Examiner Nomination and Thesis Submission

Submission of the thesis and the nomination of examiners are both necessary for examination to proceed. Ideally nomination of examiners should occur two months in advance of submission, or at least at the same time. Submission should take place between 3 and 3.5 years (FT) and 5 and 5.5 years (PT) of the candidature.

Candidates

Candidates should:

  • Accept full responsibility for the totality of their own thesis
  • Consult the thesis guidance
  • Check if there are any grounds for a thesis embargo and take action accordingly
  • Complete the Application to be Examined for Doctoral Degree, taking note of the important declarations to be made in it
  • Be aware also that the sign-off on the application to be examined (DRC 4) by a supervisor is not a guarantee of a successful examination outcome
  • Suggest to their supervisor the names of some potential examiners, although bear in mind that there is no obligation on a supervisor to nominate the suggested examiners
  • Upload a single file PDF digital copy to the student portal and submit two soft bound copies of the thesis to the Graduate Research School
  • If the thesis cannot be saved in a single PDF file, or there are any supplementary materials that are unable to be saved in a single PDF file, the candidate should submit 4 soft bound copies of their thesis.  If clarification is required the candidate should contact the GRS team at doctoral.office@massey.ac.nz
  • Should further hard copies of the thesis be required the GRS will either contact the candidate to provide them, or print the PDF copy as submitted

Supervisors

Main supervisors should:

  • Complete the Application to be Examined for Doctoral Degree, taking note of the important declarations to be made in it by supervisors
  • Observe the Conflict of Interest Guidelines for Doctoral Examination
  • Give candidates the opportunity to suggest suitable or unsuitable examiners
  • Consult with co-supervisors and use the confidential Nomination of Examiners for Doctoral Examination form to ensure nomination of three examiners of correct origins and with the appropriate characteristics that will meet with the approval of the Doctoral Research Committee
  • Contact the examiners informally and in confidence to check that that they are willing to be examiners and able to return their reports within six weeks from receipt of the thesis
  • Check if there are any grounds for a thesis embargo and take action accordingly
  • Be mindful that the University cannot initiate the examination process until both the Application to be Examined and Examiner Nomination forms have been received by the Graduate Research School and approved by DRC

Heads of Academic Unit/Nominee

Heads of Academic Unit should:

  • Check observance of the Conflict of Interest Guidelines for Doctoral Examination
  • Help ensure that the nomination of examiners precedes or occurs at the same time as thesis submission - please insist on the former

Doctoral Research Committee (DRC) or Graduate Research School (GRS) Administration

The GRS will send a reminder to the supervisor and Head of Unit two months prior to the candidate's due submission date. When the DRC has approved the nominations (and this may not always happen first time with all nominations), the GRS will write and formally invite the nominees to be examiners. A thesis copy is sent by agreement (NB. candidates and supervisors must advise the GRS of an impending embargo at the time of submission). Examiners are asked to complete the examiners' thesis assessment report, which details the layout of the report.

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