Doctor of Education Student Resources

• Register for your first courses once registration opens
• Plan your trip to Kelowna
• Attend the summer intensive
• Meet with your supervisor to discuss your research proposal
• Complete a checklist of expectations for graduate student and supervisor
• Meet with the EdD Manager to determine the courses you will take for your elective
• 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

Students will register 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.

Course registration dates can be found on the Registration Dates webpage.

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

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Across the three years, students complete nine milestones. Milestones are refined through coursework and supervisory engagement, while others are independently driven. Milestones will be used to mentor, advise, and reach out proactively to students, and are intended to help students succeed.

Milestone 1: Scholar Practitioner Statement
Milestone 2: Problem of Practice Statement
Milestone 3: Research Context and Literature Review Essay
Milestone 4: Practice-Based Methodology Essay
Milestone 5: Comprehensive Exam Approval Form
Milestone 6: Comprehensive Exams
Milestone 7: Practice-Based Dissertation Proposal
Milestone 8: Practice-Based Dissertation Draft and Mock Defense
Milestone 9: Practice-Based Dissertation

All EdD students undergo a candidacy process at the end of which they receive the designation Candidate on their transcript. This confirms they have completed all the requirements for their doctoral degree except their practice-based dissertation. There are three requirements for advancing to candidacy:

• All required coursework for year 1 and 2 (EDLL 602, EDUC 600, EDLL 606, EDUC

601, EDLL 608 and an elective) is successfully completed;

• The comprehensive exam has been passed;
• The dissertation proposal has been approved by the supervisory committee.

EdD students are encouraged to see these three requirements as related and interdependent. Students must purposefully seek connections and invest their efforts toward building a strong foundation in preparation for their comprehensive exams and the development of their dissertation proposals.

The comprehensive exam normally includes a Field Essay and Focus Essay. The supervisor will provide primary guidance with the student to develop the topic areas and/or key question(s) for the essays and may include committee members. The Field Essay (10–15 pages, double spaced, not including references) will demonstrate the student’s understanding of the broad field of scholarship within which they locate their research. The Focus Essay (10–15 pages, double spaced, not including references) will demonstrate the student’s understanding of a particular area or focus relevant to the field.

In many cases, students will have already completed EdD course assignments that fall within their proposed topics. However, the comprehensive exam must be new writing. By new writing, we mean students may incorporate ideas and insights from assignments, but these will be presented as new writing in relation to the comprehensive exam topic.

Students are encouraged to work with their supervisor to determine an appropriate timeline for their comprehensive exam. The exam period normally begins in early spring of the second year, but it may commence earlier.

The Practice-Based Dissertation Proposal (PBDP) is intended to serve as confirmation of the student’s knowledge of the practice-based research topic within the context of their field(s) of study.

The PBDP is 20–25 pages, double-spaced, excluding references. It should also include a detailed timeline. The PBDP normally includes the following:

(1) identifying initial practice-based research question or questions that normally emerge from or located within a particular professional context or role (2-3 pages);

(2) locating this problem within a practice-based research-informed description of the relevant professional context (4-5 pages);

(3) locating the practice-based research within existing research literature (7-10 pages); and

(4) explaining appropriate methodology to address the practice-based research question (7-5 pages).

A well-written proposal links all sections and provides a complete story of your Practice-Based Dissertation. The PBDP is written in future tense because it describes the research that will be done. It should also be written as a research document and follow a recognized citation style.

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.

The Practice-Based Dissertation to be developed throughout Year 3 of the program provides opportunity for students to intensively study a problem or set of circumstances embedded in their own practice, analysed within relevant research literature and may include carrying out research in practice. This project is a rigorous, intensive application of a field-based analysis and/or implementation of a structural change, and the research conducted will contribute or lead to: (1) professional innovation and creative excellence, (2) exemplary professional practice, and/or (3) the significant development of professional practice.

There are many forms that the Practice-Based Dissertation can take within the student’s organizational context including but not limited to:

• A research project that draws on organizational data to answer a specific research question that leads to organizational improvement
• A deep evaluation of an organizational project, program, or intervention that results in recommendations for change processes and further development
• The development or design of a new educational program, intervention or strategy resulting from a systematic review of evidence

Practice-Based Dissertation will typically be presented in written formats of 80-100 pages and may include curricular designs, reports, or other artifacts relevant to the inquiry and findings. The Practice-Based Dissertation will be examined externally and presented orally. The purpose of the Oral Examination is for the student to independently defend the dissertation. It is also intended to serve as confirmation of the student’s knowledge of the research topic within the context of their field(s) of study. The Oral Examination is a public event at UBC Okanagan.