Doing PhD in India: A step-by-step guide to do PhD in Social Sciences

Overview

A doctoral research is the academic adventure of a lifetime. It represents a substantial work. It represents researcher’s dedication, efforts combined with mixed emotions. PhD research requires systemic approach and mentoring. The article aims to help you keep track of the competencies PhD students should be developing at this stage of  research career. Author discusses strategies that may helpful to enhance the quality of research and completing PhD within specified time successfully.

There exist limited guiding resources to know about doing PhD in Social Science field in India except one or two pages guidelines by some professors. PhD research seems daunting but with a bit of organization, it can be a smooth and memorable experience. It is a unique experience. Completing PhD successfully is surrounded by so many factors, good as well as bad. Enthusiasm for the research and confidence are crucial to get started and important to maintain the enthusiasm and confidence throughout the research phase.  Although the practicalities of doing a doctorate differ to some extent by discipline and institution, this article provides general guideline on various aspects of doing and doctoral research. Refer to your institution for specific guidance on the requirements for your doctoral research. This article particularly discusses the PhD research process as follow:

• Define purpose and interest
• PhD admission
• Planning a PhD research
• Initiate a PhD research
• Complete a PhD research
• Conclusion

Define purpose and interest. Embark the journey of PhD research with your purpose and interest. Purpose of doing PhD can be enhancing scholarship on the topic and/or building successful academic career. Howard and Sharp (1996) described the process of research as “seeking through methodical processes to add to one’s own body of knowledge and, hopefully, to that of others, by the discovery of non-trivial facts and insights” (p.7). This implies that researcher should take up the issue that requires investigation where process or results have some significance.  Do not take up a research as an ‘academic exercise’ to satisfy research examiners and get the degree. Consider asking following questions to yourself:

Why do you want to pursue PhD?

Do you really want to make contribution to a field of study, become a trained researcher, or are you just overtaken by the glamour of having the title?

Are you motivated to become a scholar or do you want to have a PhD simply because you want a degree or you want to do PhD because your friends have the one?

The honest answer determines your purpose, interest, and motivation.

PhD admission.  Selecting a place for research can be a difficult choice and may depend on many factors. Many state run universities, central universities, autonomous academic institutions, private universities/institutions offer PhD in Social Sciences. Choosing a very good place depend upon your purpose, motivation to do PhD, and your eligibility to get admission. If one need a PhD for his promotion in academics career, hike in salary, or stable job in academics then usually state run universities and part time PhDs may work well.

To get admission in PhD program, essential requirement is 55% score in post-graduation study and clarify PhD entrance formalities of the respective University/institute. Most University conducts PhD entrance test, once a year.  Those who have clarified NET are exempted from PhD entrance test. Admission to PhD involves payment of appropriate tuition fee. Once you receive admission in PhD program, as per the respective University rules, students are either assigned PhD guide or need to choose PhD guide.

Planning a PhD research. This is important stage. Time spent early on effective planning will increase your chances of successfully completing on time. Students need to plan completion of coursework and initial PhD research with institutional formalities. Develop a three to four year PhD plan. Depending up on the kind of PhD program, it takes around 2-5 years to complete the PhD. Some Indian institutes have 3 years program where students need to submit PhD within specified time. If you develop three year plan, keep first year to complete course work and initiate the research. Second year can be dedicated to writing research proposal, pilot study and data collection for actual research. Third year can be dedicated to data analysis, writing and submission of PhD thesis. This planning not only help you keep you focused but also help you assess your progress on PhD.

Managing PhD documents. All documents need to be maintained carefully. You should maintain hard copies, at-least five photocopies each document and scanned copies. Save electronic copy in pen drive, hard disk and in email. Mark sheets and certificates, PhD entrance certificate, NET certificate, PhD admission fee receipt, PhD registration certificate and other relevant certificates. Along with these certificates, keep saving each document such as concept note, PhD proposal and each document you write relevant to PhD and course you complete such as participation in seminar, conferences, PhD progress report, PhD credit completion report and so on.

Initiate a PhD research.  Now it’s time to begin research. Steps include, choose the topic, determine research problem, write a concept note, determine research instrument, develop a PhD proposal, data collection and data analysis.

Choose the topic.  Choosing the research area which you want to research is the first thing to do, but do not mistake it to be a quick or easy task! Research topic is the issue or subject that you intend to study or investigate. This is the most difficult part of research for many. Discuss your ideas with colleagues, and teachers. Read research relevant to the topic and note down all ideas you come across. After consulting your friends, colleagues and teachers, prioritize the topic you like the most or interest you the most. Choose a topic which as relevance to the issue in present context which is neither too broad nor too narrow. If you are not able to conclude any one research topic, don’t panic. Relax and take comfort! If you have problems deciding the topic, avoid thinking about research for a week, engage yourself in other activities. After a week or so, revisit the research topic from fresh point of view. Choose the topic which is feasible and doable within specified time and available resources.

PhD registration. In some Indian Universities/institutions, students are asked to present proposal in the respective department and upon PhD committee’s recommendation, PhD registration is done. In this case, students directly start working on PhD. However, University Grants Commission (UGC) recommended credit program. As per the new UGC regulation, students need to undertake pre-requisite courses before working on actual research and submission of PhD proposal. These pre-requisite course work may include taking up some semester long post-graduate course, teaching assignment, undertake course on research methodology and data analysis, participation in the conference. After completing, pre-requisite courses, students, under the guidance of PhD guide, are allowed to work on actual research and registration of PhD topic. This process varies University to University. In some Universities/Institutions, students are registered for PhD even before submission of PhD proposal. In general, PhD registration requires title of the PhD and is valid up to four years. You may modify PhD title during the four years of tenure. Failing to submit PhD thesis within four years, students can extend for another four years by approval from the University and pay necessary fee.

Determine the research problem. One research area or topic is determined, next step is to determine a research problem that you want to study. Research problem is the logical explanation of relationship (between two or more) variables under study. Read widely and narrow it down to a simple researchable topic. Developing a provisional title of the PhD is helpful at this stage.

Write a concept note. A concept note is a summary version of ideas behind research. It is prospectus, a preliminary description of the research. It helps to conceptualize PhD research. Concept note is a document that encapsulates the research, a blue print or roadmap for the PhD research. The size of a concept note depends on many variables, but shorter is better. Usually concept paper should not be more than 3-5 pages.  Usually concept note is two-three page description of the research. Referencing style as per the University’s guideline should be adhered. There is no fixed format. However, the concept paper should resemble a mini-proposal and thus can be structured under the following headings:

1. Introduction/Background
1. Rationale
2. Aims and objectives/Problem statement
3. Methodology
1. Proposed source of data
2. Method of data collection/Instruments
3. Plan of analysis
4. Significance of the research (contribution to knowledge/originality)
5. Ethical compliance (Human Subject Protection)
6. Action plan with timeline
7. References

Determine or develop research instrument. Research instrument is a tool to gather data for the research. Based on the research methodology such as qualitative, quantitative or mixed method research, research instruments need to be developed or used existing research instruments. Quantitative research applies tools such as questionnaires, scales, structured interview, and /or secondary data like National Family Health Survey data and so. Data collection tools for qualitative research includes interview guide, focus group interview guide, case study guide, review of documents, monographs, and participant observation guide. Research instruments for mixed method research are combination of tools from both quantitative and qualitative research method. Researcher has to select appropriate research methodology and use or develop research instruments that is align with objectives of the research.

Pilot study (optional). A pilot study is a small scale preliminary research, prior to full scale research that is conducted to prepare for that study.  A pilot study can be undertaken to assess feasibility of the study, know adverse events, pre-test tools, refine research hypotheses, research design and try out statistical application. Pilot studies are used to ensure that the ideas or methods behind a research idea are sound, strengthen the research argument by gathering preliminary data, and improve the quality of research by contextualizing research tools and modifying research design. It warns possibility of project failures, deviations from protocols, or problems with proposed methods or instruments and, uncovers local problems that may affect the research. In clinical studies, a pilot study can be used to evaluate the feasibility of recruitment, randomization, retention, assessment procedures, new methods, and implementation of the novel intervention. Decision to undertake pilot study depend on the objective of research, type of research topic under study, recommendation by the PhD committee or by the PhD guide. Good pilot study increases the likelihood of success of the main study.

Write a PhD proposal. Proposal is blueprint of research. Purpose of the proposal is to assess the quality and originality of researcher’s ideas, logical sequence of the research process, skills in critical thinking and the feasibility of the research project. It an opportunity to assess researcher’s knowledge of the topic, existing research and expertise to conduct scientific research. Importantly, it is also an opportunity for you to communicate your passion in the subject area and to make a persuasive argument about what your project can accomplish. Many University/academic institutions require PhD students to present a proposal seminar along with submission of PhD proposal. The length of PhD proposal can depend on the variables of the research; however, average length of PhD proposal is 25-35 pages long. If the University or Institute has PhD proposal guideline, you need to follow that. Usually PhD research proposals should contain the following headings.

1. Title
2. Index
3. Introduction/Background
1. Rationale
2. Aims and objectives
3. Significance of the research (contribution to knowledge/originality of the research)
4. Review of literature
1. Description of relevant literature
2. Gaps in existing knowledge or field of the study
5. Methodology
1. Theoretical framework/Conceptual framework
2. Research design
3. Proposed source of data
4. Method of data collection/Instruments
5. Plan of analysis
6. Ethical compliance (Human Subject Protection)
7. Action plan with timeline
6. References
7. Appendices (optional) you may attach draft research instrument or any

Data collection and analysis. This is very important and most time-consuming stage of PhD research. Data collection is the process of gathering and measuring information relevant to the research. Data collection requires proper planning. Develop a plan of data collection and follow it. Along with data collection, start classifying, and organizing the data. Start entering qualitative as well as quantitative data in excel sheet. If your research is qualitative, then you may need to transcribe or translate the data in English and preserve data in soft copy for analysis. Once you complete data collection, analyze the data with appropriate analytic techniques.

Revisit your literature review and update it. At this stage, since you have analyzed data, you may wish to consider attending conferences. Present part of your work as you will receive some feedback that will enhance your work. Uses excel sheet or other softwares such as NVIVO, SPSS, and MAXQDA. Use of softwares help organize data better. Extract a central message from the data you have analyzed and write key findings. Share document on analysis with peers and PhD guide. Keep this document safely.  Always remember to take back up regularly.

            Complete a PhD research. Once you initiated the research and collected the data, you need to begin data analysis, systematic literature review and thesis writing. This stage is crucial to utilize your research skills and show your caliber to others especially to your guide, examiners and other scholars. This stage requires patience, analytic and writing skills. Develop PhD completion plan that should include time for complete thesis writing (first draft of PhD chapters, develop PhD thesis document including title, index, acknowledgement, all chapters, references, and annexures), writing PhD synopsis, PhD thesis, submission of PhD thesis and preparation of PhD viva. From this stage, with your consistent efforts, you can complete PhD research within 1 to 2 years.

PhD synopsis. Write synopsis of PhD. It is summary of PhD research in 20-30 pages. Discuss with your PhD guide for the contents to be included in the synopsis and chapterization. Usually, synopsis includes following headings:

Title

Introduction and Review of Literature

Methodology

Results and Discussion

Conclusions

References

Submit synopsis to the University through proper channel and submission of PhD exam fee. Remember, you need to submit PhD thesis within a year of submission of synopsis. Organize Synopsis submission documents, receipts of PhD fees, PhD registration certificate, permission letter, PhD examination fee receipt and synopsis submission form. These documents will be required while submission of PhD thesis.

Thesis writing. At this stage you are almost exhausted. Be patient with your PhD guide and work through this stage. Finish writing results chapter first. Use feedback you have received in writing your analysis chapters. Start writing chapters. Attend university workshops on how to write your thesis successfully. Develop some of the conference papers you have produced or parts of the thesis that make significant contributions to some academic journals. Your supervisor can guide you on this. This will impress the examiners also. Finish writing first draft of PhD thesis.  Usually, following headings are part of PhD thesis.

Title

Index                            

Acknowledgement (non-numbered)

Certificate

Dedication

1.      Introduction/Background

a.       Rationale

b.      Aims and objectives

c.       Significance of the research (contribution to knowledge/originality of the research)

d.      Theoretical framework/Conceptual framework

2.      Review of literature

a.       Description of relevant literature

b.      Gaps in existing knowledge or field of the study

3.      Methodology

a.       Research design

b.      Method of data collection/Instruments

c.       Method of data analysis

d.      Ethical compliance (Human Subject Protection)

4.      Results and Discussion

5.      Conclusions and recommendations

        References

       Appendices (Include copy of research instrument, copy of written consent form, any relevant

       form  relevant to PhD research)

Share first draft in hard as well as soft copy marked as first draft to your PhD guide. You should meet with your PhD guide to discuss organization of PhD chapters, and exactly what should go into your thesis. You need to maintain a proper balance between the quality and quantity of the content.

Review of PhD thesis. One rule for writing PhD thesis is, WRRAMRR ie. Write, Read, Review, Add, Modify Review and Rewrite. Use MS word track changes for doing this exercise. You may use reference manager software, such as Mendley, EndNote, Zotero and so. I recommend the use of Mendeley as it is free and simple to use it. Mendeley will help you review articles, make note and cite references in the referencing style you are following. Be prepared to write end number of drafts.

Write. With your guide’s suggestions and inputs, write second draft of complete PhD thesis draft including all chapters, annexures and references. Convert it into PDF file; take two copy of your thesis.  This will look like complete PhD thesis set. Give one copy to your PhD guide and keep another with yourself for your reference.

Read. Read, re-read your PhD thesis several times in intervals. This is quick scan of the PhD thesis. Look at the logical flow, grammar, structure of the section or chapter and overall formatting. Divide your time, read one section/chapter at a time and keep note of corrections you make. For example, you may start reading non-numbered section (title page, index, dedication, acknowledgement, list of tables/figures) first. Then next day, devote time to read chapter one. Depending upon the length and depth of the chapter, allocate days to read each section.

Review. Review your PhD as a third person and make corrections. At this stage, you can give your thesis to your colleagues for their feedback and suggestions. Of course, you should share PhD thesis document to your PhD guide.

Add and Modify. After reviewing your PhD thesis and receiving feedback from your colleagues and PhD guide, you may want to add knew knowledge to your thesis or modify the content of your thesis. This is the time where you need to look at the language carefully and identify paragraph/sections that are not paraphrased appropriately. Here you modify paragraph, sections to avoid plagiarism consciously.

Re-review. Look at your thesis from close eye. At this stage, you proof read each word and sentence carefully, edit and mark corrections. Your focus is to assess adherence to preferred reference style as suggested by your University, paraphrase the content of the thesis and avoid plagiarism. For example, if your University prefer APA style then review entire thesis according to APA reference style wherein you will look at formatting, paraphrasing, referencing (in-text citations and references), and organization of PhD thesis in specified style.

Re-write. Re-review would have brought up certain corrections and you may need to re-write paragraphs or sections or chapters. Aim of re-writing is to cut unnecessary information to have crisp and concise write up. Target is to reduce number of pages of the thesis. Now this requires technical skills to present the information differently in prescribed reference style.

You should give your PhD thesis to your colleague for peer review and professional copy editor for proofreading and review. I recommend you to give your PhD thesis to a professional reviewer or research mentor (for formatting, language and technical writing inputs) who can help you enhance the quality of write-up and help you write article based on PhD thesis for publication.

PhD thesis submission.  Each University has regulations governing the format of your thesis, including formatting and specific procedure for submission of PhD thesis. There will be stipulations on how many copies you need to submit, when and how they need to be bound. Roughly you will require to have five to six copies of PhD thesis and PhD summary report (10-20 pages long) along with PhD submission application, and all PhD documents you have (receipts, synopsis submission form etc.). Make sure you know the procedure and documents required for final submission in advance. Before submitting, check again that your thesis adheres to the required guidelines. Checklist for PhD submission:

ü  Final proof-reading and review of entire PhD thesis is done.

ü  Adequate copies of PhD thesis are ready.

ü  Adequate copies of PhD summary report are ready.

ü  Application for PhD thesis submission is ready.

ü  Adequate documents for submission of PhD thesis are available and attached with the PhD thesis application.

PhD Viva and open seminar. This is crucial stage for qualifying the PhD exam. After submission of PhD thesis, get in touch with your PhD guide. University/institute forwards your PhD thesis to two examiners. Examiners take approximately in 3-6 months to send the report to the University. Get examiner’s report on your PhD thesis. Based on examiner’s recommendations, when necessary, make necessary correction and submit the revised PhD thesis. As per PhD guide’s advice, prepare for the PhD viva. Arrange a mock viva and PhD presentation with your PhD guide. Date for PhD viva and seminar is mutually decided by student guide and availability of examiners. Usually viva-voce (interview) is conducted at department’s or University’s office. After viva, PhD student is required to give open seminar. After viva and open seminar, examiner, recommend the University whether PhD student has qualified the PhD exam. Never rush through the final process. It is better to get it right than rush the process and be asked to resubmit. Discuss things with fellow PhD students who have finished successfully and benefit from their experience.

Conclusion. Doctoral journey is an endurance test. Treat every setback in our journey, whether academic or personal, as a bump in the road. Otherwise, we might waste our energy and lose focus; or worse, turn an obstacle into a show stopper. No matter whatever obstacles come, keep calm and face it confidently.

Kindly give your feedback on the article, share your experiences of doing PhD.

My next article is on “writing PhD thesis,” “doing grounded theory research,” “guide to APA referencing,” checklist for PhD thesis writing,” "checklist for final PhD submission.” Tell me which article would you like to read first? I will post the one that most students demand.