(Version July 2015)
1. MPhil students, who have already completed all the coursework requirements for the degree, wishing to appear before a Thesis Examination Committee (TEC) must indicate to the department at least six weeks before the proposed date of the thesis examination by submitting the proforma “Notice of Intention to take MPhil Thesis Examination”. Inadequate notice served for taking the thesis examination will result in required postponement of the thesis examination. To avoid unnecessary delay in graduation, students are advised to schedule their thesis examinations well in advance, and avoid conducting thesis examinations toward the end of a term, in order to allow sufficient time for revisions and other post-examination arrangements.
2. Should the content of the thesis involve commercially sensitive information, the thesis supervisor(s) is advised to approach the Technology Transfer Center well in advance to discuss the possibility of obtaining patent protection before the department makes announcement about the thesis examination to the public.
3. To encourage the participation of members of the University community, thesis examinations should not be scheduled on Sundays and public holidays.
4. The student has to complete Part I of the proforma, and seek the endorsement of the thesis supervisor in completing Part II, before submitting the proforma to the department for an MPhil TEC to be appointed. TEC membership should be confirmed no less than four weeks before the scheduled examination date.
5. The department is responsible for identifying examiners to serve on the examination committee following the “Guidelines on the Appointment and Roles of Chairpersons and Examiners of MPhil Thesis Examination Committees” (Appendix VIII). The department is also
responsible for checking the availability of examiners, and making appointments to TEC members. Liaison with examiners to make arrangements for the thesis examination should not be done by the candidate being examined.
6. No less than four weeks before the thesis examination, the student has to deliver sufficient hard or electronic thesis copies ready for examination purpose to the department. If the student fails to meet the thesis submission deadline, he/she may be required to postpone the thesis examination. The PG coordinator should confirm the actual date of receipt of the thesis copies (by endorsing Part IV of the proforma), and forward the proforma to the PG Secretariat.
7. The department should distribute the thesis copies to the Chairperson and members of the MPhil TEC immediately, such that members are given sufficient time to review the thesis. The department should also ensure the receipt of the thesis copies by the examiners. A thesis copy will be put on display at the department prior to the thesis examination for perusal by faculty, students, other University members, and members of the public.
To increase public awareness of the scheduled thesis examination, announcements (in the form of posting at the University Calendar, emails and/or posters, etc.) should be made accordingly.
8. On receiving the duly endorsed proforma, the PG Secretariat will check the information provided in the proforma to ensure that the arrangements of the thesis examination conform to the University guidelines. If deviations from the University guidelines are identified, the department concerned will be requested to withhold or postpone the thesis examination (disregarding whether the student has duly submitted the thesis or not) until the clearance of the PG Secretariat has been sought.
9. One working day before the thesis examination is held, the department is required to send an email reminder to members of the MPhil TEC, specifying the date, time and venue of the thesis examination. The email should be copied to the PG Secretariat at [email protected] for its record.
Appendices
10. If changes are to be made after the proforma “Notice of Intention to take MPhil Thesis Examination” has been filed, the department concerned is required to obtain, via school, the prior approval of the PG Secretariat by writing to [email protected] before the changes can be effected.
11. The “Notice of Intention to take MPhil Thesis Examination” and all relevant documents on the thesis examination will be forwarded to the Examinations and Graduation Section of the Academic Records and Registration (ARR), Academic Registry for record. In addition, the Health, Safety and Environment Office (HSEO) will also be notified for performing safety clearance check where applicable.
12. For enquiries regarding the arrangements for scheduling MPhil thesis examinations, please contact the PG Secretariat by email ([email protected]).
Procedures for Scheduling an MPhil Thesis Examination
At least 6 weeks before exam
Thesis exam date
Student completes Part I of the proforma
“Notice of Intention to take MPhil Thesis Examination”.
Thesis supervisor completes Part II of the proforma.
Department appoints a TEC in Part III of the proforma.
Student submits sufficient hard or electronic thesis copies ready for examination purpose to the
department.
PG coordinator certifies receipt of the thesis copies in Part IV of the proforma.
Department dispatches the thesis copies to the Chairperson and examiners, and
makes announcement to the public.
PG Secretariat receives the endorsed proforma and sends it to ARR, Academic Registry for record/action. HSEO will be notified to follow up on safety clearance where applicable.
Changes to membership or schedule?
Department seeks, via school, clearance from the PG Secretariat.
No
Yes
Student takes the MPhil thesis examination.
At least 4 weeks before exam
Appendices