Higher Doctorates | University of Oxford

Higher Doctorates

Higher doctorates are earned awards of the University whose fundamental purpose is to recognise excellence in academic scholarship.

The regulations and administration of higher doctorates have been comprehensively reformed and applications for 2018-19 will open at the beginning of August 2018. There is specific local guidance available for all higher doctorates, a yearly timetable for applications to be considered, an initial screening stage to determine which applicants should be invited to make a full application, and a transparent and informative feedback process for unsuccessful applicants.

The higher doctorates offered by the University are: Doctor of Divinity (DD), Doctor of Civil Law (DCL), Doctor of Letters (DLitt), Doctor of Science (DSc), and Doctor of Music (DMus).

Please read these notes of guidance before, and in conjunction with, the relevant local guidance to supplicate (apply for) for one of the higher doctorates.

It is strongly recommended that you consult the Submissions and Research Degrees Team (higherdoctorates@admin.ox.ac.uk) prior to submitting a formal application to supplicate for one of the higher doctorates.

A fee of £2,650 will be payable for submission of an application, of which £265 is non-refundable should you not progress to full scrutiny after initial screening.

Eligibility

Applications for one of the higher doctorates will be accepted from current members of Congregation or from graduates of the University.

Graduates of the Universities of Cambridge and Dublin who have been incorporated in this University are not eligible to supplicate for a Higher Doctorate unless they are also a current member of Congregation or a graduate of the University.

Application

Applications can be submitted on an open basis; additionally departments, faculties and colleges may wish to invite an application from a specific candidate. An invitation to apply does not in itself constitute proof that the work of the candidate is of sufficient significance to merit the award of the degree concerned. This remains a judgement of the responsible body on the recommendation of its judges. For an indication of the academic standard required for one of the higher doctorates, please refer to the examination regulations for Higher Doctorates and to the local guidance prepared by the relevant responsible body.

Applications to supplicate shall be made to one of the following responsible bodies only.

Award

Division

Board (Faculty/Division)

Doctor of Letters (DLitt)

Humanities

Classics

English Language and Literature

Fine Art

History

Linguistics, Philology and Phonetics

Medieval and Modern Languages and Literature

Music

Oriental Studies

Philosophy

Theology and Religion

Fine Art

Social Sciences

Social Sciences

Doctor of Science (DSc)

Social Sciences

Social Sciences

MPLS

Mathematical, Physical and Life Sciences

MSD

Medical Sciences

Doctor of Music (DMus)

Humanities

Music

Doctor of Divinity (DD)

Humanities

Theology and Religion

Doctor of Civil Law (DCL)

Social Sciences

Law

Application cycle

Applications will be considered by the University on a cyclical basis. For 2018-19, applications for all higher doctorates will be open.

From 2019-20, applications across two divisions will be considered in one academic year on the following schedule:

Division

Academic Year

Medical Sciences; Social Sciences

2019-20; 2021-22

Mathematical, Physical & Life Sciences; Humanities

2020-21; 2022-23

Applications from the Department for Continuing Education will be considered by the relevant cognate area in one of the four divisions. Candidates applying under the auspices of the Department for Continuing Education should contact the Submissions and Research Degrees Team for confirmation as to which division will consider their application.

The application window will open on 1 August each year and applications should be submitted using the online application form no later than midnight 31 August. Candidates should be aware that the processing of applications will normally be subject to the following timetable:

Activity

Due by (Academic Year in which application is made)

Candidate submit application for screening

31 August

Division undertakes screening

End Week 3 Michaelmas Term

Candidate notified of outcome of screening

End Week 4 Michaelmas Term

Candidate submits full submission

End Week 8 Michaelmas Term

Submission sent to judges

End Week 0 Hilary Term

Judges send recommendation

End Week 11 Hilary Term

Responsible body consider judges recommendations

End Week 9 Trinity Term

Candidates notified of outcome

End Week 10 Trinity Term

Local guidance

Initial application

An initial application submitted for screening will consist of:

  • a completed online application form
  • proof of payment of the application fee
  • a pdf document of no more than 10 sides of A4 (minimum 11pt, single spaced) to include a statement of how the candidate meets the criteria for the award
  • a pdf copy of the candidates CV
  • a pdf copy of the list of key / representative publications as stipulated by the relevant local guidance;
  • a list of any individuals the candidate would like to see excluded from the pool of judges on grounds of conflict of interest, with grounds to be explained. Please note, however, that the relevant responsible body reserves the right to appoint any judge that they see as being the most appropriate person to judge a candidate’s work.

For all higher doctorates, work submitted for other degrees is excluded from consideration. Additionally, at least one year must have elapsed between the publication of any published paper or book and its submission as evidence in support of an application. For work produced in collaboration, a candidate must state in respect of each item the extent of their own contribution.

Screening process

Initial applications will be subject to a screening process to establish if there is a prima facie case for the candidate to be considered for the degree. The nature of the screening process is detailed in the local guidance prepared by the relevant responsible body.

Should the responsible body conclude that there is not a prima facie case for consideration, the candidate will be notified by the Submissions and Research Degrees Team. A fee of £265 will be retained by the University and the remainder of the application fee will be returned to the candidate (£2,385).

There is no right of appeal in relation to a screening decision, although unsuccessful candidates may re-apply at the next available opportunity.

Candidates invited to proceed to full scrutiny will be notified by email by the Submissions and Research Degrees Team.

Full application

Details of the nature of the submission required for a full application, in terms of the extent and form of publications as appropriate to the conventions of the field, will be determined by the responsible bodies and form part of the local guidance which is available to candidates. If/when judges are appointed, the candidate will be informed and shall then provide two copies of the publications listed in their initial application (either in hard copy or electronically), and a full list of all their publications to the Submissions and Research Degrees Team. Hard copies should be sent to the Submissions and Research Degrees Team, c/o The Examination Schools, 75-81 High Street, Oxford, OX1 4BG. The previously submitted application form, covering statement, CV, and the key/representative publications list (with their explanation statements), provided at the screening stage will also be used at this point.

Appointment of judges

Once a prima facie case for the candidate to be considered for the degree has been established, the Submissions and Research Degrees Team will liaise with the Chair of the supervisory body in whose remit the research submission lies to recommend judges to act on behalf of the responsible body. Nominated judges will be approached during Michaelmas term whilst the candidate prepares their full application. Two judges will be appointed to consider the evidence submitted.

For applications from current members of Congregation, both judges shall be external to the University. For other applications one internal and one external judge may be appointed, or two external judges if an internal judge is not available. The identity of the judges will not be divulged to the candidate at any time.

Conflict of Interest

Prior to appointment judges approached will be required to declare any conflicts of interest that they hold with the candidate. Judges will not be appointed to judge submissions for candidates with whom they have a conflict of interest. For the purposes of judging a submission for a Higher Doctorate, a conflict of interest is defined as follows:

  • a close professional, contractual or personal relationship with the candidate or who has a financial interest in the research of the candidate
  • anyone who is already, or knows they will be, in a position to significantly influence the future of the candidate: e.g. on an appointment panel for a post for which the candidate has applied
  • anyone significantly involved in recent or current collaborative research activities with the candidate
  • an external judge cannot be a member of a governing body or committee of the University or currently employed by, or taking up a position during the course of judging a submission at the University
  • the appointment of both external judges from the same department of the same institution.

Additionally, if within the last three years:

  • the judge supervised or had line management responsibility for the candidate
  • the external judge was a member of staff or student of the University.

Furthermore, if a judge is aware of any other circumstance that presents a potential conflict of interest with a candidate, they should raise this with the responsible body who will decide if an alternative judge should be appointed.

Should it not be possible to engage judges before the beginning of Hilary Term in the relevant academic year, the responsible body may decline to consider the full application. In such circumstances the full application fee will be refunded to the candidate. Any delay in appointing judges will be notified to candidates together with a revised timetable for judging the submission by the Submissions and Research Degrees Team.

Judgement

The appointed judges will each produce an independent report assessing whether the candidate’s submission has met the award criteria. The reports and recommendation will be received and considered by the relevant responsible body.

In the event that the two judges’ reports are in conflict, a third judge will be appointed to review the submission without knowledge of the previous judgements. This third judge shall be external to the University and will not be appointed to judge submissions for candidates with whom they have a conflict of interest as defined above.

Candidates will be advised that there has been a delay in receiving the judges’ reports on their submission and a revised timetable for the outcome of the submission will be provided to the candidate by the Submissions and Research Degrees Team. It will normally be expected that the third judge will review the submission over the Long Vacation with the relevant responsible body receiving the report in Michaelmas Term.

Outcome

If the judges decide that the candidate’s submission merits the awarding of a Higher Doctorate, and this is endorsed at a meeting of the relevant responsible body, the candidate will be granted leave to supplicate for one of the higher doctorates. Success will be notified to the candidate by the Submissions and Research Degrees Team. The relevant responsible body will receive a copy of the result letter.

The decision of the responsible body will also be published in the University Gazette, the University Calendar and on the University website. One copy of each of the papers and books submitted as evidence will remain in the possession of the University for deposit in the Bodleian Library, unless the Library already possesses a copy.

If the judges decide that the candidate’s submission does not merit the awarding of a Higher Doctorate, and this is endorsed at a meeting of the relevant responsible body, the candidate will not be granted leave to supplicate for one of the higher doctorates. The outcome will be communicated to the candidate by the Submissions and Research Degrees Team. Unsuccessful candidates may re-apply at the next available opportunity.

Whether the outcome of the application is positive or negative, all candidates will receive anonymised copies of the judges’ reports for feedback purposes.

Data privacy statement 

In the course of completing this application form, you will have provided information about yourself (‘personal data’). We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation (GDPR).

How we use your data

We will use your data to assess your application for eligibility and suitability for leave to supplicate for a higher doctorate.

We are processing your data for this purpose only because you have given us your consent to do so, by ticking the appropriate box on the application form. You can withdraw your consent at any time by contacting us at higherdoctorates@admin.ox.ac.uk or +44 1865 276391. In this event, we will stop the processing as soon as we can.  However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above. We will also need to share your data with external judges, appointed by the University, if your application passes the pre-screening stage of the process. Where we share your data with a third party, we will seek to share the minimum amount necessary.

Retaining your data

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements. 

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information is available on the University’s Policy on Data Protection page.

Where we store and use your data

We store and use your data on University premises, in both a manual and electronic form. 

Both forms may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"), if you pass the pre-screening stage of the application process and a judge from outside the EEA is appointed to assess your full application.

Such transfers will only take place if one of the following applies:

  • the country receiving the data is considered by the EU to provide an adequate level of data protection;
  • the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;
  • the transfer is governed by approved contractual clauses;
  • the transfer has your consent;
  • the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract; or
  • the transfer is necessary for the performance of a contract with another person, which is in your interests.

Your rights

Information on your rights in relation to your personal data are explained GDPR section of the Council Secretariat page.

Online application form

A link to the online application form will be available when the application window opens on 1 August 2018.

The application fee must be paid in advance, via the University online store. You will need your payment reference number to complete the application form. 

Please note that the application form cannot be saved and must be completed and submitted in the same session.

Reapplication

Candidates not invited to full scrutiny following the screening process, and those whose full submission did not merit the awarding of a Higher Doctorate, are eligible to re-apply at the next available opportunity.

Candidates wishing to make a reapplication should take into consideration any feedback that they received at either the screening or judging phases to inform their reapplication. The same screening panel and judges may be used to assess a reapplication, particularly in narrow academic fields. Copies of previous judges’ reports will not be made available to either the screening panel or judges.

Appeals

An unsuccessful candidate may appeal against the decision of the responsible body to Education Committee. Education Committee will only consider complaints on the grounds of procedural irregularity in the decision-making process and not appeals against academic judgement.

Formal appeals should be submitted to the Chair of Education Committee at the following address:

Education Policy Support

University Offices

Wellington Square

Oxford

OX1 2JD

edcapplications@admin.ox.ac.uk

 
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