Chapter 7: Thesis and examination matters

7.8 Initial examination procedures

7.8.1 Dispatch of thesis

Two of the four thesis copies are dispatched to examiners when all documentation related to the submission of the thesis has been completed, ie nomination of examiners, certification of thesis and library release forms.

Thesis copies are dispatched by registered post to examiners in Australia and by courier to examiners overseas. Invitation letters are emailed to the examiners. Delay in receipt of a thesis by the examiner can prolong the examination process, so all examiners are emailed after thesis dispatch and asked to advise the Monash Research Graduate School if the thesis copy has not reached them within one week. Another copy of the thesis is dispatched immediately the School is notified that a thesis has failed to reach its destination.

7.8.2 Letter to candidate

Candidates are issued with a letter by email at the same time as the thesis is sent to examiners. It provides the names of the examiners and outlines the examination process. Candidates are reminded that it may take between four and seven months before an examination result is finalised.

7.8.3 Length of examination of thesis

On being invited to examine a thesis, examiners are given a deadline for reporting. Both examiners located in Australia and those overseas are given eight weeks from the date of the invitation letter to complete their reports. Examiners are also requested to contact the school if they need to extend the deadline. When received, this information is passed on to the candidate.

If a report is not received within one week of the deadline, a reminder is sent by email. Reminders are sent every week until the examiner’s report is received. In the case of unacceptable delays, the head of the academic unit in consultation with the supervisor, may be asked to find a replacement examiner. The most common causes of delays are the excessive workload or the travelling commitments of the examiner.

If the examiners are not unanimous in passing a thesis, the examination process will be prolonged by adjudication by a third person, for example, or by seeking further responses from the candidate, and the final result will be delayed.

7.8.4 Contact with examiners

The candidate is cautioned that the examiners cannot be contacted for any reason during the examination process. Any correspondence must be sent through the Monash Research Graduate School.

Supervisors are also cautioned not to contact the examiners with regard to a particular examination, except when advised by MRGS examinations staff on behalf of the Research Graduate School Committee to do so.