History Department
Handbook:
A Guide to Departmental Policies and Procedures
Degree requirements for History students are governed by the program information published in
the archived Bulletin and the Department Handbook for the academic year in which a student
began coursework at the University.
Updated 8/22/2012
Contents
Introduction ..................................................................................................................................... 1
General Information for New and Continuing Students ................................................................. 1
Mail ............................................................................................................................................. 1
Student ID Cards ......................................................................................................................... 1
Information Technology ............................................................................................................. 1
Email ....................................................................................................................................... 2
Student Portal .......................................................................................................................... 2
Sakai ........................................................................................................................................ 2
Staff and Faculty Contact Information ....................................................................................... 2
CGU/CUC Resources ................................................................................................................. 2
Registration and Degree Forms .................................................................................................. 2
Certificate Programs ................................................................................................................... 3
General Policies and Procedures ..................................................................................................... 3
Academic Honesty ...................................................................................................................... 3
Satisfactory Academic Progress ................................................................................................. 3
Required Use of Interfolio for Letters of Recommendation ....................................................... 3
Program Requirements.................................................................................................................... 4
Advising/Registration ................................................................................................................. 4
Research Tool(s) ......................................................................................................................... 4
The Language Exam ............................................................................................................... 5
Substantive Research Paper(s) .................................................................................................... 5
Courses ........................................................................................................................................ 5
Claremont Colleges Courses ................................................................................................... 5
Independent Study Courses..................................................................................................... 6
Transdisciplinary Courses ....................................................................................................... 6
Thesis (M.A. Programs) .............................................................................................................. 6
Thesis ...................................................................................................................................... 6
Thesis Committee ................................................................................................................... 6
Degree Changes .......................................................................................................................... 6
Changing Degree Status from M.A. to Ph.D. ......................................................................... 6
Transferring Credits .................................................................................................................... 7
Concentrations ............................................................................................................................ 7
American Studies .................................................................................................................... 7
European Studies .................................................................................................................... 8
Early Modern Studies ............................................................................................................. 8
Specific Program Requirements ................................................................................................. 8
M.A. in History ....................................................................................................................... 8
M.A. in History and Archival Studies .................................................................................... 8
Ph.D. in History ...................................................................................................................... 9
Appendix I: Sample Forms ....................................................................................................... 14
Internship Student Agreement Form ......................................................................................... 14
Internship Evaluation Form ...................................................................................................... 16
Plan for Qualifying Examinations ............................................................................................ 18
Appendix II: Advising/Registration FAQs ............................................................................... 19
Appendix III: Interfolio FAQs .................................................................................................. 21
Appendix IV: Internship Guidelines ......................................................................................... 23
Internship Goals .................................................................................................................... 23
Internship Protocol ................................................................................................................ 23
Application Process Time Line:............................................................................................ 23
Student Goals and Objectives ............................................................................................... 24
Grading and Evaluation ........................................................................................................ 24
Agency Selection .................................................................................................................. 24
Insurance: Liability and Health ............................................................................................. 24
Application ............................................................................................................................ 24
Internship Responsibilities .................................................................................................... 25
Introduction
The purpose of this handbook for the History Department is to provide new and continuing
students with information about policies, procedures, and degree requirements for the M.A. and
Ph.D. programs in the History Department, which are not included or explained in detail in the
CGU Bulletin or on the CGU or School of Arts and Humanities (SAH) websites. Each
student’s program requirements are governed by the CGU Bulletin and the History
Department Handbook published during the first year of enrollment. This handbook is,
therefore, an essential guide and supplement for obtaining a degree in History at CGU.
Please note that most of the information students need in order to complete their degree at CGU
can be found on the website. Therefore, it is extremely important to become familiar with both
the CGU and SAH websites, especially the Student Services webpage. On this site, students can
find important links to resources for student life and academic policies and procedures (i.e. the
academic calendar, student health services, the writing center, IT help desk, forms for
completing a degree, etc.). Additionally, the SAH website contains important information, such
as contact information for all SAH faculty and staff, an event calendar, and links to special
resources for SAH students. While much important information is available on the CGU
website, the SAH office and staff always welcome students’ questions. The office is located at
831 North Dartmouth Avenue and is open from 8:30 – 5:30, Monday through Friday (except
major holidays). The main phone number for the office is 909-621-8612.
General Information for New and Continuing Students
Mail
Students may occasionally receive mail and/or packages at the Arts & Humanities office if
necessary. You will be notified via your CGU email account if any packages or mail arrives for
you.
Student ID Cards
The Claremont Card Center provides ID card services for The Claremont Colleges. Students should visit
the Card Center located in the CUC Connection office in the South Entrance of Honnold Library during
their first week of class as they will need this card for various services at CGU, including many library
services. There is no charge for an initial ID card. The Card Center also manages the Claremont Cash
program. Claremont Cash can be used to purchase both food and non-food items throughout The
Claremont Colleges, as well as local merchants in and around Claremont. All students, faculty, and staff
of The Claremont Colleges have a Claremont Cash account established as soon as their ID card is created.
Funds may be deposited into an account via the Card Center’s website or office. For more information
about the Card Center, students can visit the website at https://cards.cuc.claremont.edu/.
Information Technology
CGU and the Claremont University Consortium (CUC) offer many technological tools for
students, including campus-wide wireless internet access, email, online access to student
accounts, grades, and class schedules, web-based instructional tools, and the ability to request
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and/or rent technical equipment for special events or classes. Information about these services,
including answers to frequently asked questions can be found on CGU’s Office of Information
Technology webpage, http://www.cgu.edu/pages/260.asp.
Email
Every student at CGU is given an email account. It is extremely important for students to check
their CGU email accounts regularly CGU and the SAH office will only send email to CGU email
accounts in order to comply with the Family Educational Rights and Privacy Act (FERPA). Many
courses require work done by e-mail, and many professors distribute course information by this
medium. Account information is provided to each student at the New Student Orientation. If you
cannot attend orientation please see Susan Hampson to collect your orientation packet, which
includes network account information. Note: It is possible to forward CGU email to a different
email account. Instructions for doing this may be found at the following Office of Information
Technology webpage http://www.cgu.edu/pages/7982.asp.
Student Portal
It is extremely important that students check and use their Student Portals. The Student
Portal is the main way for students to register for classes, check their grades, check their
academic progress, view their student account, and make changes to their personal
information, such as addresses and phone numbers. The Student Portal may be accessed at
the following web address, https://my.cgu.edu. Login information for the Student Portal is
provided to students after the first time they register either via U.S. Mail or at New Student
Orientation. For help logging on or for a new username and/or password, please contact the
Office of Information Technology (OIT).
Sakai
Sakai is a course management tool used by all of the Claremont Colleges. Many professors
use this tool for their courses to post syllabi and readings and/or to facilitate online
discussions for their classes. Sakai can be accessed at the following web address,
https://sakai.claremont.edu. Logon information is identical to that used to access the
Student Portal.
Staff and Faculty Contact Information
For a complete and current listing of Arts and Humanities Faculty and Staff contact and/or
biographical information, please visit the Arts and Humanities website at www.cgu.edu/sah.
CGU/CUC Resources
For a list of current student resources at CGU, please visit either the School of Arts and
Humanities website at www.cgu.edu/sah or the main CGU website under “Current Students” at
http://www.cgu.edu/pages/104.asp, as well as on the Claremont University Consortium (CUC)
website, www.cuc.claremont.edu. Examples of resources that students can find on these sites are
funding opportunities, career services, health services, the library, information technology, and
many more.
Registration and Degree Forms
There are important forms that students will need to complete their degree requirements at CGU,
such as registration forms, the Intent to Receive a Degree Form, and the Final Approval Form
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(M.A./Certificate). Electronic versions of most of these forms can be found on the Office of
Student Records/Registrar webpage, http://www.cgu.edu/pages/179.asp.
Certificate Programs
The School of Arts and Humanities offers several Certificate Programs, which students can earn
concurrently with the degree for which they are enrolled. For more information about these
certificate options and their requirements, please see the Certificate section of the Bulletin.
General Policies and Procedures
CGU’s policies and procedures are available through the Student Services webpage. Some of
these policies include Academic Honesty, Sexual Harassment, Student Rights and
Responsibilities, and Satisfactory Academic Progress. Students should familiarize themselves
with these policies. The History Department has made additions to some of these CGU policies,
which are explained below.
Academic Honesty
In addition to the Standards of Academic Honesty contained in the Bulletin, the History
Department considers the multiple submission of written work for courses as an issue of
academic integrity. It is improper to submit the work done for one class or project to a second
class or as a second project without first getting the informed permission of both instructors.
Some instructors allow overlapping work between courses. In such cases, students must obtain
the agreement of all relevant instructors.
Satisfactory Academic Progress
The History Department adheres to the General Requirements for Satisfactory Academic
Progress (SAP) as outlined in the Bulletin with the following additions:
SAP refers to maintaining an appropriate (as distinct from minimally acceptable) academic
record reaching the various stages of progress in the department at or near the time expected of
the majority of students. In addition, students must demonstrate a level of research and writing
ability and class performance appropriate to the standards of graduate study. Cases of students
not maintaining satisfactory progress will be reviewed by the department advisor and department
director, who will take appropriate action.
The department takes satisfactory progress into account in awarding financial support. Students
should also be aware that CGU maintains a policy on satisfactory academic policy for eligibility
for financial aid. Information is available through the Office of Student Financing.
Required Use of Interfolio for Letters of Recommendation
Interfolio is an online service that manages, tracks, and delivers application and dossier materials
to graduate schools and for jobs, as well as confidential letters of recommendation. In order to
ensure the timely and reliable delivery of your letters All Arts and Humanities students are
required to use the service for all confidential letters of reference (unless your advisor/letter
writer chooses otherwise). We recommend that you use the service for the management and
delivery of your dossier and other application materials as well, but that is ultimately up to you.
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Although almost all universities have moved to online applications, we recognize that there are
some that request letters be sent by mail directly from applicants and their letter writers. We will
work with you to ensure these letters are sent through our office, but please remember that the
letter writer is managing many requests and the ultimate responsibility for follow-up remains
with you.
Note that for online applications you can direct the letter of recommendation request to your
Interfolio account . Please see Appendix III: Interfolio FAQs for more information.
You can also go here for instruction: http://www.cgu.edu/pages/6961.asp
Program Requirements
General History program requirements, including concentrations available to History students,
are outlined in the CGU Bulletin, which is updated yearly and is the official university
publication which governs degree requirements. The current Bulletin, as well as archived
versions of it, may be found at the following address, http://bulletin.cgu.edu. However, specific
History program requirements such as advising, course distribution, and research tool options are
not included in the Bulletin. These are explained below.
Advising/Registration
When students first enter the History Department, they will be assigned an academic advisor. A
student may change his or her advisor at any time, selecting from among the members of the core
faculty or, in special circumstances, the active consortium faculty. This faculty member must
agree to be the student’s new advisor. Once an agreement has been made, the student should
notify Holly Domingo, Student Support Secretary. A student’s advisor will oversee the student’s
progress throughout his or her graduate career, even after faculty have been selected to serve on
the M.A. thesis, qualifying exam, or Ph.D. dissertation committee. Students are expected to
work closely with their CGU faculty advisor and with other CGU history faculty.
Review of a student’s academic progress and program requirements by a faculty advisor is
required during the two-week mandatory advising period prior to registration each semester. A
registration hold will be placed on all accounts and will remain until students receive approval
from their advisor/chair. Students will be notified by email in advance of the mandatory advising
period each semester.
All students are responsible for checking in officially (in person, by email, or by telephone)
with their advisor or the chair of their department prior to registration each semester.
Students wishing to register for classes, continuous registration, or doctoral study must
first receive official approval from their advisor/chair. Only the official approval by a
faculty advisor may lift the registration hold on a student’s account.
Research Tool(s)
The student satisfies the language requirement by qualifying in one or two languages depending
upon the degree sought. M.A. students must pass one foreign language exam, and Ph.D. students
must pass language exams in two different languages or pass one language exam and complete
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either the Digital Humanities course (HUM 340) or the Oral History course. No degree units
will be awarded for completing Digital Humanities or Oral History as a research tool. The
student should have a good reading knowledge of the chosen one or two languages. Special
exception: M.A. European Studies students must be proficient in either French or German.
Ph.D. European Studies students must be proficient in French and German; although, at the
discretion of the supervisory committee, an alternative language may be substituted if
particularly pertinent to a student’s area of interest. Students in early modern history are
required to study Latin in addition to French and German. (In this case, Latin may be taken
for up to 4 units of credit, with advisor’s approval.)
The Language Exam
The School of Arts and Humanities policy on the Foreign Language Research Tools is:
fulfillment of a language tool by demonstrating competency at translating an approved language
into English--as distinct from completing another type of research tool (permitted by some SAH
departments)--can only be achieved by passing an approved, written examination. This applies
to all SAH students, including native speakers of the language under consideration. For more
information, current exam dates, and to register, students should visit the “Students” page of
the SAH website or email the Program Assistant.
Substantive Research Paper(s)
The substantive research paper(s) must come out of a CGU history seminar. The object is to
demonstrate the student’s excellence in developing and supporting an argument based on careful,
detailed analysis of primary sources and careful, critical use of secondary works. Citing one or
two primary sources does not constitute critical evaluation of such materials. The paper must
receive at least a B+ but preferably a higher grade. Students are expected to complete the
research paper before they begin work on their M.A. thesis or take their Ph.D. Qualifying Exams.
Students must complete either the History Department Research Paper Requirement for M.A.
Students Form or the History Department Research Paper Requirement for Ph.D. Students Form
and turn it in with a copy of the research paper to the Arts and Humanities main office. Students’
papers are evaluated by the history faculty to determine whether they satisfactorily meet the
criteria above.
Courses
History students generally take courses offered by the History Department, but they are also
encouraged to take courses offered by other CGU departments, the Claremont School of Theology,
and (with permission) courses at the undergraduate Claremont Colleges. Current course listings
instructions for how to register can be found on the Student Services webpage. In addition to
courses offered by professors, students may organize independent studies. See below for details and
restrictions on these course options.
Claremont Colleges Courses
Students should consult the Registrar’s webpage for instructions on how to enroll in or audit
classes at the undergraduate Claremont Colleges. The Department strongly encourages
students to audit undergraduate courses, especially the survey courses offered each semester.
This is an excellent way for students to refresh their historical knowledge and to catch up on
new books and interpretations. Students are urged to consult with their academic advisor in
determining their courses each semester. This may become mandatory shortly.
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Independent Study Courses
Students may organize independent studies to pursue specialized topics under the guidance
of a professor. When an independent study replaces a course, students must do an
equivalent amount of reading and writing. Students must complete the Enrollment Contract
and Registration Form for Independent Coursework Credit and attach a plan for the
independent study signed by both the instructor and the student’s advisor. The plan should
include a course syllabus, a reading list, a description of scheduled meetings (at least one
hour per week for a 4-unit course), and a description of writing assignments. Detailed
instructions and the registration form for independent study classes can be found on the
following Registrar’s webpage, http://www.cgu.edu/pages/7405.asp.
Transdisciplinary Courses
Master’s students must obtain their department advisor’s permission before registering for a
Transdisciplinary Course. Doctoral students should consult with their advisor before taking
more than the one required Transdisciplinary Course.
Thesis (M.A. Programs)
Thesis
Students in the History M.A. programs are expected to write an M.A. thesis, in consultation with a
Thesis Committee, based on original scholarly work with an array of primary and secondary sources.
The thesis should demonstrate clear academic writing, a carefully mustered argument, and
knowledge of the topic’s historiographical background. Theses average about 50-60 pages. It is up
to the student and the M.A. Thesis Committee to work out an agreement about the actual thesis: its
scope, the types, variety, and number of primary sources which should be used, the overall
methodology, a consistent footnote or endnote style, and its final length. For general, institutional
instructions about the format of the M.A. Thesis and degree completion, please visit the
following Registrar’s webpage, http://www.cgu.edu/pages/5068.asp.
Thesis Committee
The student invites two faculty to be on the thesis committee: a chair and a second reader. At least
one member should be in the history department at CGU. When a committee has been formed,
students should give the committee members’ names and contact information to the Arts &
Humanities main office and their academic advisor.
Committee members vary in how they prefer to work with a student on the thesis. On some
committees both the chair and second reader want to see multiple drafts. On other committees, only
the chair works with the student on multiple drafts and the second reader comments on later, more
polished, versions or a penultimate version. Establish how your committee wants to work.
Degree Changes
The History Department has special requirements in addition to those required in the Bulletin for
moving from the M.A. into the Ph.D. program or obtaining an M.A. on the way to a Ph.D.
Changing Degree Status from M.A. to Ph.D.
If you were admitted to the M.A. program and would like to segue into the Ph.D. in history,
you may do so by submitting an application that faculty will then consider along with those
of all new applicants by February 1. Your application should include a transcript of your
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courses at CGU, a statement outlining the areas of study the student plans to pursue through
future work in the history department, names of faculty with whom the student hopes to
work, and whether those faculty have agreed to work with the student.
Faculty bear the responsibility for assessing the likelihood that a student will be able to
complete a dissertation in light of his or her abilities and the academic resources available in
Claremont.
Transferring Credits
The University guidelines for transferring graduate credits from institutions other than CGU,
may be found on the Office of Student Records/Registrar webpage. History students have the
following requirements for transferring units in addition to the University’s guidelines:
History students must complete a minimum of 24 units within the History department before
transferring outside credits. Petitions may be submitted as early as the end of a student’s first
full year at CGU (when the student is on the verge of successfully completing 24 units). Only
courses in which the student earned a B+ or better will be considered for transfer credit.
Generally only named history courses will be accepted for transfer credit and not independent
studies or unnamed tutorials. CGU allows a maximum of 24 units to be transferred, but students
in history should not assume they will be allowed to transfer the maximum.
The department will review all requests for transfers and notify the student in writing of faculty
decisions. Only doctoral students may transfer units taken elsewhere.
Concentrations
The History Department offers three concentrations for M.A. and Ph.D. students: American
Studies, European Studies, and Early Modern Studies. For descriptions and specific
requirements, see below.
American Studies
This concentration is designed for graduate students who prefer a multidisciplinary
approach to the history and character of American culture and society. The assumption of
the program is that multidisciplinary studies enhance the study of American history, and
degree programs are intended to reflect that. Minor fields will be arranged individually
between the student and his/her advisors to take advantage of the extensive resources of The
Claremont Colleges and to reflect the student’s interests and desired emphases in studying
the history of civilization in America. The minor fields should support the major and can be
drawn from existing faculties and disciplines represented in The Claremont Colleges
consortium.
Students must demonstrate competence in three fields (a major field and two minor fields).
The major field encompasses a period or thematic aspect of U.S. history. Students choose
their two minor fields after consultation with their advisor and with other faculty. Minor
fields can be thematic approaches to U.S. history, or methodological, comparative or
interdisciplinary. At least one minor field should reflect the multidisciplinary vantage point
of American studies. The student’s supervisory committee in consultation with the chair of
the program must approve the selection of fields
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European Studies
The student may bring to the European studies program an undergraduate background in
one of several disciplines in the humanities and social sciences. For both the doctorate and
the master’s degree, every effort is made to encourage the student to create an individual
course of study in close consultation with an advisor. The program equips the student with
new and traditional methods of research and with the skills to teach general courses in
European civilization, general humanities courses, interdisciplinary courses, and specialized
courses in European cultural and intellectual history.
Course offerings are tailored to the needs and concerns of students in the program, but the
program’s emphasis lies in modern and early modern European cultural and intellectual
history.
Early Modern Studies
Early Modern Studies is a transdisciplinary concentration available to master's students in
the SAH departments of English, History, and Philosophy. It is aimed at 1) preparing
students for Ph.D.-level work at U.S. universities in one of the above three disciplines, or 2)
providing a discrete course of study that complements CGU M.A. coursework in archival or
museum studies.
To complete a concentration in Early Modern Studies, a student must take five courses in
the early modern period, 1200 - 1714, of which two must be outside the discipline in which
the student is earning the degree. Courses in Latin Reading and Paleography are also
required, as well as at least one course that is based upon bibliographic inquiry into the
extensive collections of early modern print and manuscripts housed in Special Collections at
Claremont's Honnold/Mudd Library.
Specific Program Requirements
M.A. in History
Requirements
Students in the M.A. in History program are required to complete 40 units of
coursework (see below for required courses), one research tool/foreign language, one
substantive research paper, and a thesis.
Course Requirements




History 300 (required in the fall of the first year) – 4 units
Six CGU seminars in the student’s track (U.S. history, European history,
American Studies) – 24 units
Two CGU seminars outside of the major track – 8 units
One non-history/interdisciplinary seminar – 4 units
M.A. in History and Archival Studies
Requirements
Students must complete 48 units of coursework (see below for required courses), one
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research tool/foreign language, one substantive research paper, and a thesis. 36 units
(including Hist 300 and 302) must be in history in the student’s area of choice and
gain a solid grounding in history and historical methods. The remaining 12 units
focus on archival education, archival practices, and invaluable hands-on experience.
Required Courses

History 300

Archival Studies 310: Introduction, 4 units

Archival Studies 311: Topics and Advanced Training, 4 units

Archival Studies 396: Internship/Practicum, 4 units
Ph.D. in History
Requirements
Students in the Ph.D. in History program are required to complete 72 units of
coursework (see below for required courses), two research tools/foreign languages,
two substantive research papers, qualifying exams, and a dissertation.
Required Courses





History 300 (required in the fall of the first year) – 4 units
Transdisciplinary Course – 4 units
At least six or more graduate history courses in the student’s field (U.S.
History, European Studies, American Studies – 24 units
At least one interdisciplinary course (methodology or theory) – 4 units
If 24 units are not transferred, the student should work with his/her advisor
on additional CGU courses to round out three fields for qualifying exams
and career advancement.
Qualifying Exams
A demonstration of competence in three fields (a major field and two minor fields) is required
of all Ph.D. History students. The student should check with the doctoral support secretary to
make sure that his/her file is complete and reflects eligibility for the qualifying exams.
Students take written exams on three days followed by an oral exam. Usually the oral exam is
held within one week of the last written exam. It is a student’s responsibility to work with
committee members to schedule the oral exam (which is usually about one hour). Notify
Laurie Beth Martin about the day and time and she will work to find a room as well as provide
the final paperwork.
Procedure
Students are eligible to take qualifying exams upon completion of all the
requirements listed in the Bulletin and this handbook (except the Qualifying
Exams and the Dissertation).
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Exams are conducted three times a year. For current dates, students should
contact Laurie Beth Martin, who serves as the coordinator and proctor for all
qualifying exams. Students should complete and submit the History Qualifying
Exam Plan Form to Laurie Beth Martin, Doctoral Student Support Secretary, as
soon as they have established the composition of their exam committees and
finalized the date(s) of the exams and their oral defense. Note: This form must
be submitted at least one month prior to the exam date.
Committee
Students are responsible for selecting a Qualifying Exam Committee. A
qualifying exam committee and dissertation committee ordinarily must have at
least one CGU core history faculty member. The department chair must approve
the composition of the committee before a student proceeds with qualifying
exams or the dissertation.
Students and individual faculty committee members work out their own
arrangements regarding the amount of reading and the form, type, and number of
questions for each exams.
Format
As a general guide, a student can expect to have a choice of questions for the
written exam and should be prepared to discuss books and ideas in both specific
detail and generalized overviews. The student’s answers must demonstrate
familiarity with the specifics important to history but also knowledge of the larger
issues in which those details are embedded.
The major field exam is four hours; each minor field exam is three hours.
Students are expected to take all three exams within the same week and to take
the one-hour oral exam (attended by all three committee members) within two
weeks of having completed and passed the written exams.
Faculty may allow or encourage student participation in framing exam questions,
but in the end the questions are entirely up to their discretion. Faculty also
determine whether items, such as books, notes, or electronic equipment may be
taken into the examination room. If the examiner(s) allow this, students should
ask the examiner(s) to send an email to Laurie Beth Martin indicating what may
be taken into the exam. If Laurie does not have written permission from the
examiner(s), she will assume that nothing may be taken into the exam.
Students may review their written answers in the Arts and Humanities office
before the oral defense, but they may not keep a copy at any time.
Topics and Reading Lists
Work with your faculty committee on the required reading lists, required subjects,
or a required timetable for taking the qualifying exams. The department may
provide you with a "template" list of important books in the most commonly
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chosen exam fields. Some students and faculty like the idea that the student works
from a reading list (prepared by the student and approved by the committee
member) of the most important classic and new works in the particular field. Such
lists are not a "contract" however, limiting the questions and subjects that may be
covered in a particular field. Sometimes faculty and students work out a set of
questions, some of which will be asked on the written exam, but, again, there is
no routine procedure.
Failure
Students who fail a written exam may take it again with the permission of the
professor. Or, the committee may decide to hold the oral exam and based on that
performance, pass the student. If a student fails one or more written exams and
does not exonerate him/herself in the oral exam, a final option available to the
committee is to give a takehome exam. This, however, is a last resort and a
committee may decide to fail the student following the oral. At such a point the
student is asked to leave the program.
General Reminders
Faculty leaves sometimes necessitate changes in committees. Professors who
know they will be on leave in the semester when the exams are scheduled should
not be on that student’s committee. If a committee member takes an unexpected
leave and is unable to serve as an examiner, the student should contact his or her
department advisor immediately to arrange for a replacement.
Students are expected to take the initiative in maintaining reasonable contact with
members of their exams committee as they prepare for their exams. If such
contact is not maintained, or if difficulties of any other kind arise, the student
should alert the department advisor.
Students must also take the initiative in discussing with their committee such
things as the student's and the committee's expectations of content, range, and
depth, the general format of the written and oral exams, and in meeting with
faculty for guidance while reading for the exams.
Dissertation
Committee
Secure a committee of three faculty members: a chair (generally but not always a
historian from the active History Department faculty), a second and a third
committee member (who are usually but not always faculty affiliated with the
Claremont Colleges). The duties of the second and third committee members vary
considerably. Sometimes each committee member reads and comments on
multiple drafts of the dissertation but sometimes the second and third readers read
and edit only the penultimate and final drafts. Students are responsible for
clarifying what they expect of their committee members. Once three faculty have
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agreed to be on a student's dissertation committee, the student must complete the
department's form, obtaining signatures from all committee members and the
department chair.
The School of Arts and Humanities policy on Dissertation Committee members is
as follows:
1. Claremont Colleges faculty may serve on a CGU Dissertation Committee
provided there is one core CGU history department faculty member on the
Committee.
2. Claremont Colleges faculty may chair Dissertation Committees provided
they are CGU Extended Faculty and are deemed appropriate by the
Department Chair and the Dean.
Proposal Guidelines
A dissertation for the Ph.D. in History is a book-length study of an historical
problem or issue based on original research in primary sources and a thorough
understanding of the secondary sources.
In the dissertation proposal (8-10 pages are usually adequate) the student should
identify the problem, issue, or subject of the dissertation, its potential
significance, and its niche in the secondary literature, what primary sources the
student will consult (and where they are). Laurie Martin in the SAH office has a
one-page memo with advice about the dissertation proposal.
Once the dissertation advisor has read the proposal and believes it is ready to
circulate to the rest of the committee (and this process may well entail several
drafts), the student should circulate it among the other two members of the
committee. Alternatively, however, the committee may decide that all members
will read all drafts of the proposal. This is a committee decision.
When all three committee members agree that the student is ready, the student
will organize a defense of the proposal to the full committee. This defense will
offer an in-depth discussion of the project between the faculty members and the
student focusing on the project's feasibility, its significance, and the timetable for
research and writing. The meeting usually lasts about an hour and represents the
student's most important opportunity for strengthening the conceptual approaches
of the dissertation, for gaining advice about sources and for overcoming potential
problems. This meeting also creates an informal agreement about how long the
dissertation should take to write, lessening the possibility of serious
misunderstanding in the subsequent period when the student is completing the
dissertation. At the conclusion of this meeting, the student will either receive
final approval of the proposal or receive guidance from the committee for
improving the proposal. If the faculty members cannot offer final approval of the
proposal, the student will receive specific suggestions for its improvement, and
will discuss a timetable for completion of revisions to the proposal. Upon
recirculation of the revised proposal to the committee, the student and the
committee will schedule a subsequent defense. There will be no more than two
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proposal defenses unless the majority of the committee allows subsequent
defenses to be called. If the student cannot offer a satisfactory proposal to a
majority of the committee, the committee reserves the right to ask the student to
leave the program.
Writing the Dissertation
Dissertations in history frequently take several years to complete, during which
time it may become increasingly difficult to keep in close communication with the
faculty on the committee. Students should try to maintain contact, though, and
always make sure that the department has their latest a current address and
telephone number. Students who remain known to the department staff and to
their committee are more likely to be notified about unexpected jobs, fellowship
and scholarship opportunities than are those students who become complete
strangers. Do not become one of the students in the department's "lost sheep"
file—working on your dissertation in solitary isolation away from all
departmental contact.
The final stages of dissertation approval require careful attention to timing, CGU
rules and regulations, and the committee's schedules. Students should be
courteous to their committee by giving plenty of advance notice before sending
drafts of the manuscript. Leave enough time to incorporate final revisions. Follow
with care the style and pagination requirements established by CGU for
dissertations. (Rules can be obtained from the Registrar’s website:
http://www.cgu.edu/pages/5068.asp.) The Arts and Humanities requests a bound
copy for our archive.
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Appendix I: Sample Forms
Internship Student Agreement Form
This is a sample form only, please visit the History Department webpage for the interactive
form.
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Internship Evaluation Form
This is a sample form only, please visit the History Department webpage for the interactive
form.
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Plan for Qualifying Examinations
Student Name:
Student ID:
To be eligible to take the exams, you must have successfully completed 72 units of
course work, passed the two language requirements (or one language requirement and
one acceptable research tool), and completed two substantive research papers based
on primary sources, which come out of CGU research seminars, graduate reading
courses, or tutorials. The papers must have received a grade of B+ or higher. Please
inform me if you plan to take your exams.
Please provide the following information:
Chair of Exam Committee:
Major Exam: 4 Hours
Topic:
Faculty Name:
Email Address:
Minor Exam 1: 3 Hours
Topic:
Faculty Name:
Email Address:
Minor Exam 2: 3 Hours
Topic:
Faculty Name:
Email Address:
Have you contacted your committee to arrange
your oral exam?
Have your committee agreed to attend your oral examination? Yes
No
Thank you. If you have any questions or concerns, please contact
Laurie Beth Martin - (909) 607-3335 or email laurie.martin@cgu.edu
Return this form to The School of Arts and Humanities
Attention: Laurie Beth Martin
831 North Dartmouth
Claremont, CA 91711
(909) 607-3335
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Appendix II: Advising/Registration FAQs
Why do we need an advising policy? The purpose of this new policy is to ensure that you
receive advising from your advisor or, if your advisor is on leave, from the chair of your
department/program at least once each fall and spring semester. Regular review of your
academic progress and program requirements by your advisor should help ensure you take the
classes you need and meet your program requirements for your degree.
Who does the advising policy concern? This policy is required of all students—masters and
doctoral students, those in course work as well as those who have completed course work and are
working towards or are ABD.
How does it work? All students are required to check in with their advisor prior to registration
each semester. Students wishing to register for classes, continuous registration, or doctoral study
must first receive approval from their advisor. A hold on your account will be lifted only if your
academic advisor sends an email to Holly Domingo to lift the registration hold.
How can I find out who my advisor is? Go to your CGU portal to obtain this information
(https://my.cgu.edu) or contact Holly Domingo. If a faculty advisor has not been assigned to you
please contact your department chair for academic advising.
How do I contact my advisor? Each advisor has his/her way of managing the advising process.
Some will be using an electronic appointment system for in-person or telephone appointments
and some will ask that you email them about making an appointment. Some advisors will
conduct advising over email. You should receive a message from your department chair
explaining the process for your department or advisor-specific instructions.
What if my assigned advisor is on leave? If your assigned advisor is on leave, your department
chair will serve as your advisor for that semester.
What is the mandatory advising period? In the two weeks prior to registration, all students are
required to contact their advisor to obtain approval for their courses or continuous/doctoral
registration. Because some classes may be closed by the time you attempt to register, we
recommend that you get approval on fallback courses during your initial advising session.
Registration for the spring 2012 semester begins November 16th. Thus, the mandatory advising
period is Tuesday, November 1st through Tuesday, November 15th.
What happens if I don’t get advising and approval from my advisor? You will be unable to
register for the coming semester and a registration hold will remain on your account. A
registration hold on your account will be lifted only if your academic advisor sends an email to
Holly Domingo to lift the hold.
When can I register on-line? On-line registration will open on November 16th. Students who
have received academic advising and don’t have a registration hold on their account can go to
their CGU portal (https://my.cgu.edu) and register on-line.
Can I register on-line for all courses, including Independent Study, courses at the 5Cs,
and/or Claremont School of Theology courses? No. You must use paper registration for any
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Independent Study/Research course, any course at the 5Cs, and any course at Claremont School
of Theology. You must obtain your advisor’s approval for such courses. For registration forms
go to http://www.cgu.edu/pages/2140.asp. Please submit any registration form to Holly
Domingo.
If I change my mind and want to register for courses not approved by my academic
advisor, do I need to set up another advising appointment? Once the registration hold is lifted
from your account, an honor system is in place. However, we recommend that you get approval
on fallback courses during your initial advising session. If you need to discuss other courses with
your academic advisor, this can be done over email.
Will academic advising lift all of my holds? No. If you have other holds on your account (i.e.
outstanding balance, academic probation, etc.) please contact the appropriate office to clear those
holds.
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Appendix III: Interfolio FAQs
1. What does the service cost?
The basic account for file and management service costs $19 for one year, $39.90 for three years,
or $57.00 for five years.
Fileholders pay a delivery fee when sending application materials to an institution or
organization. Delivery costs depend upon the options you choose, but the least expensive is for
uploading to on-line applications:
Online Application $6 first document, $1 each additional to same institution. Deliveries will be
processed within three business days.
For example, let’s say the applicant is sending an application letter, a personal statement, and a
writing sample as one document, plus 4 letters of recommendation to ten different universities.
The cost for the entire application per university/application would be $6.
2. How do I request to have my confidential letters of recommendation sent via interfolio
rather than to my professor?
If your online application asks you to provide the email address of your letter writer, you can use
the Interfolio Online Application delivery service to submit your letters of recommendation.
Here are the step by step instructions:
Step 1. Log in to your Interfolio account, from your Home, Dashboard click on "Start a
Delivery" or on your Deliveries page click on the " Add Delivery" tab. Locate the link
that says "Click here if your online application requires that you enter the email addresses
of your writers". This link is right underneath Step 1 on the Add Delivery page.
Step 2. Now you are on the Create a Online Application Delivery page. Locate the document you
need to have uploaded and copy its unique document email address. (Each document that
you need to have uploaded will have its own email address.)
Step 3. Log in to your online application and paste your document's unique email address into
the field that asks for your evaluator's email address. Repeat steps 2 and 3 for each
evaluator.
Step 4. Monitor your email. Interfolio will send you an email indicating that your online
application delivery has been created. (If you do not receive an email from Interfolio
within one business day from the time you enter your writer's email address into the
online application, please contact help@interfolio.com.)
Step 5. Complete your delivery transaction by logging in to Interfolio. Navigate to your
Pending Deliveries page and you will see that for each letter requested, a separate Online
Application Delivery is created. Confirm that the correct document is going to the correct
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institution. Click Check Out to complete your transaction.
3. How much does it cost to use the online application delivery for letters of reference?
When we proxy into an application to upload a letter, this particular delivery
method is priced at $6 for the first letter and $1 for each subsequent letter to the
same application. This is referred to as an "online application delivery" and has a
processing time of 1-3 business days after the delivery is purchased
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Appendix IV: Internship Guidelines
Internship Goals

To provide educational work experiences by learning roles, duties and responsibilities
of the position

To integrate classroom knowledge into the work environment

To assist the student in professional growth

To help further the student’s experience in chosen field of emphasis

Enrich the organization by bringing new ideas in collaboration with the organization
Internship Protocol

The internship is a degree requirement for all CGU students in the MA in History and
Archival Studies program.

The internship generally follows Archival Studies 310 (fall) and Archival Studies 311
(Spring).

Interns must receive written approval from the director of archival studies PRIOR to
the start of actual field experience.
Application Process Time Line:
The following Guidelines are for planning purposes.
At least 2 Months prior to the start of the internship:

Begin searching for internship possibilities.

A binder of organizations that typically offer internships and/or organizations that
have officially partnered with CGU in the past to provide internships for the Archival
Studies students is available in the Arts and Humanities Office.

Contact a chosen organization to inquire about internship possibilities, requirements,
timelines etc. if not already established.

Note: If an organization provides an unpaid internship, CGU may be able to assist in
providing a stipend. In this case, students must submit a request for a stipend as soon
as possible to be considered for financial assistance.

4-5 Weeks prior to start of the internship

Submit a completed Student Agreement Form to the Arts and Humanities Office for
final approval.

Together with the Student Agreement Form, present the internship job description, on
agency letterhead, to the Arts and Humanities Office for approval.

Upon approval, register for Archival Studies 398 for 2 or 4 units (depending upon
planned number of hours).

3-4 Weeks prior to start of internship

Confirm final approval of the internship from the Arts and Humanities Office.
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
Make sure all arrangements have been made and confirmed with your internship site.
Student Goals and Objectives

Clearly stated goals and objectives will allow the student, faculty supervisor and the
agency supervisor to better evaluate the effectiveness of the Internship Experience.
Students are required to prepare a ‘joint’ set of goals and objectives with the agency
supervisor in the first week of the internship. Students are also expected to keep a
written record of internship work (please see details below). This will become part of
the student’s file in the History Program to aide faculty in writing recommendations
for the student later.

The written goals for the internship experience should be: 1) observable, 2)
measurable, and 3) attainable. Goals should be broad based and focus on what the
student will learn from the experience. These goals may be perceived as broad
statements of intent and will serve as guidelines to help the student maintain a focus
throughout the field experience.

Objectives are specific statements or examples of how the student will accomplish
these goals. They should reflect actions or behaviors that are measurable, they may
describe what, when, where, with whom and/or how well the task/behavior is to be
performed. Upon completion of the field experience, students should be able to
examine their objectives and determine the extent to which they have met those
intentions.
Grading and Evaluation

Students will keep a journal tracking the internship experience.

Students will complete and submit a short paper analyzing the relationship between
classroom learning and the field experience of the internship. This should be turned
into the Arts & Humanities Office or to the Director of Archival Studies within one
month of completion of the internship.

Students should include with their written materials copies of any finding aides or
other work produced for the archive during the internship.

Directed internships are graded pass/fail unless the instructor and student agree that it
will be a letter grade.
Agency Selection
A list of suggested organizations will be contained in the Internship Binder housed in the
Arts & Humanities Office. It is recommended that students talk to faculty and fellow
students to help determine which agency will serve as the best possible host for an
internship. Though the faculty and staff are here to guide students in finding possible
internships, it is ultimately the student’s responsibility to find a suitable internship within
the required time frame.
Insurance: Liability and Health
Each intern is responsible for his/her own personal liability and health insurance.
Application
All forms must be filled out in their entirety, and submitted by set dates:
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
Internship Student Agreement Form (4-5 weeks prior)

Job description on agency letterhead (4-5 weeks prior)

Internship Evaluation Form (upon completion of internship)
Internship Responsibilities
To be determined in conjunction with the internship supervisor.
Student Responsibilities
To the University:

Obtain a copy of the Internship Handbook and be knowledgeable about all the
material therein.

Sign and return agreement to the Arts and Humanities Office.

Develop goals and objectives with the agency supervisor during the first week
of the service.

All log sheets, goals and objectives, and evaluations must be signed by the
agency supervisor or their representative, before being submitted to the Arts
and Humanities Office.

Complete and submit final papers by the student, agency, and advising faculty
member within one month of completion of internship.
To the Organization:
 Student should understand that the internship is a professional experience, and
should perform accordingly.
 Conform to the regulations and policies of the agency/organization.
 Serve as a vital member of the agency, ask questions, provide input, make
evaluations as requested.
 Notify agency supervisor, in advance when possible, of any absences or tardiness
from scheduled work hours.
 Accept the agency’s philosophy, methods, leadership, and programs.
 Provide suggestions if requested by the agency supervisor.
 Consult with the agency supervisor in the event of any problems or concerns
related to the internship.
 Complete all assignments and responsibilities as requested by the faculty advisor.
 Provide the agency supervisor with all necessary paper work and forms at least
one week in advance of the due dates so evaluations and other responsibilities
may be completed. It is the student’s responsibility to see that paper work is
completed on time.
 Provide the agency with a copy of the final project upon completion of the
internship.
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Agency/Organization Responsibilities
To the Student:
 Provide a quality opportunity for growth and experience compatible with the
student’s current course of study.
 Confer with and assist the student in the development of measurable goals and
objectives within the first week of the internship experience.
 Complete and sign requested forms in a timely manner.
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