hdr thesis examination portal

HDR Thesis Examination Portal

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Thesis examination process and submission for graduation

As a student of a Higher Degree by Research (HDR) program you are required to submit a thesis for examination. In most cases your thesis will be examined using an electronic copy. Some theses by Creative Works may, however, include an exhibition that examiners attend. The exegesis accompanying the creative work will be examined using an electronic copy. 

Prior to submission you and your supervisors are encouraged to review the HDR thesis presentation schedule as it provides important information about your thesis. Thesis templates and formatting guidelines are available from the research students forms  webpage.

When preparing your thesis for examination, supervisors will provide editorial advice to you. If you choose to use external editors for proof-reading and editing, you will need to:

• discuss this with your principal supervisor first
• provide the external editor with a copy of the HDR thesis submission schedule  
• ensure the external editors familiarise themselves with the Australian standards for editing .

On average, the examination process takes between 4-6 months, however examination times may be extended due to reasons which are outside the control of the University. There is no requirement for international students to remain on-campus during the examination or revision period.

All HDR theses will be examined in accordance with the HDR thesis examination procedure . The final, awarded, version of all UniSQ HDR theses are lodged with the UniSQ Library in an electronic format.   

Once a decision has been approved by the GRS, you will be notified of the examination outcome. 

You may be required to undertake revision to your thesis following examination. In these cases you must demonstrate that you have engaged clearly and thoroughly with the feedback and prepare a summary document that specifically details how the thesis has been revised to address the feedback.

You must submit the following to your Principal Supervisor for endorsement by the date nominated by the GRS:

• electronic copy of the thesis with revisions highlighted or identified through track changes
• final electronic copy of the thesis (no track changes, highlighting or similar mark-up)
• a document summarising the examiners’ requested changes and how you have addressed and/or defended them. This might be indicated in a table or similar format but must make reference to the specific page numbers where the revisions or suggested revisions occur.

To assist you with responding to the examiner comments, we have created the following templates for you to use if you wish:

You will need to provide the Principal Supervisor’s endorsement and the documents (listed in Step 7) to the GRS. Depending on the outcome of the examination, the revised thesis will be reviewed by the relevant HDR Coordinator/affiliated department delegate or an independent Review Panel.

Note: in cases of major revisions or re-submission you will be required to re-enrol in the next available semester.

The recommendation on the award of the degree is forwarded to the Dean, Graduate Research School for approval. Once the degree has been provisionally awarded, the GRS will notify you and your supervisors in writing.

The due date for the final requirements for graduation will be communicated to you in writing. You will be required to supply the following final requirements prior to your preferred graduation ceremony:

• The  HDR Thesis Information Form . This form is how you submit your final, approved and awarded thesis to the UniSQ Library. It captures information vital to indexing your thesis in the UniSQ Library, such as Field of Research Codes, any embargo period, and keywords, as well as the 100-word abstract you are required to provide as your  Australian Higher Education Statement (AHEGS).
• Research Exit Checklist (DOTX 53KB)

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MRes examination FAQs

Thesis submission, how is my thesis submission deadline calculated.

Your thesis submission deadline is also known as your  expected work submission (EWS)  date and this date may vary between candidates because it is based on the candidate's system enrolment date, whether full time or part time, whether there have been any interruptions such as Leave of Absence, or whether extensions have been approved. Generally for those who commenced the MRes Year 2 on the 1 January, the thesis will be due early-mid October. Candidates who commenced the MRes Year 2 on the 1 July will submit their thesis  mid April. There are many variations such as part time candidature, mid-year start, changes between full and part time, leaves of absence, or extensions. The Higher Degree Research Office (HDRO) calculates the EWS for each candidate taking all variations into account.

How do I find out my Expected Work Submission date (EWS)?

Your EWS can be checked on eStudent. If you need help finding it, please contact your Faculty HDR team or HDRO. It is very important that you know your EWS as you will need to plan your research accordingly.

What format should I use for the thesis file?

You will be required to submit your thesis as a PDF file. Creative or other components of your thesis can be uploaded as separate files in the relevant sections in the HDR Thesis Examination Portal.

What is the naming convention for my thesis document?

The naming convention of your thesis should be as per the following example:

Student ID Last Name, Given Name MRES Thesis, example: 44556677 Doe, John MRES Thesis

Are there circumstances when a hard copy is required?

If one of your examiners requests a hard copy of your thesis for examination, you will be required to submit a copy with a temporary binding of a stitched and glued soft cover or in hard back form (spiral binding or a loose-leaf binder of the spring-type or screw-type is not acceptable). During binding the edges should be trimmed. You must arrange for this to arrive by the deadline on your EWS date. Late penalties apply.

What if I need an extension to EWS date?

If there are exceptional circumstances and you are unable to submit your thesis by the due date, you must complete the  MRes EWS Extension form at least two weeks prior to the thesis submission deadline. Cases for "exceptional circumstances" are assessed by the delegate of the RRTC and it is up to the candidate and supervisor to provide an account of the unavoidable delays.

What happens if an issue arises and I can't submit my thesis on the expected work submission date?

If your thesis is submitted late, you will be penalised one percentage point from your final MRes thesis grade per calendar day. Submission will be taken as the date your thesis is submitted electronically via the HDR Thesis Examination Portal.

The university recognises that sometimes candidates are unable to complete work on time, due to illness or misadventure. If you submit your thesis late and have not been able to submit the MRes EWS Extension form, you must provide a written explanation to HDRO, via your Faculty HDR administration, as soon as possible. You must attach supporting documentary evidence. Normally, only evidence on the  Disruption to Studies: Supporting Evidence Schedule will be accepted.

Thesis Examination

What happens during the examination phase.

Please refer to the  HDR Thesis Preparation, Submission and Examination Policy for information about the MRes Examination Process.

Are there any rules about contact with my thesis examiners?

Under no circumstances will you or your supervisors have any contact with examiners, either in person or by any other means, between the time examiners are appointed and the time your result is decided. Any enquiries from examiners must be referred to HDRO or the Pro Vice-Chancellor, Higher Degree Research Training and Partnerships.

How am I notified of the thesis outcome?

As soon as your result has been decided, an official notification from HDRO will be sent to your student email address.

How long will examinations take before I hear the outcome from examiners?

The University will do its utmost to finalise your result quickly. If there are delays on the part of examiners, our Higher Degree Research Office has the responsibility for following them up. Candidates will receive notification of their results as soon as they are available. This could mean you may not receive news of your result when other candidates have heard. This is not cause for worry. You will receive news as soon as your results are finalised.

How long will I be given to make any corrections that are recommended by the examiners?

As with all research degrees, you may be asked to make corrections to your thesis before your award is confirmed. You will normally be given four weeks to complete these corrections, although an extension may be possible (written requests for extension should be addressed to [email protected] ). The majority of research candidates need to make some corrections to their theses. You must make sure you are available to make these corrections. Your Corrections Report should be completed in the HDR Thesis Examination Portal.

How long will I be given if I am required to Revise and Resubmit my thesis?

If you are asked to Revise and Resubmit, you will be re-enrolled into the program and be given a period of three months to rewrite your thesis. You will then have to undergo the examination process again. If you are an international candidate, you will be liable to pay fees for the re-enrolled period until you resubmit your thesis for examination.

My thesis has changed and I now have a final version, do I need to submit a corrected "final" copy?

When thesis examination is completed, all candidates will submit a digital copy of the thesis. The final digital copy of their thesis should be forwarded to  [email protected] with the following form:

Digital Thesis Submission Form and Guideline

Where will my final version of the thesis be stored?

The digital thesis copy will be stored in Macquarie's Library collection and digital thesis repository.

Do I need to apply for admission to PhD?

Candidates who wish to be considered for admission to MPhil/PhD must contact the Faculty for further information on progression to a PhD.

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Submission and examination

The  Higher Degree by Research - Preparation, Submission and Examinations Procedure  sets out the steps involved at the end of the HDR candidature and includes the presentation requirements of the thesis

To show your gratitude towards supervisors or other collaborators, you are welcome to purchase gifts.  However, as implied by the CDU Gifts and Benefits Policy, these gifts should not exceed $100 in value—primarily to prevent either actual or perceived conflicts of interest.

After they complete their research degree, some graduates are aware of their career aspirations as well as how to pursue these aspirations.  Other graduates of research degrees are uncertain how to proceed.  Should they

• seek a role in academia
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• utilise their skills in roles that are not related to research, such as policy or consulting?

To help you answer these questions, you could:

• undertake some of the activities in the online Careers Centre, available from the portal
• discuss career opportunities with your supervisor and the CDU Careers Centre

Everything you need to know about graduating at CDU

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Current students

I have submitted my higher degree by research (hdr) thesis. what happens next.

The Thesis Examinations team will conduct a thorough check to ensure that you:

• have met all the submission requirements
• are currently enrolled
• have satisfactorily completed all the candidature milestones.

Your candidature will end when the thesis is submitted for examiniation. The thesis is deemed as submitted once required forms have been completed and the thesis is submitted to the Griffith Graduate Research School. If the program includes a creative component, the candidature will end when the creative component is examined. You will have continued access to supervisors, email, computing and library facilities during the period of examination and revision of the thesis. A candidate cannot withdraw from candidature or withdraw the thesis from examination once the thesis is submitted.

International candidates are not required to remain in the country during examination and revision of their thesis. If you opt to stay, you can apply for an official statement confirming enrolment with the University and date of submission which can be given to the Department of Immigration and Border Protection to apply for a visa extension.

After the examination is completed, and before the degree is awarded, one digital copy of the final version of the thesis must be uploaded via myGriffith > My program > My candidate centre. The digital copy will be deposited with the Library for inclusion in the Griffith University Research Theses Repository, and will be discoverable Trove, the National Library of Australia's discovery service.

For more information see steps to submitting a thesis .

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• How do I submit my higher degree by research (HDR) thesis for examination?
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Policy HDR Thesis Submission and Examination Procedure

HDR Thesis Submission and Examination Procedure

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This procedure has been established to outline the process to submit and arrange for the examination or re-examination of a thesis produced by a Higher Degree by Research (HDR) candidate.

This procedure addresses HESF Standard 4.2: Research Training (4.2.1 d-g).

This procedure applies to HDR candidates at JCU who are submitting their thesis for examination, and University staff involved in the thesis submission and examination process.

Definitions

Terms mentioned in this document and not defined here are defined in the Policy Glossary in the Learning and Teaching domain of the University Policy Library, and in the Higher Degree by Research (HDR) Requirements .

1. To minimise the examination period it is important that the nomination of examiners has been finalised prior to thesis submission as outlined in the  HDR Nomination of Examiners Procedure.

2. When submitting their thesis, HDR candidates must submit the following to the HDR Academic Services Officer in their College:

a) An electronic copy of the thesis in both Word and single PDF document formats.

b) SUB-FORM-01 HDR Thesis Submission and Release Form completed and signed by the candidate and their Advisory Panel.

c) PUB-FORM-01 Thesis Publications, Copyright and Sensitivity Declaration by HDR candidates whose thesis contains publications derived from the research conducted during their HDR enrolment.

3. The HDR Academic Services Officer from the HDR candidate’s College will check the thesis and the required documentation is complete and send copies of the thesis and the documentation to the Graduate Research School (GRS).

4. Upon thesis submission to the GRS, the HDR candidate will be placed ‘Under Examination’ in the Student Management System.

5. In exceptional cases where the HDR candidate elects to submit the thesis for examination without the relevant certification of advisors, the HDR candidate must have been provided with written advice of the reasons for refusing to sign this certification by the Advisory Panel and have responded to this advice in writing. Copy of this correspondence must be submitted with the thesis.

6. The GRS will contact the nominated examiners and confirm no conflict of interest, and continued willingness to examine the thesis.

7. The GRS will send the thesis out for examination to the appointed examiners with the examiner information, and assessment form.

8. The GRS will advise the HDR candidate when the thesis has been sent to the examiners.  During thesis examination the HDR candidate and advisors must not have contact with the examiners.

9. From the time of submission of the thesis to the GRS for examination or re-examination, all communication regarding the examination of the thesis must be conducted through the GRS.

10. In the process of examination, the examiners may consult with one another through the GRS, but must submit separate reports.

11. Examiners will be asked to ascertain whether a thesis conforms to the learning outcomes of the relevant degree as described in the Australian Qualifications Framework and detailed in the relevant Guidelines for Examiners provided to examiners with the thesis.

12. Each examiner will be asked to submit an Examiner's Report form which includes the criteria to be used in making summative and formative recommendations to the University, and detailed comments on the quality, significance, originality, cohesiveness and presentation of the thesis (normally in a written report). Examiners will be asked to complete their reports within six weeks of receipt of the thesis.

13. The University will endeavour to have the results of the examination process advised to candidates within eight to ten weeks of submission. However, examinations can sometimes take considerably longer than this if examiners do not submit their report in the required time frame.

14. If the examiner has not submitted their report within three months of the date of their receiving the thesis, the Dean, Graduate Research, in consultation with the Primary Advisor, may appoint an alternative examiner, who is normally the nominated replacement examiner.

15. The examiners’ reports and examination outcomes will be handled by the GRS in accordance with the  HDR Consideration of Examiner Reports Procedure .

16. If the HDR candidate or advisors wish to have an oral examination, examiners may finalise recommendations concerning the thesis after the oral examination has been held as outlined in the  Guidelines for Conducting an Oral Examination .

17. The examination procedure outlined above may only be varied, with approval from the Dean, Graduate Research, if:

a) The candidate is enrolled under a Cotutelle or Conjoint Degree Agreement with another University and this variation is specified in the Agreement; or

b) Part of the material to be examined is not ‘print on paper’, necessitating a variation in the examination procedure.

Related policy instruments

HDR Requirements

HDR Nomination of Examiners Procedure

SUB-FORM-01 HDR Thesis Submission and Release Form

PUB-FORM-01 Thesis Publications, Copyright and Sensitivity Declaration

HDR Consideration of Examiner Reports Procedure

Guidelines for Conducting an Oral Examination

Schedules/Appendices

Administration.

NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

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