Appendices: Guidelines on Procedures for Scheduling MPhil Thesis Examinations

(Version July 2019)
  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 their intention to take the thesis examination at least six weeks before the proposed date of the thesis examination by submitting an online proforma via the Thesis Examination System of the Student Information System (SIS), accessible via myPortal. Inadequate notice served for taking the thesis examination will result in 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 contents of the thesis involve commercially sensitive information, the thesis supervisor(s) is/are 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 the proforma, and seek the endorsement of the thesis supervisor(s), before submitting the proforma to the department for an MPhil TEC to be approved 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”. The department is also responsible for checking the availability of examiners, and making appointments to the 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. Students failing to meet the thesis submission deadline may be required to postpone the thesis examination. The Department should confirm and record the actual date of receipt of the thesis copies in the Thesis Examination System.

  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 thesis copies are duly received by the examiners and record the actual dispatch date of the thesis copies in the Thesis Examination System. 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 will be automatically posted at the Thesis Defense Calendar once the thesis copies receipt details are inputted into the Thesis Examination System. Other forms of posting, such as emails and/or posters should also be made accordingly.

  8. The Office of Postgraduate Studies (PGSO) reviews 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, postponement or withdrawal of the thesis examination (regardless of whether the student has duly submitted the thesis or not) will be requested/required until the clearance of PGSO has been sought.

  9. At least one working day before the thesis examination is held, the department is required to ensure that an email reminder is sent to members of the MPhil TEC, specifying the date, time and venue of the thesis examination.

  10. If changes are to be made after the proforma has been approved, the department/student is required to seek clearance, via School, from PGSO before the changes can be effected.

  11. Students will also be notified by the Health, Safety and Environment Office for performing safety clearance check where applicable.

  12. For enquiries regarding the arrangements for scheduling MPhil thesis examinations, please contact PGSO via the department office.