GUIDELINE

FOR
DOCTORAL
TRAINING PROGRAM
AT
JIMMA UNIVERSITY
SCHOOL OF GRADUATE
STUDIES
September 2017
 CONTENTS
CONTENTS 2
BACKGROUND ............................................................................................................................... 3
THE DOCTORAL SCHOOLS PROGRAM ....................................................................................... 3
1. RESEARCH ............................................................................................................................. 4
1.1. Publication ............................................................................................................................ 4
1.2. Conference presentation: ..................................................................................................... 4
2. SPECIALIST COURSES ..................................................................................................... 4
3. TRANSFERABLE SKILLS ................................................................................................... 5
Individual Doctoral Programme ............................................................................................... 5
Seminar participation/Presentation .............................................................................................. 8
List of required piece of proof .................................................................................................. 8
ANNUAL SUBMISSION OF A PROGRESS REPORT .................................................................... 9
Application and admission ........................................................................................................... 9
FIRST ENROLLMENT (REGISTRATION)..................................................................................... 10
Doctoral degree (Doctorate, i.e. PhD) ....................................................................................... 10
The doctoral Training Program .............................................................................................. 10
Doctoral School ..................................................................................................................... 11
Registration Requirements ........................................................................................................ 11
THE ROLE OF A PHD PROMOTER /SUPERVISOR ................................................................... 11
PHD PROGRAM STUDENTS’ GRADE SETTING ........................................................................ 14
DOCTORAL DEFENSE ................................................................................................................. 15
Defense of the doctoral dissertation .......................................................................................... 15
The PhD Defense Procedure..................................................................................................... 16
Administrative steps: ............................................................................................................. 17
Miscellaneous Issues ............................................................................................................ 17
ANNEX ........................................................................................................................................... 18
ANNEX I. THE DOCTORAL (COUNCIL) .................................................................................. 18
ANNEX II. PhD Dissertation Proposal Format Jimma University .............................................. 20
DEACLARATION FORM ........................................................................................................... 23
EXAMINATION BOARD DISSERTATION APPROVAL FORM ................................................ 24
JIMMA UNIVERSITY SCHOOL OF GRADUATE STUDIES ..................................................... 24
Summary................................................................................................................... 25
PhD Dissertation Defence Evaluation Form ............................................................. 25
ANNEX II. PhD Dissertation Book-Booklet: Write Up Format, Jimma University ........ 26

Jimma University, School of Graduate Studies 2

BACKGROUND

It has been a quite while since Jimma University has expanding PhD programs
exponentially since the past few years. Many more doctorate programs will be started in
the future as the university is heading to be a research university. In this context, the
direction that these program need to follow deserves a thorough consideration. The very
essence of launching PhD programs is primarily to stimulate research and scholarly culture
with the view to contributing to the enhancement of science, educational quality and
service delivery at national level. Secondly, it is an opportunity to uplift the caliber of
research and foster international visibility and caliber. To this effect, publication output is a
critical factor for ensuring the quality of doctoral training for an international stature of
the graduates in particular and the University in general.
Over recent decades, internationalization in higher education landscape has left a large
mark on practice of research. Not only an increase in the number of researchers, but
also an increasing differentiation within research fields has made it that the status of a top
researcher can no longer be defined on the personal reputation of that person in the
scientific community. The extent to which a top researcher communicates his/her
work with colleagues, the channels used for those communications and the size of the
public reached by the published work have become common measures for academic
excellence.
Overall, global university rankings reflect university research performance far more
accurately than teaching. The bibliometric indicators, used for measuring research
performance in most rankings are direct measurements, although they could also have
their biases. Existing indicators on teaching are all proxies and their link to the quality
of teaching is indirectt. One extreme is measuring the quality of education by the
number of Nobel Prize winners among the university’s graduates – this indicator can
be considered as being linked to the quality of education, but in a very special and
rather indirect way. Judging teaching quality using staff/student ratios alone without
examining teaching/learning itself is another extreme. Moreover, it has been proven that
staff/student ratios can be easily manipulated.
The publications in Web of Science journals (A1 Journals) are used increasingly as a
parameter based on which higher education institutions are ranked. Jimma University as
a higher learning institution aspiring to be a well known University in the world, one of the
premier universities in Africa needs to have this internationalization parameter inbuilt
within the doctoral training programs. To realize the aforementioned vision, establishment
of the doctoral training programs aimed at stimulating focused and relevant learning
activities in the curriculum and honoring these learning activities with study points is a
necessity.

THE DOCTORAL SCHOOLS PROGRAM

The doctoral training programme is a flexible study programme of 60 study points (ECTS
credits) with four components. The ECTS system guarantees that each credit point

Jimma University, School of Graduate Studies 3

corresponds to 25–30 hours of learning activity. As a Doctoral School member, PhD
students are automatically registered for the doctoral training programme when they
register for the doctorate. The registration gives them the right to take up to 60 study
points from the study programme. However, the doctoral training programme is not
compulsory.
Mission
The Doctoral Schools at Jimma University have a three-pronged mission:
(1) To provide support to doctoral students during their doctoral research,
(2) To foster culture of high a quality (doctoral) research undertaking
(3) To promote the international and social stature and prestige of the doctorate vis-a-vis
potential researchers and enhance competitiveness in the potential labor market.
The Doctoral Schools offer top-level specialized courses and transferable skills training to
doctoral students as part of their doctoral training programme. They establish mechanisms
of quality assurance in doctoral research. The Doctoral Schools initialize and support
initiatives of internationalization.

1. RESEARCH

1.1. Publication
Inline with the Jimma University’s publication policy, the Doctoral Schools encourage top-
quality research output. Therefore, publication (one article published or accepted on
journal and 1 article submitted on A1 Journal) can be included in the doctoral training
programme (DTP) on condition that it meets the requirements for the “PhD completion”
1.2. Conference presentation:
The Doctoral Schools encourage top-quality research output and academic networking in
the form of active participation at conferences. Therefore, three contributions (as a
presenting author, oral or poster) to a national or international conference can be included
in the DTP.
A national conference is organized by a national scientific committee and is a public
event. English, a vernacular and/or a forum language are used as the official conference
language/languages.
An international conference is organized by an international scientific committee and is a
public event. English and/or a forum language are used as the official conference
language/languages.
Presentations (oral or poster) at doctoral colloquia and symposia, closed scientific
meetings (e.g. meetings of the doctoral advisory committee) etc… are not eligible for
inclusion into the DTP. These specific requirements are to be fully verified and confirmed
by the supervisor.

2. SPECIALIST COURSES

Jimma University, School of Graduate Studies 4

Definition: is a course that the doctoral student needs to take to support his PhD. The
course could be even from a different department than his field of study but should be
pertinent and enable the candidate to deepen his PhD research. To be defined and
announced by the respective college doctoral guidance Committee (doctoral Council) from
the course pools.

3. TRANSFERABLE SKILLS

To be defined and announced by the respective College doctoral guidance Committee

(doctoral Council) courses available in the pool. If the specific transferable skill is not
available with the college /university the candidate can take the course from other
Universities. However, the following cross-cutting transferable skills considered to
improve the research skill of the doctoral student are suggested in addition to the specific
areas that could be identified by the doctoral council of each college.
Transferable skills
1. Scientific communication(Manuscript writing, oral presentation, Poster
Presentation)
2. Reference manager/ Endnote / Zotero
3. Statistical software( SPSS/ SAS/ Stata/ Epi infor, Epidata, Anthro) Or any related
software
4. Geographic information system (GIS)
5. Qualitative data analysais
6. Philosophy of Science
7. Statistics/biostatistics relevant to his/her research (Logistic regression, linear
regression, survival analysis, mixed effects models, Design of experiments…..)
8. Systematic review/Meta analysis
9. Advanced research Methodology
10. Grant proposal Writing
11. Research Ethics
12. Bioinformatics

Individual Doctoral Programme

The college may impose a compulsory curriculum on doctoral students at the time of
his/her first enrolment for the doctorate for a doctoral candidate whose Master study is
not directly on the area of his research (in case of A2 admission). A compulsory curriculum
may consist of a specific list of core/foundation courses, seminars or activities, or the
college may determine a minimum number of study points to be obtained within one or
more components of the study programme. If college does not specify a preset time limit
for the compulsory curriculum, it should be completed before defense of the dissertation.
The individual doctoral training programme curriculum is subject to the approval of the
promoter(s) and the Doctoral Council. A doctoral student can build his/her individual

Jimma University, School of Graduate Studies 5

 credits accumulated by reporting all courses, seminars and research activities that he/she
had attended or carried out during the past year in the annual Doctoral Schools Progress
Report.
Students who finish the complete curriculum receive a certificate of the doctoral training
at Jimma University. Students who finish only part of the doctoral curriculum can receive
an attestation specifying the parts for which credits were earned. The certificate is only
awarded if all the parts, including the doctoral defense, are passed. The attestation is only
for parts with a pass mark. Table 1 below presents the differet components and the
maximum and mimimum ECTs required from each to get the certificate the doctoral
training progream.

Minimum
Maximum study
Study programme study
points(ECTS)
points(ECTS)
1. Specialist studies 12 40
1.1. Regular course units from MSc study
programmes staged by Jimma University and,
subject to due motivation from the supervisor,
from preparatory or linking programmes staged
by Jimma University

1.2. Specialist courses and regular course units

staged by a Doctoral School at Jimma University
as defined by each college doctoral council

1.3. Specialist studies staged by another

Ethiopian or foreign university or by a
Permanent Training Institution
2. Transferable skills(Doctoral seminars aimed at
9 25
competence training)
3. Research-related activities undertaken by the
8 30
doctoral student
4. The defense of the doctorate (dissertation) 3 3

At
List of research-related activities yielding study points is also available for the Doctoral
School. The underlying idea is that activities related to research entail a learning process. The
Doctoral Schools aim to stimulate these activities in the curriculum and to honor these with
study points:

Jimma University, School of Graduate Studies 6

Credits for the different learning activities( Related)
Maximum
Number of study number of study
Research-related activity
points(ECTS) points within
this category
Article
A1(indexed by web of Science)-with Impact
Factor(IF). 5 -
A2 (peer reviewed & indexed )-without IF 3
Proceedings (first 5 author) 3

Book (chapter)

Book chapter (first author) 5 -

Book chapter (not the first author) 3
Book To be determined by
the Doctoral Council
International mobility
(Stay of min. 1 week at a foreign university,
2 per week 10
library or laboratory, for training or
research)
Conference contribution -
(first author)

International conference: oral presentation

4
International conference: poster 3

National conference: oral presentation 3

National conference: poster 2

Local conference: oral presentation 2

Local conference: poster

1
1 per 10 hours
Educational Support
(Seminars, practicals , exercises,...)
3 per thesis (to be
divided by the total 10
Tutorship/support of a thesis
number of tutors)
Organization of an institutional activity
1 per 10 hours

Jimma University, School of Graduate Studies 7

Seminar participation/Presentation

List of required piece of proof

The doctoral student Submits the pdf files of the following proofs only for activities he/she
did them during the doctoral training.
Activity Proof
First page (if already published), press proof or relevant page(s) of
press proof (if in press) or confirmation of acceptance (if accepted but
Article not yet in press). The piece of proof should mention the name of the
journal, the title of the article and the name(s) of the author(s) Or
specify the “doi”
Relevant pages (if published or in press) or confirmation of acceptance
(if accepted but not in press). The piece of proof should mention the
Book (chapter)
title of the book (or book chapter) and the name(s) of the author(s),
editor(s) and publisher.
Confirmation of presence (letter/e-mail from the host institute or proof
International
of payment of travel or accommodation costs). Piece of proof should
mobility
mention the location, duration and aim of the stay. Certificate
Confirmation of acceptance (letter/e-mail, relevant pages of conference
proceedings or abstract book) and confirmation of attendance
(letter/e-mail, proof of payment of registration, travel or
International
accommodation costs, or declaration on your honor). The piece of proof
Conference
should mention the conference type (international/national/local), the
contribution
contribution type (oral/poster) and the name(s) of the author(s)
(enabling the identification of the first/presenting author if relevant)
Certificate
Confirmation letter/e-mail by the teacher in charge of the course. The
Educational piece of proof should mention the contribution type (teaching a
support seminar, supervision of practical or exercises) and the amount of time
(excluding preparation and follow-up).
Front page of the thesis or confirmation letter/e-mail by the promoter
Supporting a
of the thesis. The piece of proof should mention the name and the thesis
thesis
level (MSc/MA).
Organization of
Letter/e-mail from the main organizer of the activity, confirming your
an institutional
contribution to the organization.
activity

Jimma University, School of Graduate Studies 8

ANNUAL SUBMISSION OF A PROGRESS
REPORT
Each PhD student is required to submit every semester. An approved progress report is a
necessary prerequisite for the re-enrolment for the doctoral training programme (DTP)
and the doctorate for the next academic year.
The progress report should reflect the research progress made during the past academic
year and/or broach future research initiatives. The generally recommended length of this
report is 1-2 pages.
Progress reports should be submitted annually between 1 June and 30 July. On the basis of
the submitted report the doctoral advisory committee (Doctoral council) or, in case no such
committee was appointed, the supervisor evaluates the PhD student’s progress in research
as well as the progress made in the DTP.
The Doctoral Schools Coordination Unit/postgraduate coordination office of each
college/Institute is responsible for the administrative follow-up of the progress reports.

Progress Report evaluation Process stages

Stage I: Submitted to the PhD supervisor
Stage II. Submitted to the Department graduate council by the promoter
Stage III: College/Institute Doctoral council
Stage III: Endorsed by the College Academic Commission
Stage V: Finalized (evaluation will be communicated to the doctoral student) by the dean of
the college/the institute with the copy to his promoter, department and the doctoral
council.
Application and admission
Doctoral studies in almost all areas of study are open to holders of a master degree
(MA/MSc /MED/MBA/LLM /Mphil) Or equivalent with minimum thesis grade of “B or
good” OR if the master degree without thesis, at least one published articles (as first
author) or two articles (as co-author).
There are essentially two possibilities to start a PhD at Jimma University. A doctoral
student can either apply for an open PhD position or can have a Jimma University
professor to act as his/her PhD supervisor or ('promoter'). In that case the doctoral
student can either look for his/her own funding or the professor can avail salary from his
ongoing research project.
Screening
Screening will be done by the doctoral council and the department. Candidates are
screened based on their documents including two recommendation letters, PhD
synopsis/Concept note, Publication/research experience(CV), relevance of their
undergraduate and Master training, sponsorship letter/ the bank statement attached for
private students and other forms registrar forms required to be filled. The department can

Jimma University, School of Graduate Studies 9

administer an examination or can ask candidates to present their Synopsis and defend it
for screening purposes as required.
Once the screening is completed and endorsed by the Academic commission of the
college/Institute, list of students will be sent to the registrar for registration with the
minute of AC attached.

FIRST ENROLLMENT (REGISTRATION)

 Once the Doctoral Council decides on the admission modality of the PhD candidate, the
chair person doctoral council will write an official letter to the college/Institute with
minutes of the Doctoral Council attached.
 This will be endorsed by the academic commission and the college communicates the
final decision to the registrar and the School of Graduate Studies with the minute of the
Doctoral council attached.
 The minute will specify whether the students is admitted as “A1” with no bridging
course requirements or “A2” with bringing course requirement. Compulsory bridging
courses shall be a maximum of three. However, the doctoral student can audit more
courses with the masters students by discussion with his promoters.
 Then the students gets registered by college registrar and then by the University
registrar and gets admission letter and student’s ID.
 A registered course considered for doctoral students only the students takes
examination and scores a minimum of “B” Grade.

Doctoral degree (Doctorate, i.e. PhD)

 Research degree (highest academic degree)

 Concluded with a doctoral dissertation and public defense which is a full
requirement.
 Instructional language of the doctorate is English.
 It is strongly recommended to contact a potential PhD supervisor before the start of
the application.
 Each foreign master degree will be evaluated individually by the HERQA with regard
to the degree equivalence and competences necessary to carry out scientific
research.
 The doctoral training program shall have duration maximum of 4 years program for
regular students with a possibility of extension for 1-2 years based on justifiable
reasons.

The doctoral Training Program

 A flexible program of 60 ECTS credits
 Is concluded with a specific certificate

Jimma University, School of Graduate Studies 10

  Is provided to all doctoral researchers at Jimma University
 May be compulsory to some groups of students/researchers who did not have direct
training on the research areas of their PhD.
 Candidates accepted for the doctorate, will automatically be enrolled for the
Doctoral Training Programme.
 No need to apply separately .
Doctoral School
 Take responsibility for the doctoral training programme (not for the pre-doctoral
programme/for the foundation/core courses)
 Organizes specialized courses, seminars, workshops, guest lectures, etc. in
consultation with the various colleges.
 Doctoral schools shall periodically announce specialist courses and transferable
skils for which doctoral students could register and are considred on firt come firt
serve bases.
 Divery of tarnsferable skills shall be arranged at a central by liaising the colleges(
Eg. Academic English, statistica analyses, Phylosophy of science…).

Registration Requirements

1. Official transcript
2. Copies of the bachelor and Master’s degree or equivalent.
3. Two recommendations from former Professors
4. PhD synopsis / Concept note
5. Proof that there is a budget for conducting the PhD research for self sponsored OR
Sponsorship letter.
6. Self sponsored or international students should pay application, registration (For
non sponsored students tuition and other necessary fees) based on the University’s
regulation (need to attach bank statement ...), while sponsored student should
present their letter.

THE ROLE OF A PhD PROMOTER

/SUPERVISOR
A PhD supervisor is a senior scientist with a qualification of PhD and a minimum academic
rank of an associate professor. He has the following main roles (but not limited these only)
surrounding the supervision of a PhD student.

Role of the promoter Activities

Director determining topic and method, providing ideas
Facilitator providing access to resources or expertise, arranging

Jimma University, School of Graduate Studies 11

 field-work , fund soliciting
helping to resolve technical problems, suggesting
Adviser
alternatives
Teacher of research techniques and methods
suggesting timetable for writing up, giving feedback
Guide on progress, identifying critical path for data
collection , analyses and interpretation
of design of enquiry, of draft chapters, of
Critic
interpretations or data
authorises student to make decisions, supports
Freedom Giver
student’s decisions
gives encouragement, shows interest, discusses
Supporter
student’s ideas
extends interest and concern to non-academic aspects
Friend
of student’s life
checks progress regularly, monitors study, gives
Manager
systematic feedback, plans work
internal examiner, mock vivas, interim progress
Examiner
reports, supervisory board member

Jimma University, School of Graduate Studies 12

 PAYMENTS AND FEES

THIOPIANS
Type fee (Birr) Remark
Application fee 100 Birr
Graduation fee 300 Birr
Tuition Fee 500/Credit hour For registered core courses
Payment First adviser 7680 per year* 4 years = 30720 2 credit hour per semester per
of adviser year
Second adviser 5760 per year* 4 years = 23040 1.5 credit hour per semester per
year
Defense External 5000 Birr/candidate For travel, accommodation and
Fee examiner honoraria of External
Examiners(5000Birr for examiners from
Internal 3500 Birr/candidate Ethiopia, 500 USD for examiners from
Examiner Abroad)*
For and 1000 Birr per day for 3 days * 2 6000 Birr
accommodation people
Travel 6000 Birr per person* 2 6000 Birr

FOREIGN STUDENTS
Fee BUSD($)
Application fee $50
Graduation fee $50
Tuition fee $50/Credit Hour For registered core courses
Payment First adviser $150 per year * 4 years = $800 USD
of adviser
Second adviser $100 per year* 4 years = $400
External $250 /candidate
examiner
Internal $150/candidate
For and $100 per day for 3 days * 2 people
accommodation =600 USD
Travel $250per person* 2 = 500 USD
*These rates of payment for examiners and promoters also hold true for government sponsored students.
Re-enrolment for the Pre-doctoral training, doctoral training and
doctorate (PhD) programs
 Students are required to enroll each academic year until they have completed the
programme i.e. when they have successfully defended their doctoral dissertation.
 Students must re-enroll during the period of enrolment September 1-October 30.
 Re-enrolment is free of charge (Use the University’s regulation).
 First enrolment: to be decided by the college academic commission.
 Re-enrolment: Free(private students have to pay tuition fee of that semester to
enroll)

Jimma University, School of Graduate Studies 13

PHD PROGRAM STUDENTS’ GRADE
SETTING

SGPA Readmission Cut

YEAR CGPA ≤2.50 ≥2.50 - ≥2.75 – ≥3.00 Point (CGPA)
<2.75 <3.00
Yr I, sem. I ≤2.50 AD ADR Probation Pass ≥2.50
Yr I, Sem II ≥2.75 - AD ADR Probation Probation
previous pass <3.00
≥3.00 AD ADR Probation Pass ≥2.75
Yr I, Sem II ≥2.75 - AD AD ADR Probation
previous <3.00
probation ≥3.00 AD ADR Probation Pass

[100 , A+ , 90.00]
(90.00 , A , 85.00]
(85.00 , A- , 80.00]
(80.00 , B+ , 75.00]
(75.00 , B , 70.00]
(70.00 , B- , 65.00]
(65.00 , F, 0.00]

N.B. 1. Any PhD candidate becomes eligible for graduation if and only if s/he is free from
grades ≤ B- and her/his CGPA is ≥3.00.
2. Selected courses of the particular PhD program should be completed within a maximum
of two semesters (1 year) and the rest 2 or 3 years should be allocated for the PhD research
work. If there are courses taking more than two semesters (1 year), they have to be
categorized as bridging and will be offered as an add-on.
3. Those PhD candidates joining programs of no course works are not subjected to the
above PhD grade setting.

Jimma University, School of Graduate Studies 14

DOCTORAL DEFENSE

After several years of doctoral research, there should be time for the public defense of the
doctoral dissertation or doctoral exam.
Defense of the doctoral dissertation
Academic steps
 The candidate needs to produce an original dissertation based one or more articles
published or accepted on A1 journal (journal with impact factor) Approved by his/her
promoter.
 The advisor will approve the dissertation and sends it to the doctoral council to
approve whether the candidate has fulfilled all the requirements and is eligible for
examination. In addition, the advisor will propose the examination committee
members.
 The candidate shall make an internal mock defense before the advisory committee. The
department graduate Council (DGC) in consultation with Doctoral Council will organize
this event.
 The College doctoral council will check whether all conditions are met and appoints an
Examination Commission (Jury), in consultation with the Promoter .
 The doctoral student submits three bound copies of the doctoral dissertation to the
Department /College at least two months ahead of the defense to the college.
 The doctoral council will approve the proposed examination committee members by
looking at their curriculum vitae and relevance.
 The College/ Institute’s academic Commission shall endorse the examiners the
eligibility of the candidate and the dean of the college/Institute shall send the
dissertation to jury members with official invitation letters as follows:
 The Examination Jury members:
o Chairperson: from Jimma University in the field related to the field of the
candidate PhD research
o Advisors (but have no vote)
o Two External Examiners: Professor or Associate Professor from an Institution
outside JU if possible from overseas.
 Examiners shall receive the candidate’s dissertation at least two months before the
planned defense date.
 The candidate will have an internal defense either physically/by telephone or via video
conferencing. The examination Board (Juries) should communicate their comments in
written to the candidate and the examination chairperson to which the candidate
should respond point by point.
 Then, all the jury members need to notify and approve that the candidate has
responded to their queries adequately and the candidate is eligible for public defense.
 The dissertation book will be printed (15 Copies with ISBN and barcode). The college/
institute shall cover the printing cost.

Jimma University, School of Graduate Studies 15

  In case of a positive decision (i.e. the doctoral student will be allowed to proceed to the
second part of the exam), a date for the public defense will be set.
 The public defense will be at least one month after the decision of the Juries
(Examination board) for conducting the public defence .
 In case of major revision, the doctoral council will give feedback to the doctoral student
to make modifications within 6 months.

The PhD Defense Procedure

The defence can happen at any pre-agreed time of the daye based on the conveniences of the jury
members and the candidate. All defenses should consider the following. A template time frame
is given for a defense scheduled in the morning
S/N Activity Time Responsibility Remark
1 Examiners Board Meeting 8:30-9:00 College/Institute Introduce each other, discuss
Dean defence program, and wear
gown
2 Audience take sit in the 8:30-9:00 Department Head
defence hall
3 The examination board 9:00-9:05 Department Head Audience pay respect by
members take their seat in the standing from their seat
defense hall
4 Dean the College introduce s 9:05-9:15 College/Institute
board of examiners and the Dean
Chair
5 The Examination Board Chair 9:15 Chairperson 1. Fist promoter
introduces the promoters 2. 2nd Promoter
6 The Primary supervisor 9:15-9:30 First Promoter
introduces the candidates
profile
7 9:30 Chair person
The chair person Invites the
candidate to present her PhD
Work
8 Presentation of the main 9:30-10:15 Doctoral candidate Time (45 minutes)
findings by a PhD candidate(
40-45 Minutes)
9 Examination by examiners 10:15-11:45 Exaternal The chair person invites the
(challenge)( 1 Hour) examiners examiners and indicates that
10 Open questions from audience 11:45-12:00 they have Time 1 and half
11 Board of Examiners meeting 12:00-12:30 hour
for decision and grading(Post
defense meeting in a separate
room )
12 Declaration of the result and 12:30-12:40 External Examiner 2nd Promoter gown
decoration of the candidate/ 1st Promoter the hood
Academic dressing Senior External examiner the
cape
13 Award of the doctorate degree 12:40-12:50 College(institute
VP/dean
14 Photograph Ceremony 12:50-13:00 Audiovisual ERCO
13 Lunch 13:00 Candidate thanks College/Institute admin
and invites the
audience

Jimma University, School of Graduate Studies 16

Administrative steps:

 Final evaluation of doctoral Training Program (DTP): The doctoral student needs to
submit his/her courses attended as a final report in order to obtain a certificate.
 The University’s main registrar will be informed of all details of the defense so that a
public announcement is published on the website.
 The public (doctoral student can invite special guests as an audience) and oral defense
of the dissertation can now take place. Immediately afterwards, the Examination
Commission deliberates behind closed doors. Their decision is then makes public to the
candidate and the rest of the audience (announcement).
 The administration will issue the doctoral student with diploma of the doctorate
degree (PhD) and (if applicable) a certificate for the Doctoral Training Programme to
the doctoral student.
 The doctoral student is required to deposit the final dissertation and published articles
in the Academic Bibliographic and Institutional Repository of Jimma University’s main
Libraray before the public defense.
 All Dissertations will undergo screening with Plajiarism checker before they are
deposited in the public domain of the University and the candidate submits an evidence
of this before defense/

Miscellaneous Issues

1. Maximum number of PhD students per professor: The maximum number of new
PhD students per professor as first promoter/adviser shall be 2 students per year.
2. Plagiarism: The University Library will avail a reliable plagiarism checker software
and checks dissertations for plagiarism before they are accepted and released for
public visibility.
3. Criteria to Start PhD Programs: There should be at least on PhD holder with a rank
of associate professor and above in the department to start a PhD program.
4. Facilities for admitted students: The University will avail office/working space,
laboratory, facilities as needed and if possible residence/ Condominium on rental
basis to the doctoral students as far as possible.
5. Change of an advisor/Promoter: In the event of the need for change of an
advisor/promoter, the student shall notify the doctoral coordination Unit of the
college about the reasons for the change, which will subsequently be seen by the
doctoral council of the college and endorsed by the college Academic Commission.
The final result shall be communicated to the school of graduate studies by the college
with the justifications for the change. This will subsequently be endorsed by the
graduate council of the University.

Jimma University, School of Graduate Studies 17

 6. Change of title/Objective: In the vent where the candidate wants to change the
objectives or the title of the his study, he/she has to get an approval from the
Department and Doctoral Council of the college/Institute.

ANNEX

ANNEX I. THE DOCTORAL (COUNCIL)

ROLE
 Evaluate the academic credentials of PhD candidates and decide where their admission
as A1 (where they are excepted compulsory core courses) or A2 (where they have to
take a compulsory core courses).
 To periodically engage the PhD candidates and their supervisors in discussion
with other senior scientists in the field of study. This is especially important at a time
when most doctoral research projects are increasingly multidimensional,
interdisciplinary and collaborative.
 To monitor progress and fine-tune long- and short term plans to achieve the main goals
of the research project.
 Assign promoters to the candidates
 Approve the examiners of the doctoral candidate based on the their curriculum vitae.
 The role of the doctoral council is solely advisory and serves a technical wing of the
college /Institute.

Implementation
 The Doctoral School coordination Unit of each College (Postgraduate Program and
research Coordinator) will be asked to chair the doctoral council of the college if he
has a PhD or another person can be appointed by the dean of the college/ Institute or by
the college academic commission.

COMPOSITION
 All members should be senior staff with PhD qualification.
 Committee composition: at least 5 members pooled from Departments that have
doctoral programs.
 Additional members can be appointed as needed.
 The final composition of doctoral council of each college/Institute shall be
communicated to the School of Graduate Studies and the respective college.

MEETING INTERVALS & MODALITIES

 The Doctoral Council should meet at least biannually during the year to Screen
admissions in September to October and to approve progress reports during July to
august each year.
 There could be other meetings as deemed necessary based on urgency of the issues.

Jimma University, School of Graduate Studies 18

This doctoral training program guide will be effective as of Septmber 2017 and will apply for
all PhD Programs.

Organizational structure showing the management of Doctoral

programs

Senate

Graduate Council

Collage academic School of Graduate

Commission studies

College Doctoral Council

Graduate Department College Doctoral

Council Coordination Unit (PG)

Jimma University, School of Graduate Studies 19

 ANNEX II. PhD Dissertation Proposal Format Jimma University

SN Title/Subtitles Contents/ description No of

Pages
1 Title page  Logo of JU 1 page
 Name of Training Institution
 Full title of the Dissertation Proposal
 Name of PI with qualification
 A PhD Research Proposal submitted to the School of
Graduate Studies of Jimma University for the
fulfillment of the requirements for the Degree of
Doctor of Philosophy (PhD) in (specialty area)
 Date
 Jimma University
 All text in the title page is centered, all words in capital
letters, 16 font size for Institution + Thesis title; 14 font
for others
 Title must not exceed 20 words
II PhD Proposal  Logo of JU 1 page
Submission Form  Name of Training Institution
(next  PhD Dissertation Research Proposal Submission Form
to cover page)  Structured Information
 All text in the title page is centered, all words in capital
letters, 16 font size for Institution + Thesis title; 14 font
for others
III Preliminaries  Table of Contents; List of Tables; List of Figures; List of
Appendices; abbreviations
IV Summary  Structured Summary of the proposal by Background,
Objectives, Methods, Expected outcomes, Work plan
and Budget; 350-500 words
V Introduction Structured by Sub-Titles:
 Background of the study (setting out current status of
the problem based on previous key research works in a
broader perspective; the research context or preview)
 The statement of the problem (new problems, what is
the problems, its consequences, gaps in policy and
practice highlighting weaknesses and limitations of
reviewed studies, an apparent inconsistency or
contradiction in present knowledge; what will happen
with unsolved problem?
 Research questions requiring solutions? What a
difference your research makes or purpose of your
research)
VI Literature review Extensive literature review on the problem (research 15-20
question) Pages
 Structured by themes / ideas of the review;
 Linking to the the problem and specific objectives

Jimma University, School of Graduate Studies 20

  Harmonized and coherent flow of ideas
 Concentrate on:
 What is known and unknown;
 What are the Gaps;
 Critical review (arguments, critics) on each study on
methods, results, quality, strength, weakness, and
relevance to the study;
 Adopting theoretical models, conceptual frameworks,
analytical frameworks, and other methodological
issues;
 Winding up with identified new problem or question
that has not been satisfactorily dealt within earlier
work
VII Conceptual  Theories or concepts to be covered or addressed in the 1-2
Framework/ research presented in a diagram/chart with pages
Theoretical relationships with variables
Framework  Explanatory notes of the framework
VIII Significance of the  Why is the study important?; 1 page
study  To whom is it important? What information gap does
the stud fill(s), what contribution does the study make
to the existing body of knowledge?
 What is the relevance / potential contribution/ effect
of the research: societal, scientific, policy, operational
benefits?
IX Research  Core research questions addressing each specific 1 page
questions/ objectives (Three research questions for three specific
Research objectives)
Hypothesis
X Aims of the  What do you expect to discover? What is the novel
Thesis/ idea you will contribute?
General Objectives  Address general and specific objectives
 At least three specific objectives capable of producing
THREE papers
 All follows ‘SMART’
XI Research Methods  How will the research accomplish the objectives?
and Materials  The process/steps to be followed, why they are
suitable to your study
 The process/steps of ensuring data quality and ethical
issues at all levels?
 Structured for the Quantitative and qualitative
 Should reflect the respective specific objectives by the
following sub-titles:
o Study setting/ area/context
o Study Design
o Source population
o Study population with eligibility criteria
o Sample size determination
o Sampling technique/procedure

Jimma University, School of Graduate Studies 21

 o Data collection and measurement
o Operational definitions and measurements
o Data processing and management
o Data analysis
o Quality assurance (addressing validity (face,
content, construct) and reliability )
o Ethical consideration (participants Information
Sheet and consent form)
o Plan for dissemination of findings
XII A Summary of  Outline the specific Objectives by major components of 1-2
(brief outlines of) the methods section (study design, study opulation, pages
the dissertation sample size, sampling method, data collection tools,
work data analysis)
XIII Budget break  Detail break down by personnel, equipment, materials; 2-5
down pages
XIV Research work  Project organization and its monitoring; Concrete 1-2
Plan (Time table) proposed research activities by time line pages
Reference List  Harvard style with preference to using very recent
published journal articles;
 Use of EndNote is highly encouraged
XV Annexes Annexes:
 1. Quantitative: Questionnaire (Quantitative English
and Local langage)
 2. Qualitative: Guide questions (English and Local
language):
 3. Participant’s Consent Information Sheet
o a. Participant’s information sheet
o b. Informed Consent agreement form (written
or verbal, (English and Local language)
o c. Assent form
 4. CV of PI (Must have at least Personal identification,
Educational background, Work experience, Current
responsibilities, and Publications
 5. CV of all Supervisors (described as above)
 6. Others as necessary
 Declaring that no portion of the work referred to the
dissertation has been submitted in support of an
application for another degree or qualification of this
or any other university or other institute of learning.
 PI and Supervisors signatures with respective dates
Notes to word processing format: 12-point type font, New times for the text with flexibility of using
aerial for Tables and Figures; lines with 1.5 space; Footnotes, text in figures/tables, quotations and
captions for figures and tables must be single-spaced. captions, footnotes and footnote numbers may
be in a smaller font than text free space (blank line) between the paragraph and below the
subheadings and subdivision headings in the text; margins 1 inch (2.0 cm) in top and bottom; 1.5
inches (4.0 cm) for left side (binding); 0.5 inches (1cm) right sides; main titles/headings (1st order
headings) and titles of preliminaries left justified (aligned to the left hand margin of the paper) in bold
upper case letter centered with 14 font size, all others small letter with 12 font size, left justified;.
Main titles and sub-titles are written in Arabic numbers.

Jimma University, School of Graduate Studies 22

Pagination: page numbering with Arabic starting from Introduction consecutively on every page in
consistent position of bottom right or centered of the paper; preliminaries with lower case roman
numeral bottom centered; no page numbering on the cover page and title pages; each first order of
title starting on a new page; all pages single sided; each main title starting on a new page; Tables,
Figures, Maps or Charts - should be included in the main numbering sequence.

DEACLARATION FORM

LETTER FOR DECLARATION (Dissertation work)

I, the under signed, declared that this is my bona fide original work, has never been
presented in this or any other University, and that all the resources and materials
used for the thesis, have been fully acknowledged.

Name: _________________________________________
Signature: _________________________________________
Date: __________________________________________
Place: _________________________________________
Date of submission: _____________________________________

This dissertation has been submitted for examination with my approval as

Candidate’s first Promoter (supervisor).
Name: _________________________________________
Signature: _________________________________________
Date: _________________

Candidate’s second Promoter (supervisor).

Name: _________________________________________
Signature: _________________________________________
Date: _________________

Jimma University, School of Graduate Studies 23

EXAMINATION BOARD DISSERTATION APPROVAL FORM

JIMMA UNIVERSITY SCHOOL OF GRADUATE STUDIES

Individual: PhD Dissertation Defence Evaluation Form

Name of the Candidate: _____________________________________

Title of the PhD

dissertation___________________________________________________________________________________________
_________________________________________________________________________________________________________
_________

Date of Defense:_____________________________

Evaluation criteria
S/N Item % Score Remark
obtained
1 Problem Formulation/Gap Analyses 20%
2 Research Methodology 20%
3 Data Presentation and Interpretation 20%
4 Relevance of Literatures Cited And Coverage 10%
5 Overall Organization 10%
6 Thesis Presentation 10%
7 Response to Questions 10%
Total

Total points _______________________ Letter grade: __________

Name of Examiner: ___________________Signature: ___________Date:_______

Grading system:
Excellent= >=85%; Very good = 75-84.9%; Good = 65-74.5; Satisfactory = 50-64.9%; Fail =
<50%.

Jimma University, School of Graduate Studies 24

Summary

PhD Dissertation Defence Evaluation Form

Name of the Candidate: _______________________________

Title of the PhD dissertation:

_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
____

Date of Defense: _______________________________

Evaluation criteria
S/N Item % Average Remark
Score
obtained
1 Problem Formulation/Gap Analyses 20%
2 Research Methodology 20%
3 Data Presentation and Interpretation 20%
4 Relevance of Literatures Cited And Coverage 10%
5 Overall Organization 10%
6 Thesis Presentation 10%
7 Response to Questions 10%
Total

Total points ___________________ Letter grade _____ _________________

Examiners
Name of Examiner 1. ___________________ : Signature_________Date_____
Name of Examiner 2. ____________________ : Signature_________Date_____
Name of Chair person 3. ______________ __: Signature_________Date____

Grading system:
Excellent= >=85%; Very good = 75-84.9%; Good = 65-74.5; Satisfactory = 50-64.9%; Fail =
<50%.

Jimma University, School of Graduate Studies 25

 ANNEX II. PhD Dissertation Book-Booklet: Write Up Format, Jimma
University

SN Title/Subtitles Contents/ description No of

Pages
1 Cover story page, 1st page  Full title of the Dissertation 1
 Name of PI page
 Cover Photos could be used
 Year for completing dissertation
 Logo of JU
 University
 All text in the title page is centered, all
words in capital letters, 16 font size Thesis
title; 14 font for others
II Title page, 2nd page to the  Logo of JU 1
cover story (next to cover  Full Name of Training Institution: as page
page) Jimma University, School Of Grdauate
Studies
 Full title of the dissertation
 A PhD dissertation submitted to the School
of Graduate Studies of JU in partial
fulfillment of the requirements for the
Degree of Doctor of Philosophy (Ph.D.)
in_______
 Name of PI
 Date;
 Name of University [as Jimma University],
 College all text in the title page is centered,
all words in capital letters, 16 font size for
Institution + Thesis title; 14 font for others
III Examination Board  Refer the format in the Annex 1
Dissertation approval sheet page
IV Dedication page  Optional 1
page
V Abbreviations Indicate used abbreviation

VII Other Preliminaries Table of Contents; List of Tables; List of

Figures or
Illustrations
VIII Abstract Structured Summary of the thesis by 2-3
Background, pages
Objectives, Methods, Results; Conclusions and
Recommendations; and Key words
[600-10000 words]
IX Chapter 1: Genera Structured by Sub-Titles: 25-40
Introduction  Structured by Sub-Titles/ research themes: pages

Jimma University, School of Graduate Studies 26

  Background of the study (statement of the
problem)
 Background of the study area/context
 Rationale of the study
 Thesis Theoretical/ conceptual
frameworks
 Overall aim/ General objective
 Specific aims/ specific objectives

Conceptual  Theories or concepts to be covered or 1-2

Framework/ addressed in the research presented in a pages
Theoretical diagram/chart with relationships with
Framework variables
 Explanatory notes of the framework
Significance of the study  Why is the study important warranting
you’re your research?
 To whom is it important? What
information gap does the stud fill(s), what
contribution does the study make to the
existing body of knowledge?
 What is the relevance / potential
contribution/ effect of the research:
societal, scientific, policy, operational
benefits?
Research questions/  Core research questions addressing each 1
Research Hypothesis specific objectives (Three research page
questions for three specific objectives)
Brief outlines of the  Outline the specific Objectives by major 1-2
dissertation work components of the methods section (study pages
design, study population, sample size,
sampling method, data collection tools,
data analysis). You can use diagram/Figure
in addition.
X Chapter 2 : Methods and  How will the research accomplished the 20-30
materials(state the common objectives? pages
methods here)  The process/steps to be followed, why
they are suitable to your study
 The process/ steps of ensuring data quality
and ethical issues at all levels?
 Structured for the Quantitative and
qualitative
 Should reflect the respective specific
objectives by the following sub-titles:
o Study setting/ area/context
o Study Design
o Source population
o Study population with eligibility
criteria
o Sample size determination

Jimma University, School of Graduate Studies 27

 o Sampling technique/procedure
o Data collection and measurement
o Operational definitions and
measurements
o Data processing and management
o Data analysis
o Quality assurance (addressing
validity (face, content,
o construct) and reliability )
o Ethical consideration (participants
Information Sheet and consent
form)
 Plan for dissemination of findings
XI Chapter 3: Article 1
XII Chapter 4: Article 2
XIII Chapter 5: Article 3
XIV Chapter 6 General Discussion 1-2
pages
6.1. Overall messages What doe the results mean in the light of 1-2
practice/policy top be changed ? modified? What pages
do the results say ? What is the key message that
dissertation conveying and what does it mean in
real world? Practice/policy?
6.2. Strengths and Methodological strengths, challenges
limitation
6.3. Conclusions  Main conclusions in a point format 2-5
(advised) pages
 Consistent with objectives and main
findings
6.4. Recommendations Practical recommendations: scientific, policy, 1-2
operational pages
Future research perspectives
Reference List  Harvard style with preference to using
very recent published journal articles;
 Use of EndNote is highly encouraged
Annexes Annexes:
 CV of PhD candidate (Must have at least
Personal identification, Educational
background, Work experience, Current
responsibilities, and Publications

 Declaring that no portion of the work

referred to the dissertation has been
submitted in support of an application for
another degree or qualification of this or
any other university or other institute of
learning.
 PI and Supervisors signatures with

Jimma University, School of Graduate Studies 28

 respective dates

Notes to word processing format: 12-point type font, New times for the text with flexibility of using
aerial for Tables and Figures; lines with 1.5 space; Footnotes, text in figures/tables, quotations and
captions for figures and tables must be single-spaced. captions, footnotes and footnote numbers may be
in a smaller font than text free space (blank line) between the paragraph and below the subheadings and
subdivision headings in the text; margins 1 inch (2.0 cm) in top and bottom; 1.5 inches (4.0 cm) for left
side (binding); 0.5 inches (1cm) right sides; main titles/headings (1st order headings) and titles of
preliminaries left justified (aligned to the left hand margin of the paper) in bold upper case letter
centered with 14 font size, all others small letter with 12 font size, left justified;. Main titles and sub-
titles are written in Arabic numbers.
Pagination: page numbering with Arabic starting from Introduction consecutively on every page in
consistent position of bottom right or centered of the paper; preliminaries with lower case roman
numeral bottom centered; no page numbering on the cover page and title pages; each first order of title
starting on a new page; all pages single sided; each main title starting on a new page; Tables, Figures,
Maps or Charts - should be included in the main numbering sequence.

Jimma University, School of Graduate Studies 29

Jimma University, School of Graduate Studies 30