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Higher Degree Research Thesis Preparation, Submission and Examination Procedure

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Purpose

 To outline the required actions for the submission and examination of a Higher Degree Research Thesis.  The Program and Examination Sub-Committee (PESC) of the Higher Degree Research Committee (HDRC) reviews and recommends actions to HDRC in relation to the conduct of the thesis submission and examination process.

Procedure

 This procedure requires actions by the following:

Candidate

 Prepare the thesis in accordance with the Doctoral Degree Rules, Rules for the Degree of Master by Research and the Thesis Preparation, Submission and Examination Policy.
HDRO Officer Contact the candidate and Principal Supervisor to advise of the need to nominate examiners for approval by the Higher Degree Research Committee (HDRC) up to three months prior to the expected thesis submission date.

Candidate

 Up to three months in advance of the thesis submission date, discuss possible examiners with the Principal and other supervisors. Approve the selection of the nominated thesis examiners by signing the Appointment of Examiners form.

Principal Supervisor

Discuss the nomination of examiners with the candidate at least three months before thesis submission date.

Contact possible examiners to ascertain their availability to examine the thesis.

Submit an examiner nomination form to HDRC for review and approval which normally includes a list of six examiners for a doctoral degree and four for a master research degree to HDRO.

Certify that the following thesis preparation requirements have been met by the candidate:
  • that copies are prepared and bound in a form approved by HDRC and include an abstract of approximately 200 words.
  • that the length of the thesis conforms to the requirements as to length prescribed by the Executive Dean of the Faculty in which the candidate is enrolled and approved by HDRC.
  • that the thesis is the candidate’s own account of the work and it is written in English, or approval have been obtained from HDRC to submit a thesis or part thereof in a language other than English, and it reaches a satisfactory standard of literary presentation.

If you decline to certify that thesis preparation requirements have been met by the candidate and the candidate wishes to submit the thesis, refer the matter to the Faculty Associate Dean HDR and then, if necessary, to the University Dean HDR for resolution.

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HDRO Officer

 Prepare the thesis examiner nomination documentation and forward to the Higher Degree Research Program and Examination Sub-Committee (PESC) for review and approval.  The documentation should include details of any special Joint Enrolment (Cotutelle) or double-badged degree provisions including the requirement for approval to submit a thesis in a language other than English.

PESC

Review the list of examiner nominations proposed by the Principal Supervisor and candidate.

For doctoral degrees, approve the appointment of three examiners and one reserve examiner.  For masters degrees, approve the appointment of two examiners and one reserve examiner.

Report approved examiner nominations to HDRC.
HDRO Officer Advise the Principal Supervisor when the examiners nominations have been approved.

Candidate

Submit four copies of a doctoral thesis or three copies of a masters thesis to HDRO.  Complete and submit the forms Submission of a Higher Degree Research Thesis for Examination and Certification of Completion.  Complete and bind into each copy of the thesis a clear statement of the exact contribution of any other author of any paper or part-thereof included as part of the examinable content of the thesis.  Submit thesis examiner nomination forms if examiners have not been nominated.  If not approved, then Steps 7-11 are followed.

In the case of a thesis re-submitted for examination, the candidate must submit to HDRC for approval, and advice to the examiners, a detailed report outlining the exact changes made to the thesis during the period of re-enrolment. 

PESC

 In the case of a re-submission, review the documentation and determine if the thesis is approved for re-examination.

HDRO Officer

Forward copies of the thesis (and any detailed report of changes for re-examination) to approved examiners along with copies of the Confidential Examination Report, Honorarium Information, Thesis Examination Policy.

Administer the thesis examination process including the reporting on progress to the Principal Supervisor and the candidate.

Contact the Principal Supervisor when all examiner reports have been received and request comment on the reports.

Principal Supervisor

Prepare a commentary of the examiner reports reviewing the critical points of relevance as indicated by the examiners.

Obtain signature of approval from the Faculty Associate Dean Higher Degree Research and forward to HDRO.
HDRO Officer

Compile all examiner reports and supervisor commentary and forward to PESC.

PESC

Review examiner reports and Principal Supervisor commentary.  If Principal Supervisor commentary is incomplete, request HDRO to obtain further information.

Determine if, in the light of examiner reports and any other reports on the candidate’s program of studies, the thesis recommendation to HDRC should be:
    • recommend to Academic Senate the degree be awarded to the candidate, or
    • recommend to Academic Senate that Library corrections should be made and then the thesis awarded to the candidate, or
    • recommend that the candidate undertake minor corrections to the thesis to the satisfaction of HDRC and submit within one month, or
    • recommend that the candidate undertake major corrections to the thesis to the satisfaction of HDRC and submit within two months, or
    • require that the candidate undertake further study and research and submit a revised thesis for re-examination by one or more examiners, or
    • recommend the award of the Degree of Master in the case of a candidate for an honours Master degree, or
    • recommend that the degree not be awarded to the candidate, or
    • take such action as it deems appropriate before making a recommendation as specified in (a) to (g).

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HDRO Officer

 Advise candidate of outcome.  If  (a) or  (b) then advise candidate of the need to provide three copies of the final hard-copy bound thesis within one month of the recommendation of HDRC. If  (e) the candidate will be enrolled for a period of twelve months in order to complete the thesis revision.  If a Joint Enrolment (Cotutelle) or an approved double-badged degree enrolment, advise Academic Senate of recommendation in accordance with contract requirements if any are specified. HDRO will advise the partner institution and the Graduation Unit of the examination outcome.

Candidate

 Submit a copy of corrected thesis to HDRO within the required time and include a signed confirmation from the Principal Supervisor of the corrections that have been undertaken.

PESC

 Review corrections undertaken and make a recommendation to HDRC of the examination outcome.  If award of degree approved by HDRC, then advise the candidate of the outcome and of the need to provide three copies of the final hard-bound thesis within one month of the recommendation of HDRC.  If a Joint Enrolment (Cotutelle) or an approved double-badged degree enrolment, advise Academic Senate of recommendation in accordance with contract requirements if any are specified. HDRO will advise the partner institution and the Graduation Unit of the examination outcome.

HDRC

HDRC may approve a thesis moratorium on application from the candidate and recommendation from the Faculty Executive Dean.  If approved, the thesis will not be available until after the expiry of a period which shall not exceed three years in total.  Requests of up to twelve months per application will be considered.

HDRO Officer

Forward one copy of the final hard-bound copy of the thesis to the Library, the Principal Supervisor and the Executive Dean of the Faculty

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Procedure Information

Contact Officer Manager, Higher Degree Research Office (HDRO)
Date Approved 3 October 2008
Approval Authority Higher Degree Research Committee
Date of Commencement 3 October 2008
Amendment Dates  
Date for Next Review August 2011
Related Policies, Procedures, Guidelines, Forms or Templates

Higher Degree Research Thesis Preparation, Submission and Examination Policy.
Higher Degree Research Thesis by Publication Guideline.
Higher Degree Research Thesis Re-examination Guideline.
Oral Examination Procedure.

The Doctoral Degree Rules and Rules for the Degree of Master by Research Rule 7 (to be written).

Forms
Appointment of Examiners form
Submission of a Higher Degree Research Thesis for Examination and Certification of Completion.
Keywords Thesis examination; thesis submission; thesis re-examination; examiner appointment; examiner approval; nomination of examiners; Cotutelle; double-badged degree; joint enrolment; Program and  Examination Sub-Committee; PESC; Higher Degree Research Committee; HDRC; thesis length; thesis re-submission; Associate Dean Higher Degree Research; Principal Supervisor; library corrections; minor corrections; major corrections; corrected thesis; thesis moratorium.
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