of your dissertation.

The progress report is a summary of the progress you have made in your program over the past year. It is an opportunity to highlight your successes along with any challenges you may have face, and allows you to plan for the upcoming year. The progress report provides your CSC and the EdD Manager with the information necessary to ensure that your program is on-track and allows us to communicate with you regarding areas that may require improvement.

The full reports, including CSC signoff must be completed by May 15 each year. It is recommended that students review these forms at the beginning of their programs and use them as a guideline for planning their degree.

Students may require time away from their studies for a variety of reasons, from medical and parental to personal. Taking a leave of absence can be an important tool if something is interfering with your ability to progress. Students are encouraged to reach out to their supervisor to discuss a leave of absence if required. Leaves are taken in four-month blocks: four, eight or a maximum of 12 months, and start on the first day of the term which has been requested. Leave of absences are not counted towards the total time taken to complete the degree. Students on leave may not access any of the University’s facilities, nor undertake any academic or research work towards their EdD degree. Students on leave are not permitted to receive awards. Students will be required to pay an on-leave administrative fee. Students on leave are not eligible for Health/Dental coverage normally provided to active students at UBCO, nor are they required to pay for Health/Dental coverage for the duration of their leave. However, students on leave may opt-in for Health/Dental through the Student’s Union. Leaves must be requested in advance and approved by the Graduate Program Coordinator and the College of Graduate Studies. Please reference the College of Graduate Studies policies on leaves and withdrawals from the program.

To request a Leave of Absence

• Discuss your plans for your Leave of Absence with your supervisor
• Download and complete the College of Graduate Studies’ Leave of Absence form from (Domestic students only; International students please visit for more information visit the College of Graduate Studies Leave of Absence page)
• Submit the form (and any required documentation, for example doctor’s notes) to the EdD Program Manager at least four weeks prior to the semester in which the leave will commence
• You will be emailed notification of the decision regarding your leave of absence from the College of Graduate Studies
• Update the EdD Program Manager four weeks before you return from your leave of absence

CONTACT GRAD STUDIES

Doctoral students in the EdD program are strongly recommended to complete their comprehensive examinations within 24 months of the date of the program. The requirements for a doctoral student to be admitted to candidacy are:

• All required coursework is successfully completed;
• The comprehensive examination(s) is/have been passed;
• The dissertation proposal has been approved by the supervisory committee.

Students are expected to meet with their supervisor to discuss preparation for the comprehensive exam, structure, and content that is suitable to the areas of knowledge that will serve as the most important intellectual framework(s) for the subsequent dissertation research that the student will undertake.

The written component normally includes the following format to complete EdD Comprehensive Exam Portfolio:

• A Scholar-Practitioner Philosophy Statement
• Practice-Based Methodology
• Research Context and Literature Review

Once the student has completed the coursework and passes the comprehensive examination, the student will submit a Practice-Based Dissertation Proposal thesis proposal for approval. Once that approval has been obtained, the Recommendation for Advancement to Candidacy form is submitted to the College of Graduate Studies.

The final stage of the candidacy process entails the framework for the student’s Practice-Based Dissertation Proposal (PBDP). The PBDP is intended to serve as confirmation of the student’s knowledge of the research topic within the context of their field(s) of study and outlines proposed methodology. It is one of the requirements to advance to Candidacy along with the Comprehensive exam.

The research is focused on a problem of practice within the student’s own professional context. The framework involves: (1) identifying an educational problem from the student’s practice that leads to their initial research question or questions; (2) beginning to develop a significant aspect of their proposed research; (3) locating the research within existing scholarly research; and (4) explaining appropriate methodology to address research question.

It is the student’s responsibility to carry out the research as planned, consulting with the CSC as needed. Any deviations from the research proposal should be approved by the members of the CSC. The student is expected to keep all members of the committee informed of progress or problems in completing the research. It is the responsibility of the CSC to actively follow the student’s progress with their thesis, and to provide advice and support.

If the student’s research involves collecting data from humans or animals (via interviews, questionnaires, observations, etc.), the research protocol must be approved by the UBC Behavioural Research Ethics Board (BREB). The student is responsible for completing the necessary forms and attachments in the web-based RISe (Research Information Services) system. This web application can be accessed from the website of the Office of Research Services (www.ors.ubc.ca). No data are to be collected until the approval certificate is received from the committee. It is necessary for students carrying out research projects to complete an online research ethics tutorial before their application can be submitted to the BREB. Information on how to access the tutorial can also be found on the Office of Research Services website (www.ors.ubc.ca).

Agreement should be reached between the student and CSC members regarding the way drafts are written and reviewed. In some cases, the research supervisor will want to see some, or all, of these drafts before they are circulated to committee members. The student consults with, and receives feedback from, members of the committee as drafts are produced. Generally, faculty members expect to have two weeks (10 working days) to read material submitted by students. Students can reasonably expect faculty to provide written and/or oral feedback shortly after the two weeks has passed, unless the faculty member indicates—when the draft is received—that more time will be needed.

Students are encouraged to read the guidelines for “Thesis Submission and Dissertation” which can be found on the CoGs website. These guidelines cover many technical aspects of thesis preparation that are important to know about early in the process.