Student Annual Reviews Procedure

The Graduate College requires each program/department to conduct an annual review of the students’ progress toward degree completion and the desired terminal behaviors/competencies of the PhD Graduate. The College of Nursing PhD Program has implemented the following procedure to complete the annual reviews:

  1. Faculty advisors meet with the advisees and instruct advisees to work on the self-evaluation document during the Spring Semester. The student self-evaluation must be submitted to the faculty advisor no later than May 8th each year.

  2. From May 8th – May 15th, the advisor reviews the student self-evaluation.

  3. Faculty advisors complete their portion of the annual evaluation.

  4. Faculty advisor and student meet to review the annual evaluation and recommendations for the next year. a. Specific information will improve the usefulness of the form. The goal of the summary is to help the student identify strengths and weaknesses in their program of study and address areas of need for optimal progression. b. The secondary goal of the form is to assist with program evaluation.

  5. Completed annual evaluations are due to the PhD Program Office by June 1st each year.

  6. The Graduate Education Committee [GEC] reviews each student’s annual evaluation, transcript, dissertation committee meeting documentation for students in dissertation phase, and recommendations for the future. The GEC will evaluate each student as “making satisfactory progress” or “unsatisfactory progress”.

  7. The PhD Program Office submits the report of the GEC to the Graduate College prior to the start of the Fall Semester each year. a. Students who are not making satisfactory progress will be placed on probation by the Graduate College.

Saving files to PhD Research from OFF CAMPUS

To save files to \\CON-SD\PhD_Research from OFF CAMPUS.

Connect to OUHSC VPN

  1. Open an internet browser and go to
  2. Login using your OUHSC username and password.
  3. Click “Start” button to the right side on Network Connect.
  4. Install the application if necessary.
  5. Select Always Trust to the security control.
  6. Once you can see a yellow padlock with green dots you are connected to OUHSC via VPN (Virtual Private Network)

You may need to click on the arrow by your clock to see the padlock icon.

1.   Create a shortcut to the correct network folder

2.   Create a shortcut to the PhD Research folder

  • Right click anywhere on your desktop screen (in free space, not an icon)
  • Left click “New”
  • Left click “Shortcut”
  • A window will open for entry of an address. Type \\con-sd\PhD_Research in the box. (Make sure to use the backslash leaning to the left and the _ underscore)
  • OFF CAMPUS ONLY, type username “ouhsc\username” and your OUHSC password.
  • Left click “Next”
  • Left click “Finish”

3.   Double click on the new shortcut labeled “PhD_Research (CON-SD)”

4.   Find your specific folder titled with your first initial and last name.

5.   You can drag and drop items into this folder, or navigate to this folder to save items directly from within MS Word.

  • To Use the “Save As” option in files under the windows icon on top left of screen. Save as a word document.

  • Click Desktop

  • Double click on the new shortcut labeled “PhD_Research (CON-SD)”

  • Locate your folder.

  • Left click “Save”

Policy and Procedure for Dissertation Proposal Review

“The doctoral dissertation is the final and most important component of the series of academic experiences which culminate in the awarding of the Ph.D. degree. Three major functions are fulfilled by the dissertation experience: (1) It is a work of original research or scholarship which makes a contribution to existing knowledge; (2) It is an educational experience which demonstrates the candidate’s mastery of research methods and tools of the specialized field; and (3) It demonstrates the student’s ability to address a major intellectual problem and arrive at a successful conclusion.”

“The Graduate College awards the doctoral degree for excellence in research and scholarship, not merely because the student completes a program of courses or spends a given time in its pursuit. The doctorate signifies the attainment of independently acquired and comprehensive knowledge and attests to the general professional competence of the recipient.”

Policy: Dissertation research studies proposed by doctoral students at the University Of Oklahoma College Of Nursing [OUCN] must be reviewed and approved by the Graduate Education Committee for Nursing [GEC] prior to the student’s Dissertation Committee giving final approval to the dissertation proposal. Dissertation research studies must have GEC approval and final approval from the dissertation committee prior to submission to the Institutional Review Board [IRB] at the University of Oklahoma or at any other institution/agency or funding resource.


  1. The student develops the written proposal with the input of his/her dissertation committee.
  2. Early during the proposal development stage, the student and his/her Chair engage a consultant with expertise in the proposed quantitative or qualitative analytic methods to aid in the development of the proposal through a request to the PhD Office.
  • The student and his/her Chair will request a consultation through the PhD Program office.
  • Multiple meetings with the consultant may be needed to develop the methods.
  • Feedback from the consultant will be provided to the student, the Chair and the PhD Program Director.

Student Research Policy

Policy: All students conducting human subjects research must maintain data files in a manner that is compliant with federal, state and University regulations.


  1. Students conducting pilot studies OR their dissertation study must submit a written request to the PhD program office for a secure electronic folder for their data files prior to submission to the IRB. Requests may be sent via email to Martina Sanchez, PhD Program Staff Assistant.

  2. A folder for electronic storage of data files in Excel, Access or SPSS or any other another database – will be set up by Dr. Dwyer, Program Director on the secure enterprise server housed in the data center. Access to the specific folder will be limited to that specific student, his/her advisor, and the PhD Program Director. 

  3. OUCN will provide students with a limited access office space – requiring a key to access the office and with limited distribution of the key to doctoral students and program faculty only. 

  4. The offices will have a locking file cabinet to be shared among current doctoral students conducting research. The file cabinet key will be made available to students by checking in with Martina Sanchez, PhD Program Staff Assistant in OKC and with Kathy Knight in Tulsa. File cabinet keys must be signed in and out for every use.

  5. Research related files must be maintained for a period of 4 years following completion of the study unless it is a VA study. All VA research related files must be maintained for a period of 5 years.

  6. Any exceptions to this procedure must be documented in writing.

De-identified data files [those without any PHI] can be transported on a flash drive.

In OKC, this is the PhD student office on the 4th floor – CNB 434.

In Tulsa, this office is 1A13. The key to access this office must be signed out and in with Kathy Knight and is only available during regular business hours.

Scanned copies of paper documents can be kept on the secure enterprise drive – allowing paper copies to be shredded.

Upon completion of the study, students are required to set up an appointment with the PhD Program Staff Assistant to assist with scanning all project related documents into electronic files for storage.

Sooner Nursing: Integrity, Compassion, Excellence