Prior to Thesis Submission

Notification of Intention to Submit Thesis

Students who wish to submit a thesis for examination should notify SGS three months before their expected date of submission using Form SGS09 (for research degree students)/Form SGS55 (for professional doctorate students). Applications should be sent to SGS, together with an abstract of the thesis and the original payment receipt of the examination fee.

Panel of Examiners

(Please refer to Appointment and Duties of the Panel of Examiners for Research Degree and Professional Doctorate Programmes (Appendix in the Guidebook for Research Degree Studies) for details)

A Panel of Examiners should be formed to assess a student's thesis and conduct an oral examination. The Panel should consist of:

MPhil	Panel Chair (who is an Internal Examiner) One External Examiner The supervisor of the student
PhD/ Professional Doctorate	Panel Chair (who is an Internal Examiner) Two examiners, of whom at least one must be an external examiner The supervisor of the student

The internal and external examiners should normally be at the grade of Associate Professor or above, and have appropriate expertise related to the subject area of the student's thesis. Individuals studying for a higher degree should not be appointed as examiners.

If an appointed overseas external examiner is not available to participate in the oral examination either in person or via telephone conferencing, the School or the Department and College should appoint an additional examiner who can attend the examination. The additional examiner may be either internal or external, depending on the recommendation of the School or the Department and College. The additional member will be treated as a full examiner and be invited to raise questions and make recommendations on behalf of the absent overseas external examiner.

The supervisor, with the consent of the student concerned, may invite other qualifying panel members to join the oral examination as observers during the student's presentation session.

The Supervisor and the Department/School are advised not to disclose the identity of the examiners to the candidate before the examination.

Medium of Instruction/Assessment and Thesis Presentation

The normal medium of instruction and assessment at the University is English. Students should write and present their thesis in English, unless they give very strong justifications for using another language.

Students with valid reasons to support using a language other than English in thesis writing may apply to SGS in writing within the first six months of their studies. Applications submitted after the said period will not normally be considered. Such applications will be forwarded to the Department and College or the School for recommendation, and final approval rests with the Committee on Research Degrees Candidature.

Students who have been approved to use a language other than English in thesis writing are required to include an additional abstract written in English in their thesis when it is ready for examination.

Submitting Your Thesis for Assessment and Examination

Normally, students are expected to submit their thesis not earlier than three months for MPhil students, six months for PhD students before the end of the (normal) study period and six months for professional doctorate students before the end of the normal study period. Early submission of a thesis requires special approval from the College/School.

Students must submit a thesis for examination by the end of their normal study period or the stipulated study period.

Students should submit three (for MPhil) or four (for PhD and professional doctorate) copies of the thesis (ring bound) together with a Certifying Form (Form SGS09A/ SGS55A) and a Statement on the Extent of Research Collaboration (Form SGS09B) to SGS by the submission deadline.

Certifying Form

To be signed by the following three parties:

Student: To declare that he or she is the author of the thesis and that the thesis has not been submitted for a higher degree or any other award of the University or of any other institution
Supervisor: To certify that the student has satisfied all coursework requirements and the thesis is prima facie worthy of examination
Department Head/School Dean: To certify that the thesis is of an acceptable standard

Statement

To indicate the extent of collaboration, if any part of the research has been carried out in collaboration with other parties, and to identify any parts of the thesis that are not the result of the student's own work

Students should not submit, as the main content of the thesis, work previously accepted for a degree or any other award of the University or of any other institution, but may incorporate such work in the thesis if the incorporated material is specified.

The thesis paper copies should be delivered in person to SGS. It is acceptable to present your thesis in temporary binding providing that the binding is secure enough to endure the examination process.

You can check the progress of your thesis examination with SGS. Please do not contact SGS until at least 6 weeks after your thesis has been submitted. Due to the confidential nature of the examination, only certain information may be provided.

SGS can tell you:

If examiners have been appointed
If the thesis has been sent to the examiners
If examiners have been reminded of the thesis assessment report deadline
If any thesis assessment reports have been received
If a date and time has been fixed for the oral examination
If the Department Head/School Dean has made a recommendation for the award and the College/School Graduate Studies Committee has approved the award
The graduation date on which the recommendation will be approved by the Senate
The Senate decision, when known.

SGS cannot tell you:

The names of your examiners before thesis assessment and oral examination
The recommendations contained in the thesis assessment reports before oral examination