2006-2007 MA Guidelines for Technical Writing Option

The MA in English with an option in Technical Writing consists of 30 credit hours (with thesis) or 33 credit hours (without thesis). In addition to these hours, students must fulfill the foreign language requirement and pass the MA Qualifying Examination in Technical Writing. A description of the degree requirements and regulations appears on the following pages.

Summary Checklist

By the end of the second full semester of enrollment, you should:

• have chosen an adviser in technical writing
• have chosen your advisory committee
• have met with your committee to discuss your Plan of Study
• have filed your Plan of Study
• have taken ENGL 5513: Introduction to Technical Communication

Before taking your MA Qualifying Exam, you must:

• have fulfilled the foreign language requirement
• have a GPA of 3.0 or above on all graduate course work
• have filed an approved Plan of Study with the Graduate College
  and English Graduate Office
• have submitted an "Intent to Take Qualifying Examination" form to the English Graduate Office at least three weeks before the examination

Before you are eligible to graduate, you must:

• have filed a diploma application
• have submitted a revised Plan of Study, initialed by your adviser

If you write a thesis, you must also:

• have submitted the defense copy (Final Draft) of your thesis by the Graduate College deadline
• have passed your oral defense (Final Examination) and turned in the signed form to the Graduate College
• have submitted four copies of your thesis (Final Copy) and six copies of your abstract by the Graduate College deadline

Graduate College Rules and Regulations

There are many rules and regulations affecting graduate enrollment, tenure, examinations, theses, and dissertations that are made by the Graduate Faculty of Oklahoma State University rather than the English Department.  Among the rules students should familiarize themselves with are those governing academic dishonesty or misconduct, especially those dealing with plagiarism. It is the student's responsibility to become informed about all English Department, Graduate College, and University regulations.

The Oklahoma State University Catalog should be read closely by all those who are thinking about, or participating in graduate studies in English at Oklahoma State University. Copies are available free to all incoming graduate students at 202 Whitehurst.

Adviser and Advisory Committee

All graduate students select advisory committees to guide them in completing their degrees.

Adviser.  Students must choose an adviser before the end of their first semester of course work. The adviser may be any member of the English Department graduate faculty who specializes in Technical Writing.

Advisory Committee. The advisory committee will normally consist of the student's major adviser as committee chair and at least two members of the English Department's graduate faculty.

Changes. To change an adviser or advisory committee, a student must request the change in writing to the English Graduate Director and provide reasons for the change. The Graduate Director will forward the request to the Graduate College for final approval.

Plan of Study

MA students must file a Plan of Study with the Graduate College before completing the 17th hour of graduate credit.

Planning Meeting. No later than the second full semester of enrollment and prior to enrolling for the third semester, the student should ask his or her adviser to schedule a meeting with the advisory committee to discuss the student's preparation, professional goals, and plans for graduate study. The student and committee should agree upon a Plan of Study, the foreign language requirement, and tentative plans for the thesis or creative component.

Submitting the Plan of Study.  .  Students may download a Plan of Study form from the Graduate College web site, or pick up a paper form from 308M.  The student and committee will discuss the Plan of Study which the student completes in pen, informally. After the planning meeting, students will submit the hand-written form to the English Graduate Office.  The Graduate Unit Assistant will prepare a final copy of this form and return it to the student, who will then obtain signatures from all members of the advisory committee.  The student returns the signed form to the English Graduate Office for the Department Head’s signature.  The English Graduate Office then processes the completed and signed form for delivery to 202 Whitehurst

Creative Component.  The course used as a creative component must be designated with an asterisk on the Plan of Study.

Changes.  Changes to the Plan of Study can be made with the approval of the advisory committee and initialed by the adviser. A final, revised Plan of Study must be filed at the beginning of the semester in which the degree is to be conferred.

Ten-Year Rule.  A final Plan of Study may not include any course more than ten years old at the time of actual graduation.

Checklist for Submitting a Plan of Study

• Minimum of 30 hours for thesis option, or 33 hours for non-thesis option, beyond baccalaureate degree
• At least 21 hours of course work at the 5000 or 6000 level at OSU
• Minimum of 16 hours in English
• No more than 9 hours of course work taken as special student or transferred from another institution
• All courses, including 4000 level, taken for graduate credit
• No course work used to complete requirements for another degree
• Plan signed by the adviser, committee members, and the department head

Course Requirements

The MA in English with an option in Technical Writing consists of 30 or 33 hours. Students who choose to write a thesis take 30 hours, including 6 hours of thesis. Students who choose not to write a thesis take 33 hours and complete a Creative Component, which normally comes from an Internship. The following requirements govern course work for the technical writing degree:

IIntroduction to Technical Communication. English 5513, Introduction to Technical Communication, is required of all students during their first year in the master's program. Students who believe that they have already taken a course equivalent to English 5513 may petition the Graduate Director to have that requirement waived. The student's petition should include a letter asking for the waiver and containing reasons for the request, a copy of the syllabus from the previous course, and any papers or assignments done for that course. The Graduate Director will then pass the request and materials submitted to those professors teaching English 5513 for an evaluation and written recommendation. Upon receiving the recommendation, the Graduate Director will affirm or deny the petition and notify the student and the student's adviser. Each case will be judged on its own merits, regardless of whether the same course number at the same institution has been recommended as an equivalent course before.

Methods Course for Teaching Assistants. Teaching assistants must take an appropriate methodology course or courses in their first semester of teaching at Oklahoma State University. These hours may be counted as part of the total hours of course work.

Electives. The remaining hours of course work are chosen by students in consultation with their advisory committees. Choice of courses should be based on the student's thesis subject, professional goals, and preparation for the MA Qualifying Examination.

Required Hours at 5000/6000 Level. All MA students must complete at least 21 hours of course work at the 5000/6000 level; this 21 hours of course work may include six hours of credit for work on the thesis.

ENGL 5990. ENGL 5990 limits enrollment (with permission from the Graduate Director) to students pursuing an MA degree in English with options in TESL and Technical Writing who elect the Creative Component rather than the thesis. The use of ENGL 5990 is restricted to students who have completed coursework and need to enroll in two or three hours in order to take their qualifying examinations.

4000-Level Courses. Only those 4000-level classes marked by an asterisk in the OSU University Catalog are available for graduate credit. All graduate course work should include a research paper or other appropriate project. In the instance of a 4000-level course that may not require such a paper or project, the student should, with the consent of the instructor involved, arrange for such a paper or project to supplement the assigned work. The Department strongly suggests that all graduate courses be at the 5000/6000 level.

Transfer Hours. Students may transfer up to nine graduate hours from another university granting a Master's degree in English. The student's advisory committee shall determine the number of hours of transfer credit to be awarded. If a student uses the hours for a degree at the previous institution, the hours are not applicable to the MA degree at OSU.

Independent Study. Independent Study courses may be occasionally arranged with an instructor when no regular graduate course on the desired topic is available during the student's expected tenure. Each of the two course numbers (5210 and 6210) may be used for up to six hours credit per semester, and no more than nine hours total per course number. All students requesting an Independent Study course must hold a meeting with their advisory committee and receive approval by the departmental members of the committee. Special forms must be used by those who wish to enroll in such courses. Available from the English Graduate Office, these forms should be submitted no later than the end of the first week of graduate enrollment prior to the semester in which the independent study class is taken. A student who has completed the 17th graduate credit hour in a degree program but who does not have an approved plan of study on file in the Graduate College may not arrange an Independent Study course.

The Graduate Studies Committee will evaluate applications for independent study in accordance with the following criteria and procedure:

1. Has the student's advisory committee approved the course?
2. Has the student taken regularly offered courses related to the subject?
3. Is the independent study unlikely to have a negative impact on enrollment in concurrent or immediately subsequent course offerings?
4. Does the independent study fill a gap in the student’s curriculum? Or is the specific course content unlikely to be offered during the student's expected tenure?
5. Are the text materials clearly listed?
6. Is the work appropriate for the number of credit hours requested?
7. Is the list of assignments and percentages awarded to each clearly explained?
8. Is the schedule of conferences sufficiently specific?

If all eight questions may be answered affirmatively, the Graduate Director will send a written notice of acceptance to the faculty member, who will then inform the student.

If one or more questions cannot be answered affirmatively, the Graduate Director will contact the faculty member in an effort to clarify and/or resolve the problem(s). If no resolution can be reached, the Graduate Director will inform the faculty member of the denial and the reason(s) for the denial in writing. The faculty member will then inform the student.

End-of-Semester Evaluations. All graduate students will be evaluated in writing at the end of each semester by the professors with whom they have taken courses. These evaluations are kept on file in the Graduate Office. These evaluations are available for students to read.

Grade of "Incomplete." The following regulations apply to students who receive the grade of "Incomplete" ("I") for any of their course work within the English Department:

Students must make up the “I” within one calendar year, after which time, in accordance with University policy, the grade of “I” may not be changed. Individual faculty members, however, may establish a shorter time limit for making up the “I.” This shorter time period should be indicated on the back of the grade sheet along with the requirements for making up the incomplete.

Teaching assistants or associates having more than three "I's" on their records will not be recommended for reappointment.

Teaching assistants or associates having any "I's" on their records will not be recommended for summer employment.

The following appears in the current OSU Catalog: "This grade [I]is given to a student who satisfactorily completed the majority of the course work and whose work averaged “D” or better, but who has been unavoidably prevented from completing the remaining work of the course. The conditions, including appropriate time limits, for the removal of the “I” are indicated on the official class roll by the instructor. A condition that the student must repeat the course in order to remove the “I” is not permitted. The maximum time allowed for a student to remove an “I” is one calendar year. The dean of the student's college may recommend to the Office of the Registrar the adjustment of this period in exceptional circumstances. It is the responsibility of the student to satisfy the requirements stipulated by the instructor at the time the “I” is assigned; it is the responsibility of the instructor to initiate action to have the new grade entered as soon as possible after the student fulfills the requirement. The new grade does not result in the deletion of the “I” symbol from the transcript. Upon completion of the course requirements, a second entry is posted beside the original “I” on the transcript to show the final grade for the course. The incomplete grade which is not removed within the allotted period becomes a permanent incomplete."

Foreign Language Requirement

In order to fulfill the language requirement for the MA in English with an option in Technical Writing, students must demonstrate reading knowledge of one language by either passing a translation test or taking course work.  They may choose from among the following languages: French, German, Greek, Italian, Latin, Old English, Russian, and Spanish. If a student uses Old English to fulfill the foreign language requirement, he or she may also count Old English courses on the Plan of Study. It is important that students complete their language requirement early in their course of study so that they may take advantage of relevant scholarship. The language requirement must be fulfilled prior to the student's taking the MA Qualifying Examination.

Substitution of Computer Language.  Technical writing students may use a computer language if their research indicates its value, and if their advisory committee approves. Competence in the computer language must be confirmed in writing by a faculty member with relevant expertise (as determined by the student's advisory committee). 

Petition for Alternative Languages.  Students may fulfill the foreign language requirement with languages other than those listed above only with approval by the Graduate Studies Committee of a petition from the student showing that another language better serves the purposes of the research and thesis proposed. This petition must have the support of the student's advisory committee.

Reading Knowledge: Translation Test.  Reading knowledge may be demonstrated by passing a translation test. The test shall consist of a total of three 250-300 word passages in the foreign language, two from scholarly articles in the humanities and one from a primary literature text. For Latin, Greek, or Old English, the test will consist of three primary literature texts. With access to a dictionary, students must translate any two of the passages. The test must be completed within three hours.

Scheduling the Translation Test. Foreign language exams are arranged by the English Department Graduate Director. They are offered three times a year, at the beginning of the fall, spring, and summer semesters. Exact dates and the deadline for filing an intention to take the exams will be posted. The fee for the exam is $30. This fee must be paid by check or money order (payable to the English Department) prior to the exam date. Sample exams are available in the English Graduate Office (M308).

Reading Knowledge: Course Work.  Reading knowledge may be demonstrated by taking one 3-hour upper division undergraduate or one 3-hour graduate foreign language reading or literature course in which course instruction and readings are primarily in that language.  Students must receive a grade of B or better in the specified course to fulfill the requirement.

MA Qualifying Examination in Technical Writing

The Qualifying Exam for the MA in English with an option in Technical Writing is a five-hour exam that is administered on a single day. It is given each September and February, on the fourth Saturday of the semester. Students must submit a signed Notice of Intent to take the examination by the end of the first week of classes. No exams are offered during the summer, and students must take the exams on the Stillwater campus.

Prerequisites. Before taking the exam, students must

• have fulfilled the foreign language requirement.
• have a grade point average of at least 3.0 on all graduate work taken beyond the baccalaureate degree. All courses carrying graduate credit, including transfer hours on the approved Plan of Study, will be calculated in this grade point average.
• have an approved Plan of Study on file with the Graduate College and with the English Graduate Office.
• submit an "Intent to Take Qualifying Examinations" form to the English Department Graduate Office three weeks before the examinations begin.

Exam Areas. Students must answer four questions from the following three areas

1. Technical Writing Theory
2. History of Scientific and Technical Writing
3. Information Design

Preparation. The English Graduate Guidelines include suggested reading lists for all areas. Students can obtain copies of past exams from the English Graduate Office. Students should prepare for their exams in consultation with their advisory committees.

Evaluation. Each question will be evaluated by three readers from the specific subject area covered by that section of the exam. Student anonymity will be maintained. If a student answers two questions in a single area, the readers in that area will evaluate each question separately. All readers evaluate exam questions individually before meeting as a committee to discuss student performances and provide each question with a rating of "Pass with Distinction," "Pass," "Pass/Terminal MA," or "Fail." To be eligible for the MA in English with an option in Technical Writing, students must pass all four questions, and these questions must be in all three of the areas.

Notification of Results. The Graduate Director will notify students of the results of their exams no later than five weeks after they were taken. The Graduate Office will mail the results to the student's home address and send a copy to the student's adviser.

Retakes. Students may take the exam only twice. If a student passes one question in each area but fails one question in the “double” area (the area in which two questions were answered), he or she may retake a question in any area on the second attempt. Students may also retake the exam or parts of the exam in the next major semester in order to improve an original rating of “Pass/Terminal MA.” Students retaking part of the exam will have two hours to answer one question, three hours to answer two questions, and four hours to answer three questions.

Appeals. Normally, a second failure on any section of the MA Qualifying Exam will result in termination of the student's work toward the degree. However, when course work has been of exceptionally high quality, a student may, after a second failure, petition the Graduate Studies Committee for permission to take the exam a third and final time. In order to petition, the student must have a grade point average of 3.50 or higher in graduate courses taken at OSU. In addition, the student's petition must be supported by favorable end-of-semester evaluations from at least three professors.

Thesis (optional)

Should the student choose to write a thesis, the thesis is expected to be a substantial research project on a topic related to technical writing. The thesis director should be a member of the Technical Writing graduate faculty of the Department of English.

Thesis Committee.  Unless the student requests a change, the advisory committee serves as the thesis committee. Once constituted, a thesis committee may not be changed except for serious reasons stated in writing to the Graduate Director and then approved by the Graduate College.

Prospectus. MA candidates writing a thesis should submit a prospectus (approximately 1000 words) no later than the beginning of the first semester they register for thesis hours. The prospectus must be approved by the candidate's committee. Committee members must be notified in writing if the proposals outlined in the prospectus are to be departed from in the finished thesis to a significant degree (if, for example, the topic of the thesis changes, the authors or texts to be treated are altered, or the number or character of the chapters changes). Students must provide a copy of the approved prospectus to the English Graduate Director.

Reading Procedure. At the time that the prospectus is approved, the candidate and the committee members should agree upon a reading procedure for the thesis. Matters to be discussed in reaching this agreement might include which chapters each member of the committee needs to see as they are completed by the candidate, whether individual committee members want to see the chapters serially or all at once, and how much time committee members will need to finish reading a chapter or the entire thesis. Under no circumstances should a completed thesis be submitted to any committee member for reading less than two weeks before the defense.

Deadlines.  Students submitting theses must adhere to deadlines established by the Graduate College and by the Department of English.

Style.  The student must write the thesis according to the guidelines in the current Graduate College Style Manual. The Style Manual is available from the Graduate College or at: http://gradcollege.okstate.edu/download/misc.htm. A Graduate College staff member will be available for advice on formatting for binding and microfilming.

Defense Copy (Final Draft).  The thesis that is defended should contain all of the chapters in a completed form and full documentation.

Final Copy.  If as a result of the defense, revisions to the thesis are required, committee members will not sign the thesis until they are satisfied with the revisions.

Thesis Defense (optional)

The thesis committee conducts a public, oral examination lasting a minimum of 45 minutes. The thesis defense occurs after the student has submitted a complete draft of the thesis to all committee members.

Intent to Defend Form.  Candidates will file a nonbinding Intent to Defend form with the Graduate Director within the first two weeks of the semester in which they expect to defend the thesis or dissertation. This form will be signed by each member of the committee before it is filed with the Graduate Director. If a student does not defend in a semester when the Intent to Defend form is filed, he or she should resubmit the form when he or she is prepared to defend.

Scheduling of Oral Defense. Again, under no circumstances should a completed thesis be submitted to any committee member for reading less than two weeks before the defense. The English Graduate Office must be notified one week before the oral defense of the following: the day and time of the defense, and the title of the thesis. No thesis defense will be held during the summer.

Student Tenure

The time limit for completion of the requirements for the MA degree in English with an option in Technical Writing is seven years from a student’s first enrollment after admission to the MA degree program.

Length of Financial Support For Teaching Assistants

A teaching assistant who stays off strict academic probation and who is making satisfactory progress toward the degree is eligible for financial support for a maximum of three years. A student who obtains an MA in English at OSU and then enters the PhD program is eligible for an additional four years of support.

If exceptional circumstances warrant, a student in the final year of financial support may petition the Head of the English Department for an additional year's support. Such exceptional cases will be judged on an individual basis and in light of Departmental policies and staffing needs.

Ineligibility for the MA Degree

The Graduate Director may upon proper cause declare that a student is ineligible for a degree from the English Department at Oklahoma State University. Upon determining that such cause exists, the Graduate Director will immediately notify the student's adviser, who will discuss the matter with the student and respond to the Graduate Director within fifteen working days. Should the Graduate Director still believe that proper cause exists, he or she will write a letter to the student indicating the reasons for the decision. The student may then appeal to the Graduate Studies Committee within ten working days for a hearing.

The Graduate Studies Committee will review the appeal and report its findings to the Graduate Director, who will notify the student. The student may then appeal that decision to the full Graduate Faculty of the English Department. The decision of that group shall end Departmental appeals.

Appeals and Petitions

All appeals involving grades or charges of academic dishonesty or misconduct must be directed to the OSU Academic Appeals Board. Students should contact the Executive Vice President's office (101 Whitehurst) for information and forms.

Petitions involving teaching assistantships must be directed to the Department Head.

All other petitions or appeals must be directed in writing to the Graduate Director, who will then forward the petition to the appropriate body, usually one of the following: the Graduate Studies Committee (for special requests as described within the English Graduate Guidelines), the English Graduate Faculty (for exceptions to English Department policy), or the Graduate Faculty Council (for exceptions to OSU policy). Students are urged to discuss matters with their advisers and with the Graduate Director before making a formal petition or appeal.

If the Graduate Director does not act upon a student's written request within a reasonable amount of time, the student and/or adviser may appeal directly to the Department Head. If a student has exhausted all appeals procedures within the Department and is still not able to resolve the problem, he or she may appeal to the Graduate College.

English Department
College of Arts & Sciences
Oklahoma State University
205 Morrill Hall
Stillwater, OK 74078
Phone: 405-744-9474
For Information about English Programs: english.information@okstate.edu
Webmaster: engweb@okstate.edu

Summary Checklist
Graduate College Rules and Regulations
Adviser and Advisory Committee
Plan of Study
Course Requirements
Foreign Language Requirement
MA Qualifying Examination in TESL
Thesis (optional)
Thesis Defense (optional)
Student Tenure
Length of Financial Support For Teaching Assistants
Ineligibility for the MA Degree
Appeals and Petitions
MA Reading Lists