Standing Order 20
Higher Degree Examinations: Degrees of PhD, Doctor by Examination and Thesis, MPhil, and LLM(Res)
Introductory Notes
This Standing Order follows the pattern of the University’s Regulations for higher degrees by research. It is intended that the Standing Order should be read in conjunction with the relevant Regulations in the context of a user's guide since it elaborates upon them, particularly with reference to administrative procedures. In any conflict between the Standing Order and the University’s Regulations, the latter shall prevail.
Degrees of PhD and Doctor by Examination and Thesis
Method of Candidature
1(a) A candidate may qualify for the degree of PhD by one of the following methods and will be registered under one of the following five methods (A-E) of the Regulations.
A by pursuing full-time research in the University and under such conditions as may be approved by the University for the purpose of these Regulations;
B by pursuing full-time research in an external place of employment;
C by pursuing part-time research in the University
D by pursuing part-time research externally;
E by pursuing research in the University as a full-time or a part-time member of staff;
1(b) A candidate may qualify for the degree of Doctor by Examination and Thesis by one of methods A-D shown above and will be registered under the appropriate section of the Regulations.
2 It is possible, in appropriate cases, to transfer from one method of the regulations to another, eg, from full-time (Method A) to part-time (Method C) and vice-versa. In such cases the University will determine a revised minimum period of study and will fix the earliest date for the submission of the thesis.
Entry Conditions
3 All candidates are required to matriculate with the University.
The University provides a list of approved standards which will permit entry to candidature for a higher degree of the University. This list is contained in “Regulations for the Approval of Qualifications and/or Relevant Experience for Admission to Higher Degrees, Diplomas and Certificates of Aberystwyth University.
A special recommendation for the admission of a candidate who does not possess a recognised entry qualification must be made by the Department concerned to the Postgraduate Admissions Office and approval must be confirmed before the candidate's proposed scheme of study is due to begin.
Registration and Time Limits
4 Those Universities whose Master's degrees are approved for the purposes of exemption from the probationary period are listed in “Regulations for the Approval of Qualifications and/or Relevant Experience for Admission to Higher Degrees, Diplomas and Certificates of Aberystwyth University”.
5 The expectation is that the overwhelming majority of candidates will submit their thesis within the time-limit laid down by regulation. A candidature may be suspended or a time-limit extended by the University, but in exceptional cases only and in accordance with the following criteria:
(a) Normally, suspensions/extensions will be granted only on compassionate grounds, or in cases of illness, serious domestic difficulties or exceptional professional commitments which can be demonstrated to have adversely affected the candidate. A full and reasoned case, supported by appropriate medical or other independent evidence, must be made by the department for consideration by the University.
(b) In the case of candidates who cite exceptional professional commitments, the request must be accompanied by written confirmation and description by the employer of the exceptional workload borne by the candidate.
(c) In cases which arise as a result of illness:
(i) Satisfactory medical evidence, including a medical certificate, must be supplied. (The extent and nature of the illness as described in the certificate are invaluable in assessing the case.)
(ii) A clear statement must be supplied, showing that the department concerned has evaluated the situation in which the candidate finds himself/herself as a result of the illness and that it considers the requested extension to be appropriate. Such a statement will, wherever possible, follow direct contact between candidate and department.
6 Applications for suspensions/extensions must be routed via the candidate's supervisor and Head of Department to the Deans’ Office.
Supervision
7 The procedures for postgraduate supervision shall be made available by the University to students and supervisors through the Codes of Practice and Supervisors’ Handbook.
Submission of Thesis
8 For the purpose of the examination, candidates shall submit the following to their Head of Department or designated personnel:
1. Two typed and bound copies of the thesis in permanent, hardback binding or in temporary, security binding each of which shall contain:
- a summary not exceeding three hundred words in length;
- a statement, signed by the candidate, showing to what extent the work submitted is the result of the candidate's own investigation; acknowledgement of other sources shall be made by footnotes giving explicit references. A full bibliography must be appended to the work;
- a declaration, signed by the candidate, to certify that the work has not already been accepted in substance for any degree, and is not being concurrently submitted in candidature for any degree;
- a signed statement regarding availability of the thesis.
2. An additional, loose copy of the summary prepared by the candidate on a form obtainable from the Registry.
3. A completed form of notice of candidature, copies of which are obtainable from the Registry.
4. Confirmation that the candidate has discharged all outstanding financial obligations and has satisfied the requirement that he/she has matriculated successfully.
9 Any candidate who is following a scheme of study or research of the University may choose to submit a thesis or other work in either Welsh or English. A candidate who wishes to be assessed in a language (ie. either Welsh or English) which is not the main language of tuition/assessment for the scheme concerned is required to notify the Centre for Welsh Language Services by the time-limit laid down by the University. The nominated officer should then liaise with the Chair or Convenor and Secretary of the Examining Board regarding:
- such arrangements as may be required (eg. Provision of simultaneous translation facilities) for the viva voce examination;
- the necessary arrangements, which must be approved - at the request of the Chairperson or Convenor of the Examining Board - by the examiner(s), for the translation and/or marking of work;
- the engagement of a suitable person or persons to act as advisory examiners or - at an approved fee - as translators.
On occasion it may be considered appropriate for a thesis to be submitted in a language other than Welsh/English for scholastic reasons. In such cases, permission to make such a submission may be given by the Vice-Chancellor where a reasoned case has been sent to the University for approval, normally in advance of the candidate’s registration for study. Appropriate arrangements for the supervision and examination of the thesis must be outlined by the department to assure the Vice Chancellor that the quality of the student’s learning experience and the standards of the award will not be compromised. The Vice-Chancellor shall not however give approval to requests based upon the candidate’s lack of ability to produce a work for submission in either Welsh or English.
10 Candidates who are resubmitting a thesis which has failed previously to satisfy the Examiners are required to submit to their Head of Department two copies of their modified thesis together with those documents specified in paragraph 8 above.
11 Details of current fees are available from the Registry and/or the Finance Office.
12 The text of the thesis (excluding appendices and footnotes) shall not exceed 100,000 words.
13 Detailed instructions on the presentation of theses are to be found in Notes of Guidance issued to candidates who are about to submit their thesis.
Examination
14 Heads of Department may delegate the administrative tasks concerning the submission and examination of a thesis to a senior member of their academic staff who may then act as Convenor and Secretary of an Examining Board. Where the Head of Department is also the supervisor of the candidate concerned, the administrative tasks of the Convenor and Secretary should be delegated to a senior member of the academic staff of the Department.
15 If satisfied that a prima facie case exists for referring the thesis for detailed examination, the Convenor and Secretary of the Examining Board shall appoint at least one internal examiner and shall inform the Registry in writing of the name of the proposed external examiner.
16 The Head of Department or his/her delegate as Convenor and Secretary (see paragraph 14 above) sends both copies to the Registry. One copy is forwarded to the internal examiner and the other copy is sent to the external examiner, together with the completed documents specified in paragraph 8 above.
17 The Head of Department is normally expected to Chair an Examining Board but may delegate this role in accordance with the provisions of paragraph 26. Where the Head of Department is also the supervisor of the candidate concerned, a senior member of the academic staff of the Department or University must chair the meeting of the Examining Board instead. The Chair of the Board shall be independent in the examining process, and shall be responsible to the Vice-Chancellor for the conduct of the examination.
18 Prior to the time of submission of the thesis, the Head of Department or the Chair or Convenor of the Examining Board must inform the Registry in writing of the name of the proposed external examiner via the Intention to Submit Form.
19 The appointment of the external examiner will be made on behalf of the Vice-Chancellor. The external examiner should be sent one copy of the candidate's thesis, the forms necessary for the conduct of the examination and a form on which the external examiner may claim, following the examination, his/her fees and expenses.
20 The external examiner must be aware of the nature and purpose of the degree for which the candidate is being examined and must possess specialist knowledge and expertise in the subject of research†.
21 External examiners should not normally be appointed where they have had extensive contact with the candidate, but where they have, details of the nature of the contact should be made known.†
22 The external examiner will be asked to note that the University expects that, normally, the examination of the candidate should be completed within a period of twelve working weeks from the date of submission of the work by the candidate.
Bar on Access
23 Any recommendation for a bar on access must be made to the University via the Research Degrees Board, by the Department after consideration of an application by a candidate's supervisor, supported by the Head of Department. It shall be the responsibility of the supervisor to make the application as soon as is reasonably practicable. Normally the Department will forward a recommendation to the University at the time of registration of the candidate's scheme of research. The recommendation must include a statement of the grounds on which the request is being made. Most requests of this nature are made on the grounds of the commercial sensitivity of the research, which may have been partially sponsored by a commercial or industrial organisation.
24 Following a successful examination, the Convenor and Secretary of the Examining Board must notify the University Librarian, the National Librarian and the Research Repository that the work is to be withheld from access for a specified period.
25 Although the bar shall be regarded as operative as soon as the thesis is submitted, the period approved shall be calculated from the date on which the candidate is formally notified by the University that he/she has qualified for a degree.
† Please see the seperate 'Code of Practice for External Examiners: Research Degrees' for further information