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Thesis Examination Process Guidelines

Nomination of Examiners

Doctoral Candidates require two examiners external to QUT. Masters candidates require

one examiner external to QUT and one nominee from QUT’s academic staff. Examiners

must have demonstrable and substantial publications and research experience in the area

under investigation, have the same level of qualification as that being examined (eg. PhD

qualifications to be able to examine a doctoral candidate) and be widely recognised in therelevant field. The examiners must be able to report objectively and demonstrate no conflict

of interest with the supervisory team and/or candidate. They must also indicate a willingness

to submit their reports within 6-8 weeks.

The Supervisor will normally identify examiners and nominate them using the online form.

They may seek input from the candidate regarding possible examiners without revealing the

identities of those finally nominated.

Nomination

of Examiners

•Completed by Supervisory team

•2 examiners (approved by Faculty and University)

•Up to 3 months prior to lodgement for exam

Final Seminar

• Student submits thesis and presents a final seminar (*Final Seminar is a mandatory requirement for PhD candidates. Professional

Doctorate and Master by Research students should confirm with their Faculty if it is a course requirement.)

•A final seminar panel recommends changes prior to lodgement for exam

• Final Seminar normally occurs about 3 months prior to lodgement for examination

Lodgement

for

examination

•  Thesis copies and form are submitted by the student

•  Thesis and form are approved by Faculty and University

•Research Students Centre send thesis to two examiners

Under

Examination

•Examiners are asked to return their reports within 6-8 weeks (with up to 3 months granted before replacement examiners are required)

•The student scholarship will be ceased and the student will no longer be formally enrolled

•Write up scholarships or employment should be considered

Examiner

Reports

•Each examiner provides a recommendation (there is no collaboration or discussion between examiners)

•Where reports are in agreement to pass or fail these are forwarded for action

•Where reports are not in agreement to pass or fail a third examiner is nominated

•Where a majority agreement to pass or fail is achieved based on the 3 reports this will be forwarded for action

•Where based on 3 reports a pass or fail is still not clear the Dean Research and Research Training adjudicates the outcome

Submission

of final thesis

•Consistent with reports the student in consultation with the supervisor makes final changes and prepares a Response to Thesis Examiner

Reports

•The final approved thesis, with citation and form, is then approved by supervisor, faculty and Dean of R&RT

•The final thesis is loaded by the Library to QUT ePrints

•The student is advised when they have met course requirements and graduation arrangements are sent via email.

•Only after the examination process is final, and with the permission of examiners, would examiners be identified to the candidate

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Final Seminar

This is a final quality assurance check for PhD candidates. Other students should confirmwith their faculty if this milestone is a course requirement for Professional Doctorate and

Masters by Research students. The PhD student should submit their final draft to a panel

and present their work to a panel and their peers in a public seminar. Special arrangements

can be made where the content of the thesis is sensitive or confidential. The panel will

provide input on how to refine the thesis to produce the best possible outcome at

examination.

Lodgement for Examination

With approval of the supervisor the candidate submits the thesis for examination. Three

temporary bound copies and an e-copy of the thesis are required to be presented with acompleted lodgement form. It is anticipated at the point of lodgement that the examiners

have already been invited by the supervisor and have accepted the opportunity to examine.

Under Examination

Once a candidate goes under examination they are no longer formally enrolled and are no

longer eligible for their living stipend. The candidate should, in a timely way, prepare for this

transition by seeking employment or in some cases applying for a write up scholarship to

complete publications associated with the candidature. The number of scholarships

available is very limited and therefore highly competitive. The candidate is encouraged to

anticipate the examination process will take 3-4 months based on the average time for thisprocess. This includes a period of revision which may be between 2 days and 4 months

once the examiners’ reports are provided.

RSC will provide, by email, copies of all reports, de-identified, to the candidate and

supervisory team once all reports are received. RSC will advise on the timeline for

submission of the thesis in light of examiners’ recommendations.

Examiner Recommendations

The possible examiner recommendations are:

Passing recommendations:

Pass with no revisions

Pass with minor revisions

Pass with major revisions

Failing recommendations

Resubmit the thesis for re examination within twelve months

 Accept the thesis for a lesser award (e.g., Doctoral candidate to be granted Masters

award)

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The thesis should be rejected, the degree not awarded and the candidate not be

permitted to submit for re-examination.

Where the two examiners are in agreement on a passing grade the de-identified reports are

returned to the student for action. Copies are also sent to the supervisor and Faculty. Where

the two examiners are in agreement about a result of re-examination, awarding a Masters or

rejecting the thesis, the de-identified reports are returned to the student for action. Copies

are also sent to the supervisor and Faculty. Where the two examiners are not in agreement

(i.e., there is one passing and one failing recommendation), a third examiner will be

nominated and they will be invited to provide a report. The third examiner will not be made

aware of the examination process to date. If the outcome of the third report results in a

majority decision for a passing grade then this majority decision will apply and the de-

identified reports will be returned to the student. If the majority decision is to resubmit, the

thesis examination process will begin again after 12 months has been allowed for thesis

revision. If the majority decision is that the thesis be accepted for a lesser award then the de-

identified reports will be returned to the student and they will be notified of this outcome. If

the outcome of the third report does not result in a majority decision then all three reports are

made available to the Dean Research & Research Training. The Dean R&RT will liaise with

the supervisory team and faculty to determine how to progress. Where revisions are

required the candidate will be expected to provide a response to the reports of all three

examiners. If the thesis receives two failing recommendations but the results are not the

same then the third examiner process no longer applies and the reports are referred to the

faculty and supervisor who will be required to liaise with the Dean Research and Research

Training to confirm action required to finalise the candidature. Reports will also be sent to

the student who will be advised to meet with the faculty and supervisor to progress

finalisation.

Where the thesis is failed the student has the right to request a review of the outcome

consistent with the MOPP (http://www.mopp.qut.edu.au/D/D_05_03.jsp#D_05_03.09.mdoc).

Submission of final thesis

Once the supervisor and faculty are satisfied with the amended thesis and response to

examiners’ reports, the submission of final thesis form, final e-copy of the thesis, response to

examiners’ reports and citation are forwarded to the Research Students Centre (RSC). TheRSC will email the candidate to confirm when their candidature has been signed off by the

Registrar as meeting course requirements and refer the candidate’s details to Graduations

for further action.

Only after the examination process is finalised, and with the permission of the examiners,

would the identities of examiners be revealed to the candidate.