1. Purpose

1.1 University examination requirements are described in the Higher Degrees by Research – Academic Policy and the Higher Degrees by Research Thesis Submission and Examination – Procedures. These Guidelines provide thesis examiners with a synopsis of information provided in these documents, and with additional information to facilitate the examination process. 

2. Scope and application

2.1 These guidelines apply to all stakeholders involved in the examinations of HDR theses. 

3. Definitions

Please refer to the University’s Glossary of Terms for policies and procedures.  

4. Introduction

4.1 As per the Higher Degree by Research – Academic Policy, for the award of a Higher Degree by Research, the thesis or exegesis and creative work must represent a significant contribution to knowledge in the subject area. 

4.2 Doctoral degrees 

Doctoral degrees meet the Australian Qualifications Framework specifications at Level 10. UniSC’s doctoral degrees are research degrees that require the candidate to make a substantial original contribution to knowledge through research, scholarship, and investigation in one or more fields of learning. 

4.3 Research Master degrees 

Research Master degrees meet the Australian Qualifications Framework specifications at Level 9. UniSC’s Research Master degrees that require the candidate to apply an advanced body of knowledge to produce a significant contribution of merit through a program of advanced research in a scholarly field of learning, providing a pathway for further learning. 

The thesis or exegesis and creative work is the sole requirement for the award of the degree and success, or failure is determined by the examination of the thesis alone. 

5.Examination panel roles and responsibilities

The below table also appears in the Higher Degree by Research Thesis Submission and Examination- Procedures.

6. Conflict of Interest 

6.1 Conflict of Interest 

Conflicts of interest occur when one individual’s personal, professional or other interests compromise their judgement or decision-making in their role. These can be potential, perceived or actual conflicts. All potential, perceived or actual conflicts of interest must be declared and reviewed by the Dean, Graduate Research. The existence of dual or multiple relationships between examiners, candidates, supervisors, industry partners, external advisors and the university have the potential to introduce bias and thus compromise independence in fact or in perception. 

Thesis Examiners should refer to Appendix 1 – Managing Interests Matrix and consider whether any potential, perceived, or actual conflicts of interest exist.  

6.2 Declaration Process

If a Staff Member or Thesis Examiner considers that a conflict of interest does exist, they should complete the Declaration of a Conflict of Interest Form (Appendix 2). 

The Dean, Graduate Research will review the disclosure and determine whether the conflict of interest precludes the thesis examiner from participating in the examination, or whether the risk of conflict is low and can be mitigated. 

An invitation to examine a HDR thesis may be withdrawn if the University concludes that there is any conflict of interest (including potential or perceived). 

7. Confidentiality

7.1 Confidentiality of Thesis Examiner's Identity

Each Thesis Examiner is asked to indicate whether they wish to remain anonymous (to the supervisor and the candidate). If an examiner does not indicate whether or not they are willing to have their identity revealed to the candidate and or supervisor, their anonymity will be preserved. 

7.2 Confidentiality of Thesis or Exegesis and Creative Work

It is inappropriate for any information contained in the thesis or exegesis and creative work to be referred to or extracted without the permission of the author. The thesis or exegesis is not a public document until it has been passed. In some cases, the thesis or exegesis will be temporarily embargoed following the examination process and will remain confidential during that period. 

8. Thesis requirements

8.1 The University’s thesis requirements are described in the Higher Degrees by Research Thesis Format – Guidelines. 

9. Thesis Submission

As per the Higher Degree by Research Thesis Submission & Examination - Procedures, HDR Candidates are required to submit their thesis for examination by using the Thesis Submission online form in UniSC’s candidate management system. 

A PDF version of the thesis must be attached to the Thesis Submission online form. 

Before being sent for external examination, the Thesis Submission online form will be reviewed by the Principal Supervisor and the Dean, Graduate Research School. 

When the Thesis Submission online form is approved by the Dean, Graduate Research and processed by the Graduate Research School the HDR Candidate’s consumption of candidature will be suspended. 

10. Revised Thesis Submission

As per the Higher Degree by Research Thesis Submission & Examination – Procedures, HDR Candidates are required to submit their revised thesis for examination by using the appropriate online form in UniSC’s candidate management system. 

Candidates who received Outcome B) Award with revisions or Outcome C) Revise and Resubmit for External Examination must submit: 

Before the revised thesis can sent for revised examination, the online submission form will be reviewed by the Principal Supervisor and the Dean, Graduate Research School. 

When the online submission form is approved by the Dean, Graduate Research and processed by the Graduate Research School the HDR Candidate’s consumption of candidature will be suspended. 

11. Examination materials

11.1 The Graduate Research School provides members of the examination panel with:

• An electronic copy of thesis (or exegesis and creative artefact)
• A copy of the Thesis Revisions Summary Reports (in the case of revised thesis submission)
• Higher Degree by Research Theses Examiners – Guidelines (this document)
• Higher Degree by Research Theses Format– Guidelines
• Examiners’ Report Form
• Honorarium Payment Claim Form - Domestic thesis examiner
• Honorarium Payment Claim Form - International thesis examiner

12. Thesis examination

12.1 Timeframe for examination

Examiners are expected to take up to six (6) weeks to examine a doctoral thesis or four (4) weeks to examine a master by research thesis and must return their examiner’s report to the Graduate Research School. If it is not possible to complete the examination within this time frame please contact the Graduate Research School so that the candidate and supervisors can be kept informed of the examination progress.

12.2 Communication between examiners

As per the Higher Degree by Research Thesis Submission & Examination – Procedures, members of the examination panel may not normally consult with one another. An examiner wishing to enter into dialogue with another examiner, a supervisor, a candidate or the chairperson of examination panel, should direct any request to the Dean, Graduate Research (via deangraduateresearch@usc.edu.au). A supervisor or candidate may not initiate contact with an examiner or chairperson of examiners.

12.3 Examiners’ report

Each examiner is required to submit a detailed independent report together with a completed summary recommendation form. Examiners are asked to address both the strengths and weaknesses of the thesis or exegesis and creative work and to provide detailed comments about the overall quality of the thesis or exegesis and creative work, paying attention to things such as:

• The extent to which the candidate has shown familiarity with, and understanding of, the relevant literature and field of study;
• The extent to which the candidate has demonstrated critical insight and capacity to carry out independent research;
• The extent to which the candidate has developed and addressed a set of logically coherent hypotheses;
• The appropriateness of the methods used;
• Independence of thought and approach;
• Coherence of argument and organisation;
• The literary quality of the thesis as a whole;
• Whether the data analysis is technically correct an congruent with modern approaches in the field;
• Whether the results are presented in a form and style that meets widely accepted standards of publications in high impact journals appropriate to the discipline;
• The extent of the contribution to knowledge made by the research;
• The potential of the research for publication;
• Whether the thesis constitutes a sufficiently comprehensive investigation of the topic that meets international standards for the proposed award.

12.4 Examination outcomes

As per the Higher Degree by Research Thesis Submission and Examination – Procedures, examiners select from one of the following outcomes for the overall thesis. In addition to the recommendation for outcome, detailed comments are requested to explain and support your recommendation (i.e. which the candidate will respond to for recommended outcomes b, c or e, or which will support a recommendation for outcome d).

Please note - Option (c) above is not available when examining a Revised Thesis as a thesis can only be revised and re-examined once.

Where there is substantial disagreement between the external examiners about the recommendation for the final outcome of the examination, the Dean, Graduate Research may:

1. Seek input from the Chairperson of Examiners towards making a final decision; or
2. Approve that an additional external examiner be appointed (to examine the thesis to provide an additional external examiner’s recommendation to inform the final outcome).

In both cases, the next available reserve external examiner originally nominated will be invited to fulfil these roles if required.

Communication schedule between the Graduate Research School and the Thesis Examiners is outlined in table 0.5:  

13. Honorarium

The University of the Sunshine Coast values examiner contributions and appreciates that thesis examination takes a significant amount of time. External examiners are entitled to an honorarium commensurate with Universities Australia rates.

Payment claim documentation is provided above (in Section 11).

14. Outcome advice to Examiners

Examiners will be advised of the final outcome of the process as soon as possible after the conclusion of the examination process, including a hyperlink to the final thesis in the UniSC Research Bank.

Appendix 1

Extract from the Australian Council of Graduate Research Conflict of Interest in Examination Guidelines: 

Listed below are examples of different types of conflict of interest that may arise between the examiner and various stakeholders including the candidate, the supervisor/advisor, the University, the subject matter itself and another examiner. The list is indicative and is not to be considered exhaustive. 

Appendix 2

 HDR Thesis Examiner’s Conflict of Interest Declaration form (coming soon). 

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