Research Process

UV-CRD-SOPP-09 R.01
​SOPP FOR RESEARCH AS AN INTEGRAL PART OF ALL COURSES OR SUBJECT REQUIREMENTS

1. SCOPE 
This Standard Operating Policy and Procedure establishes policies, systems, procedures and control with respect to making research as an integral part of all courses or subject requirements.
2. OBJECTIVES
2.1 To set research as an integral part of all courses
2.2 To set research as an integral part of all subject requirements
2.3 To define the role of the Center for Research and Development
2.4 To define the procedure in the conduct of research, thesis and dissertations.
2.5 To provide non prescriptive recommendation on how to write thesis and dissertation
3. RESEARCH AS AN INTEGRAL PART OF ALL COURSES OR SUBJECT REQUIREMENTS
Undergraduate Programs
Research shall be an integral part of all four-year and five-year bachelor courses before conferring their degrees. They are required to submit a hard copy of their research work. This may be done individually or by group. However, a group shall not have more than 5 members.
As a degree requirement, they shall submit a 5 chapter research report. For a subject requirement, they may submit in a publishable paper format.
Each subject must require research activities. This may be a full blown research or a fragment of the entire research project.
For example:
  1. In the subject Cognitive Psychology, students may be required to conduct and analyze an interview.
  2. In the subject Experimental Psychology, students are required to conduct the entire process of an experiment.

Graduate School Programs

To lead in the research activities of the university, all graduate school programs shall require students to submit thesis or dissertations before conferring their degrees. The thesis and dissertation seminar is a requirement for students pursuing their masteral thesis or doctoral dissertation. The GS shall have a structural and functional link with the research center.
They shall ask sufficient assistance pertaining to:(1) statistical or qualitative analysis; (2) plagiarism check; and (3) ethical review.

As a degree requirement, they shall submit at least 5 chapter research report. For a subject requirement, they may submit in a publishable paper format.
Each subject must require research activities. This may be a full blown research or a fragment of the entire research project. For example:

  1. In the subject Nursing Leadership and Management, GS students may be required to evaluate and analyze the performance of hospital nursing staff.
  2. In the subject Theory Development, students are required to create a theory and submit a publishable paper.

 GS shall regularly offer research seminars, workshops and lectures for students and faculty.

Thesis Master’s Program.

 Thesis programs aim to develop the competencies to undertake research in specific areas within the broad field and practice. Such programs shall focus on replication, verification, validation, contextualization, and/or application of theoretical knowledge about the different aspects of the professional process.

Thesis Doctoral Program.

 Thesis programs aim to develop the capacities for developing new knowledge and strategies in specific areas within the broad field and practice. Such programs shall focus on the development and validation of new theories, models, programs and practices about different aspects of the professional process.

4. Orientation

To align with the PACUCOA requirements, there shall be a deliberate and systematic efforts exerted to orient studies toward: (1) adding to existing knowledge in the field; (2) promoting moral values; (3) advocating the socio-economic upliftment of the people; (4) enriching Philippine culture; and (5) theory development.
The research outputs shall reflect: (1) the use of scientific or naturalistic approaches or methods; (2) originality or novelty of topics; (3) compliance with standards or research reporting; and (4) high standards of scholarship.

5. CRD AS A SUPPORT UNIT

The center shall assist the colleges in terms of: (1) statistical or qualitative analysis; (2) plagiarism check; (3) ethical review; and (4) technical assistance. Instructional materials and guidelines shall be made available in the center. Instructional materials shall include but not limited to: (1) selecting appropriate research problems; (2) drafting of statement of purpose; (3) stating specific problems and hypotheses; (4) selecting appropriate research design; (5) selecting appropriate philosophical stance for research; (6) guidelines in writing projects, thesis or dissertation; and (7) guidelines in writing publishable papers.
Evaluating Research Papers

The following guidelines are recommended in evaluating research papers. Colleges may revise some items to satisfy the needs of their discipline.
This instrument shall be utilized to guide the panel of evaluators. It is recommended that the instrument shall be given to the evaluators together with the printed manuscript at least 3 days before the actual date of examination. Utilizing the critiquing questions, evaluators are advised to transcribe their comments in a separate sheet. When these comments are clarified during the actual date of examination, this shall be written in the proceedings. Numerical ratings shall be finalized after the examination. The suggested ratings are as follows:
5 – Exceeds the Standard
4 – Meets the Standard
3 – Nearly Meets the Standard
2 – Does Not Meet the Standard
1 – No Evidence

RESEARCH ADVISERS
         
Qualification.
Research advisers shall be chosen on the basis of the quality of their published works in peer-reviewed CHED-JAS accredited journals or ISI/SCOPUS/ACI indexed journals.
Responsibilities.
The research advisers shall have the responsibility to provide a research experience that is fundamentally educational in nature and advances specific academic and professional development. This educational experience should lead toward research independence and include experiences that promote professional development.
At the outset of the advising appointment, advisers should:
  1. outline, in writing, the initial expectations about the performance of the student, including the overall research plan and the student’s responsibility for ongoing research; a.   These understandings should include laboratory policies on authorship; on ownership of ideas, intellectual property, and data; on determining priority of research projects; and, importantly, on taking projects from the laboratory when the student’s term has ended.
  2. provide mentoring as needed, including not only detailed advice and assistance in the development of a specific research project, but also education in research issues such as ethics and conflicts of interest;
  3. discuss goals with the student so that expectations of both parties are clearly delineated, and provide written evaluations of a student’s progress at least once a semester, to be included in the student’s research portfolio; a.   Such meetings provide an assessment and reality check for both parties. Advisers and departments should consider whether the student may benefit from additional mentoring by several members of the institution or outside the institution.
  4. be committed to the education and training of the student as a future member of the research or artistic community;
  5. knowledgeable of the requirements and deadlines of the student and advise the student throughout the process;
  6. meet one-on-one with the student on a regular basis;
  7. provide timely feedback on the student’s work to facilitate ongoing progress on the thesis/dissertation;
  8. provide a learning environment for his/her student that is intellectually stimulating and supportive; and
  9. consistently enforce standards of rigor and academic conduct that model the best practices in research and scholarship in their discipline for the student.
If a thesis project is not deemed ready by the thesis adviser in time for a scheduled defense, the adviser has the right and responsibility to delay the thesis defense until the student has revised the thesis to meet the adviser’s standards.

Faculty members have the right to refuse to serve on committees and to select those students with whom they will work based upon their own criteria of evaluation.
Load. Research advisers are only allowed 5 loads of active student advisees.

THESIS/DISSERTATION COMMITTEE.
It is the purpose of this document to set forth policies for the functioning of thesis and dissertation committees appointed at the University of the Visayas in order to maintain high standards of quality in the conduct of undergraduate and graduate student research and writing and to provide guidelines for the orderly transfer of members’ responsibilities if this should become necessary. Thesis/dissertation committees have an established place in the academic world and play a vital role in the guidance and direction of undergraduate and graduate student research. One member of the committee, the chair, has a more formal administrative relationship with the student because of the way the university recognizes the chair’s responsibilities. On occasion, the roles of the chair and the committee members require clarification.

Number of Members.
A panel of examiners shall be attended by:
1.   At least (1) external expert;
2.   At least (1) content expert; and
3.   At least (1) methodical expert.
There shall be:
1.   3 members in the undergraduate program including the adviser;
2.   4 members in the master’s program including the adviser; and
3.   5 members in the doctoral program including the adviser.

Under extenuating circumstances (e.g., member’s death or sudden leave), to be noted by the program coordinator in a letter to the graduate dean, an individual student may request a replacement on the member of the committee.
More members may be added to the committee when deemed appropriate/necessary to provide required expertise.
Qualification.
Panel members shall be chosen on the basis of the quality of their published works in peer-reviewed CHED-JAS accredited journals or ISI/SCOPUS/ACI indexed journals.

Responsibilities of the Chair:

  1. To provide timely and thorough guidance to a student on the various elements necessary for the planning and execution of the study.
  2. To recommend appropriate members to serve on the committee and to approve those moments when the student may circulate the manuscript to members of the committee. 
  3. To advise on proposal and final defense protocols, to ensure that students and their manuscripts are adequately prepared for the proposal and the defense, to facilitate the defense, to take notes for the student at the defense, and to discuss what revisions may be needed after the defense has been concluded.
  4. To be accessible to students for dialogue and formal meetings as needed. 
  5. To respond to student drafts in a timely basis. A reasonable guideline is no more than 7 working days turnaround time upon receipt of a draft or a response to a student within that 7 working day window if more time is needed (not more than 30 days).

Responsibilities of the Committee Members:

  1. In collaboration with the Dissertation Chair, to provide timely and thorough guidance to a student on project development and/or manuscript drafts.
  2. To respond to student drafts in a timely basis. A reasonable guideline is no more than 7 working days turnaround time upon receipt of a draft or a response to a student within that 7 working day window if more time is needed (not more than 30 days).    It is also important to keep the Chair informed of feedback being provided to students outside of the formal defense settings. 

        SCHEDULING DESIGN HEARING, PRE ORAL EXAMINATION AND FINAL ORAL EXAMINATION

To give enough time for the panel members to evaluate efficiently the research document, the hearing shall be scheduled at least 5 working days after the document is submitted to the office.

Students should plan for at 30 working days between the submission of the manuscript for examination. This may seem like a long delay, but it is a safe estimate of the time it takes to ensure a thorough review of the manuscript and any administrative hurdles that might impede the process, especially during peak periods.

Exams normally begin at 5:00 pm Monday through Friday (excluding statutory holidays) and last for a period of 2 to 3 hours. It is the responsibility of the Candidate and Research Adviser to ensure the submission at least four weeks prior to the Oral Defense.
 
LOCATION
 
All examinations shall be conducted within the university campus. The university shall not recognize examinations conducted outside the university.
 
SUBMISSION OF ELECTRONIC AND HARD COPY
 
In the commitment to provide knowledge repository and information center with rich and useful collection for clients the guidelines for submission electronic and hard copy of completed thesis and dissertation is crafted:

1.   The student shall furnish 4 hard copies to the following offices:

  • a.   Institutional Review Board (1)
  • b.   Library (1)
  • c.    Registrar (1)
  • d.   College Research Unit (1)

2.   The student shall furnish 6 soft copies to the following offices:

  • a.   Institutional Review Board (1)
  • b.   Library (1)
  • c.    Registrar (2)
  • d.   College Research Unit (1)
  • e.   Center for Research and Development (1)

3.   The CD-ROM shall contain the full text of the completed theses/dissertations in Portable Document Format (*.pdf) and Microsoft Word Format (*.docx).
4.   The CD-ROM shall be labelled with a sticker as follows:

  • a.   Title:
  • b.   Author(s):
  • c.    Name of Institution: University of the Visayas
  • d.   Degree:
  • e.   Major/Specialization:
  • f.     Year:
  • g.   Abstract: (5 sentences)

5.   The Registrar shall copy furnish the CHED Library located at the CHED Central Office the completed theses/dissertations in electronic copy stored in CD-ROM format every end of an academic term.

ROLE OF THE CENTER FOR RESEARCH AND DEVELOPMENT
 
The Center for Research and Development manages, monitors and evaluates all academic research activities conducted in the university.
GUIDELINES ON RESEARCH PROPOSAL
  1. Each student enrolled in a Research course should submit research topic and/or title on the second week of classes of the given semester.
  2. The College Research Unit (CRU) should convene to critique, recommend, and approve the submitted research topics and/or titles. In case there are research topics and/or titles that have not been approved, the student researchers concerned should be informed and must re-submit the title a week after. The student researchers cannot pursue the research unless the CRU approves their research topics and/or titles.
  3. Only after the CRU has approved the research topic and/or title that the concerned student researchers will have his/her research adviser. The research adviser must be selected from the pool of research advisers in consideration of the expertise of the professor on the concerned research topic and/or title.
  4. All students enrolled in Research subjects requiring five (5) chapters are expected to start submitting their research proposal two weeks after midterm examination for proposal defense.
  5. All students enrolled in Research subjects requiring five (5) chapters are expected to submit their manuscripts to their respective advisers five days before the submission to the research instructor.
  6. The schedule of proposal hearing shall be prepared by the research instructor in coordination with the College Research Coordinator.
  7. The proposal hearing will only be scheduled at least 3 days after the manuscript has been submitted. This will give the members of the panel enough time to read, critique, and evaluate the proposal document ready for defense.
  8. The proposal document must be submitted to the research instructor with the note of recommendation for defense by the research adviser.
  9. Copies of the manuscript should be given to the panel members with a note from the research instructor that it is ready for defense with the instrument in evaluating the manuscript.
  10. Copies of the manuscript shall only be given to the panel members after the research instructor has scheduled the date of defense. The schedule of defences shall be posted on the college bulletin board for public information.
  11. The research panel for the proposal defense shall be composed of a chairperson and two members. They are chosen based on the pools of panel chairpersons and members of the CRU. The presence of research adviser is required during the defense to facilitate in the conduct of the defense but he/she is not to be considered part of the panel. The adviser will take note all the recommendations, suggestions and corrections using the Record of Proceedings form. In the case of quantitative researchers, a statistician may be required to be present during the defense.
  12. The CRU shall deliberate on the consideration of outside experts as part of the research panel in case the expertise needed and demanded by the research cannot be addressed by the pool of research panels in the university.
  13. The composed research panel will be the official panel of the student researcher(s) in the proposal defense. In cases of unexpected situations related to the composition of the panel, the CRU has the power and burden of decision for substitution.
  14. After the proposal defense, the record of proceedings signed by the adviser and the panel committee will be given to the student researcher(s). They will then be given 3 days to include the recommendations, suggestions and corrections of the research panel. A completion checklist will be accomplished by the student researcher(s). The final copy of the research proposal paper should be submitted to the Institutional Review Board (IRB) for review.
  15. After the IRB review, the student researcher(s) will now be given with a Notice to Proceed certificate.
  16. The final copy of the research proposal paper should be submitted as part of their course requirements together with the copy of record of proceedings during proposal hearing and the Notice to Proceed certificate.
  17. After the final defense, they will then be given 3 days to include the recommendations, suggestions and corrections of the research panel. A completion checklist will be accomplished by the student researcher(s). The final copy of the manuscript including a photocopy of the record of proceedings and the completion checklist should be submitted to the College Research Unit Coordinator in order for the researcher(s) to be given a Completion Certificate as one of the requirement for Plagiarism Check. The researcher(s) will then proceed to the Center for Research and Development (CRD) for Plagiarism check with their final soft copy of manuscript and the Completion Certificate.
  18. The researchers will be given an application form for Plagiarism check and will proceed to the accounting office for payment. They will give the receipt together with the said requirements to the Stat-hUV officer.
  19. After the Plagiarism check, the student researcher(s) will be given a certificate.

GUIDELINES ON RESEARCH FINAL DEFENSE

  1. All students enrolled in Research subjects requiring 5 chapters of full-blown research paper are to submit their final research paper one week after the midterm examination.
  2. All students enrolled in Research subjects are to submit their final research paper to their respective advisers one week before the submission to the research instructor for the final defense schedule.
  3. The schedule of final defense shall be prepared by the research instructor in coordination with the Research Coordinator.
  4. The final defense will only be scheduled at least 3 days after the final research paper has been submitted. This will give the members of the panel enough time to read, critique, and evaluate the final research paper ready for final defense.
  5. The final research paper must be submitted to the research instructor with the note of recommendation for final defense by the concerned research adviser.
  6. Copies of the final research paper should be given to the panel members with a note from the research instructor that it is ready for defense.
  7. Copies of the final research paper shall only be given to the panel members after the research instructor has scheduled the date of defense. The schedule of final defences shall be posted on the college bulletin board for public information.
  8. The research panel for the final defences shall be composed of a chairperson and two members. They were chosen based on the pools of panel chairpersons and members of the CRU. The presence of research adviser is required during the defense to facilitate in the conduct of the defense but he/she is not to be considered as part of the panel. In the case of quantitative researches, the statistician may be required to be present during the defense.
  9. The composed research panel during the proposal hearing will also be the official panel of the student researcher(s) in the final defense. In cases of unexpected situations relative to the composition of the panel, the CRU has the power and burden of decision for substitution.
  10. The final copy of the research paper will be endorsed for grammar check.
  11. A grammarian will release a certificate after all the revisions have made.
  12. The researchers will then report to CRU to ask a form for authority to print.
  13. The thesis committee (chairman, adviser and members) will review the final paper to be authorized for printing and sign the authority to print ones approved.
  14. Technical committee (plagiarism check, grammar check and research ethics evaluator) and the college dean will then sign the authority to print.
  15. Ones authorized, the researchers will submit four (4) hardbound copies and soft copy (CD-ROM). These will be submitted to the following offices: college research unit, library, IRB, and registrar.
  16. In case the research panel has decided for a re-defense, the student researcher(s) will be given a grace period of two weeks only to improve the research paper. After the grace period, re-defense shall be conducted. If the research paper has been approved, the student researcher(s) will be given the week after the final examination to submit the final copy of the research paper. If the research paper has still been rejected, the student researcher(s) will be given a grade of INC and will be allowed to complete the research requirement for the entire period of the following semester. Failure of completion would mean a grade of 5.0 for the final research requirement and re-enrolment of the course. In case the student researcher(s) submit(s) an improved paper, another defense will be scheduled for the purpose of completion.
  17. Final research paper can only be submitted if it is already signed by the editor, statistician if required, panel chair and members, adviser, and college dean respectively. A CD copy will also be required from the student researcher(s) in submitting the final hardbound copy of the final research paper.