Chapter 8: Thesis and Examination Matters
8.1 Preparation and Presentation of a Masters Thesis
PhD candidates need to refer to the presentation requirements listed in the 'Doctoral Information Handbook' located at: www.mrgs.monash.edu.au/research/doctoral/chapter7a.html
Masters candidates need to refer to the information contained in this chapter.
Variations to prescribed Masters thesis layout, length or components must be approved by the Arts Research Graduate School Committee well in advance of the date of submission.
8.1.1 Language
Masters theses are written in English. However, where the thesis is based on a language unit within the School of Languages, Cultures and Linguistics, a request can be made to the Arts Research Graduate School Committee for the writing of the thesis in the language, or one of the languages of that School. This request is made within three months of the commencement of candidature for a candidate undertaking a 100% research degree, or within three months of the start of the research for candidates undertaking coursework and research.
Permission for a Masters candidate to write a thesis in a language other than English would only be granted in exceptional cases, for example where the use of English severely hampers the thesis topic.
8.1.2 Length
Candidates wishing to submit an over-length thesis are required to request permission from the Chair of the Arts Research Graduate School Committee prior to the submission of the thesis. Without such approval from the Arts Research Graduate School Committee the Faculty is not able to accept the thesis and the entire thesis submission will be returned to the school.
Candidates who started prior to 2002
| Thesis percentage |
Word-length |
|---|---|
| 66% |
25,000 - 35,000 words |
| 75% |
35,000 - 40,000 words |
| 100% |
40,000 - 60,000 words |
Research candidates who started their research Masters degree prior to 2002 can submit their thesis under the above word-length guidelines or under the new guidelines detailed below. Candidates who choose to submit under the new guidelines need to consult with their supervisor(s) about the efficacy of submitting a shorter thesis.
Candidates starting in or after 2002
|
Thesis percentage | Word-length |
|---|---|
| 66% | 20,000 - 25,000 words |
| 100% |
30,000 - 40,000 words |
For maximum and minimum candidature see Chapter 2 'Research Degrees' in this 'Research Survival Guide'.
Estimates of the number of pages for the pre 2002 specified word-lengths are:
| Thesis % |
Words |
Double Line Spacing | 1½ Line Spacing | ||
|---|---|---|---|---|---|
| 12 pt |
10pt | 12 pt |
10 pt | ||
| 66% | 25 000 - 35 000 |
100 - 140 | 57 - 80 | 75 - 105 | 43 - 60 |
| 75% |
35 000 - 40 000 | 140 - 160 | 80 - 92 | 105 - 120 |
60 - 69 |
|
100% | 40 000 - 60 000 | 160 - 240 | 92 - 138 |
120 - 180 | 69 - 103 |
Estimates of the number of pages for the specified word-lengths from 2002 onwards are:
| Thesis % | Words | Double Line Spacing | 1½ Line Spacing | ||
|---|---|---|---|---|---|
|
12 pt | 10pt |
12 pt | 10 pt | ||
| Master of Arts 66% | 20 000 - 25 000 | 80 - 100 | 46 - 57 |
60 - 75 | 34 - 43 |
| Master of Arts 100% | 30 000 - 40 000 | 120 - 160 |
69 - 92 | 90 - 120 | 52 - 69 |
| Master of
Bioethics | 30 000 - 40 000 | 120 - 160 | 69 - 92 |
90 - 120 | 52 - 69 |
A 12-point font is recommended for ease of reading.
The quality of a thesis in regards to its content and format are of paramount importance and candidates need to adhere to the above thesis length guidelines.
Thesis word lengths are calculated without acknowledgments, appendices, tables, charts, maps, musical examples, diagrams, bibliography or footnotes. (Critical editions are clearly a special case.)
8.1.3 Specifications
Thesis presentation requires careful attention. The Faculty prefers not to prescribe the citation styles for theses. Style conventions differ from discipline to discipline, and even within disciplines there are variation. The major specification is the appropriate use of styles for the discipline and to use the preferred style consistently throughout the thesis. The choice of a particular style manual can be discussed in consultation with the candidate's supervisor.
Suggestions for typing, bibliographic details, the presentation of diagrams and figures are set out below. Candidates need to seek the approval of the Faculty for major variations in thesis presentation, e.g. variation from A4 page size, a need to present large sections of handwritten symbols or foreign language script, special types of large diagrams or maps. A statement from the School's Graduate Co-ordinator needs to support the request for major variations. For more on matters of Citation and Bibliography see under that heading below.
8.1.4 Preparation
The responsibility for thesis layout rests with the candidate after discussion with their supervisor.
The thesis is written and submitted before the candidate leaves the University, although, in certain circumstances, the Faculty may give permission for the thesis to be completed elsewhere.
Candidates need to state their information sources and the extent to which they use the work of others.
Candidates cannot submit work for their degree that has been previously accepted for a degree in this or any other University.
8.1.5 Thesis Editing
Monash University endorses the recommendation of the various state-based Societies of Editors regarding the editing of research theses, viz:
Where a thesis or dissertation
is to have input from a professional editor, the candidate must obtain
written permission from the supervisor for editing. The candidate
should supply to the editor a copy of this permission, along with
the manuscript.
The name of the editor and a brief description
of the service rendered should be printed as part of the list of
acknowledgements or other prefatory matter near the front of the
work when it is presented for examination.
If the professional
editor's current or former area of academic specialisation is
similar to that of the candidate, this too should be stated in the
prefatory matter, as it may suggest to examiners that the editor's
advice to the candidate may have extended beyond guidance on English
expression to affect the content in the thesis.
8.1.6 Word Processing, Printing and Binding
The final word processing, printing and binding of a thesis is the responsibility of the candidate. Candidates can make private arrangements to have their thesis word-processed.
A Master's thesis is printed on quality A4 bond (297 mm x 210 mm ) paper and bound after successful examination. Both sides of the paper may be used, provided mirror margins are used (page set up in Microsoft Word). To allow for binding and trimming the margins cannot be less than 40 mm on the left hand side and 15 mm on the right hand side, and line spacing can be either one and a half or double. Additional copies of the thesis can be photocopied. If a thesis needs to deviate from the standard thesis presentation a request is made to the Arts Research Graduate School Committee before submission of the thesis.
The contents of the thesis are ordered as follows:
(1) A title page, giving the title of the thesis in full, the names and degrees of the candidate, the name of the University department or centre associated with the work and the date when submitted for the degree. For candidates submitting a thesis worth 66% research the title page must also include a statement to the effect that the thesis has been "submitted in partial fulfilment of the requirements for the degree of Master of [Arts / Environmental Science] at Monash University".
(2) A summary of not more than 250 words.
(3) A table of contents.
(4) A signed Statement of Originality. ARGS recommends that candidates submitting a thesis use the following Statement of Originality:
"I declare that this thesis contains no material which has previously been submitted for a degree or diploma in any university and, to the best of my knowledge and belief, this thesis contains no material which has previously been published or written by another person, except when due reference is made in the text of the thesis."
The candidate must sign the Statement of Originality in all thesis copies.
(5) An acknowledgment of any help given or work carried out by another person or organisation.
(6) The main text.
(7) Appendices, if any.
(8) References (if not included in the text).
8.1.7 Citation and Bibliography
Citation
Successful theses writers will confirm that preparing a bibliography is a time-consuming thesis event. Changes to a citation system, losing references for books and articles consulted at the beginning of the research project can consume a lot of time at the final stage of thesis writing. Consider using and learning bibliographic software, such as EndNote, which the University has a site licence for.
To avoid this time-consuming activity, find out which citation systems (such as the MLA or Chicago) are widely accepted in your discipline. Familiarise yourself with them early and choose one that you will use consistently throughout your thesis. Be meticulous in keeping notes about the books, articles and other sources you use in your research - note down all the details (author, publisher, date, pages etc.) and have an organised and up-to-date record keeping system.
Beginning good bibliographic practices at the beginning of your research will assist you in producing a well-cited thesis, and help avoid plagiarism, which often results from an unwitting use of others' words and ideas as if they were your own. By being organised in your citation system and record keeping, your thesis will be more credible and you will save time chasing loose ends in the closing stages of candidature.
Bibliographies
The bibliography is one of the most important parts of a thesis, and considerable care is taken in its preparation. Your supervisor will guide you as to the expectations for research sources and depth, however the same rules apply as to record keeping and consistency in the style you use.
In the first place, the bibliography presents a record of the candidate's research into their subject, and it should be possible to regard it as a form of guarantee that candidates are fully acquainted with all significant earlier contributions to scholarship in the chosen field. It follows, therefore, that a bibliography should be:
Complete;
Scrupulously accurate;
and
Presented in a readily useable form.
Incomplete coverage of a subject, inaccuracy in bibliographical details (e.g. author's names, titles of books or articles, dates and places of publication) and disorderly presentation of material are not only a source of irritation to a reader but can be positively misleading.
The actual form in which a bibliography is presented may vary in some ways from thesis to thesis, depending upon the nature of the subject under discussion. In some cases, for example, it may be desirable to list books and articles alphabetically by author's names; in other cases a chronological listing may be more appropriate. This is a matter that should be discussed and decided upon as early as possible in consultation with the candidate's supervisor, and the method adopted is then followed rigidly. Inconsistency in this matter is a common source of confusion. In some cases, a brief statement of method at the beginning of the bibliography will help to prevent misunderstanding.
All books and articles mentioned in the body of the thesis must appear, without exception, in their appropriate places in the bibliography. For this reason it is extremely unwise to postpone its compilation, since this will almost inevitably lead to omissions. Ideally, the bibliography is a continuous exercise beginning with the candidate's first thoughts about the thesis, and being brought up-to-date at strictly regular and frequent intervals as the work proceeds. This is best done by the use of some form of word processing or database file, with a card index or index book based on either an alphabetical or chronological sequence as hardcopy backup. Although this may produce, in many cases, a rather frightening bulk of material, remember that it is much easier at a later stage to reject irrelevant material than it is to ensure that no relevant item has been overlooked.
Fullness, consistency and accuracy are the keynotes of a good bibliography. If the candidate has any doubts about this matter they are advised to consult their supervisor.
8.1.8 Diagrams and Figures
The following are general suggestions for normal practice:
(1) Diagrams, figures and so on are drawn or photographed preferably on A4 paper and bound in the appropriate place in the text.
(2) Tables are inserted in the appropriate place in the text, except in the case of lengthy or bulky tables, which appear as an appendix.
(3) Diagrams, maps, tables exceeding A4 size are folded and bound into the thesis.
(4) Assistance in the preparation of diagrams, charts and photographs may be given by the University at the discretion of the school's graduate co-ordinator.
8.1.9 Appointment of Examiners
The Arts Research Graduate School (ARGS ) appoints two examiners on the recommendation of the Graduate Co-ordinator of the School. At least one examiner must be external to the University. As a matter of normal practice the Graduate Co-ordinator first consults with the supervisor and the candidate about the names of possible examiners and notes comments from them with respect to those who for good reasons may be unsuitable examiners. A candidate who believes the appointment of a particular examiner may be prejudicial to a fair thesis examination informs both the supervisor and the Graduate Co-ordinator at least two weeks before submission. The candidate does not have the right to nominate examiners or to veto the appointment of examiners after submission of the thesis.
The decision to select potential examiners is made on the basis of their scholarly knowledge and standing in their field of study as well as reputation and experience in thesis examining. Here experience also means speediness in completing and responding to the examination process, clarity of examiners' reports, and reasonable expectations for a Masters thesis.
The 'Nomination of Examiners' form requires sufficient information on prospective examiners be provided to the Arts Research Graduate School Committee, which makes the final decision. The 'Nomination of Examiners' form advises the committee about the examiners' highest degree and other relevant professional information, ie, prior relevant experience. Normally an examiner who is an academic at any recognised tertiary institution satisfies these requirements. In other cases the following information is required:
Prior relevant experience of examiner (research/academic experience, publications record, date of retirement, current involvement in research if retired).
To expedite the examination process, Graduate Coordinators informally ask both examiners whether they will be able to act before the thesis is submitted. Equally appropriate at this stage is to ask the potential examiners whether they are able to complete the examination within six weeks of the thesis being dispatched. Any preconditions specified by prospective examiners (e.g. receipt of thesis by a certain date in order to ensure examination by a given time) should be indicated on the Nomination of Examiners form.
The examiners are informed in writing of the nature and status of the degree. The proportion of the degree represented by the thesis is clearly indicated in addition to the requirements the thesis is seeking to fulfil (e.g. the length of the thesis, the extent to which it is expected to break new ground). The examiners receive a clear indication of what numerical marks the Faculty uses for its grades.
Normally the Examiners Reports are made known to candidates, whether successful or unsuccessful; in addition, the examiners names' are formally revealed to the candidate after their appointment.
Once the thesis has been submitted any communication with examiners affecting the examination is carried out only through the Arts Research Graduate School (ARGS).
8.1.10 Length of Examination
The Faculty is very conscious of the need to have as rapid an assessment as possible of a thesis. The average time from the submission of the thesis to the final decision by the ARGS on the result in straightforward cases of the examination is approximately four to five months. Sometimes the examination period may be substantially longer than this. However, everything possible is done to speed up this process. Examiners are asked to complete their assessment within six weeks from dispatch of the thesis, and reminder letters are sent if the reports are not received within this timeframe.
If examiners disagree substantially about the thesis grade, further time may be spent in adjudication. In these circumstances the examination process can be expected to be of longer duration than in a straightforward case.
8.1.11 Advisory Panels
The principal function of an advisory panel is to consider the examiners' reports when either or both examiners do not recommend the award of the degree. The Associate Dean (Graduate Research) can also call an Advisory Panel for any thesis examination matter. The Advisory Panel makes appropriate recommendations to the Arts Research Graduate School Committee. The Advisory Panel may seek clarification of any matter raised in the examiners' or adjudicator's reports before making its recommendation. These inquiries are made through the Art Research Graduate School.
Advisory Panels consist of the:
convenor
of the Arts Research Graduate School Committee or their nominee;
School Graduate Co-ordinator or their nominee;
Supervisor(s);
a fourth academic staff member, who has not had any direct involvement
with the thesis; and,
an administrative officer from the
Arts Research Graduate School.
8.1.12 Divergent Recommendations by Examiners
Adjudication
Where one examiner recommends revision and re-submission and the other examiner recommends that the thesis be passed, the advisory panel usually recommends that an adjudicator be appointed. The research candidate is advised that the thesis will be sent for adjudication and is provided with copies of the examiners' reports and asked to submit their comments on the examiners' criticisms of their thesis. The adjudicator is sent copies of the examiners' reports (with the names and the institutions of the examiners deleted), the candidate's response, and a copy of the thesis. The role of the adjudicator is not to act as a third examiner, but to adjudicate between the two reports.
If the adjudicator recommends that the thesis be revised, the advisory panel will decide who the supervisor will be for the revised thesis and the deadline for the re-submission. The advisory panel also makes a recommendation as to the examiners for the revised thesis. This is normally the examiner who recommended revision and re-submission.
If the adjudicator recommends the thesis be passed, the advisory panel decides whether the thesis can be passed without corrections or subject to amendments.
Revision
In some cases the panel might decide that the inevitable outcome of adjudication will be a recommendation for the candidate to revise and re-submit. The panel can decide that the research candidate revises the thesis in accordance with the dissenting examiner's recommendations, which will hasten the process. The panel appoints a supervisor for the revision and sets a due date for the revised thesis. The revised thesis is normally returned to the dissenting examiner only.
8.1.13 Both Examiners Recommend Revision and Re-submission
Where both examiners recommend revision and re-submission the Advisory Panel normally decides who will be the supervisor for the revision and the deadline for the re-submission. The panel also decides who re-examines the thesis. Normally these are the same examiners as for the original thesis.
8.1.14 Enrolment During Revision
A research candidate doing thesis revisions re-enrols for the entire revision period.
8.1.15 Oral or Written Examination
The option of an oral or written examination is also open to Advisory Panels, but is rarely used. Examiners may elect to have an oral examination as a part of the first round of examination to clarify issues for a thesis that will be re-submitted.
8.1.16 Binding
Once the thesis is successfully examined, the candidate will receive from the Arts Research Graduate School a written request for two copies of the thesis to be sewn and bound in boards covered with dark cloth and submitted to the Arts Research Graduate School. Candidates who wish to submit their thesis in CD format may do so provided it is accompanied by the bound hard copies.
On the spine of the thesis the following appears in gold lettering, reading from top to bottom:
The surname of the
candidate;
The title of the thesis (abbreviated if necessary),
and
The year of submission.
The Arts Research Graduate School distributes the two bound copies:
One copy to the University Library, and
One copy
to the School.
The copy lodged in the University library may be made available to any person for consultation. However, the candidate can request restricted access for a three-year period after the thesis is lodged. In exceptional circumstances, the Faculty reserves the right to restrict access to the thesis for a further specified period.
Accordingly, when submitting
the thesis, the candidate signs a certificate of consent (Library
Release Authorisation form) which reads:
1. I agree/do
not agree that this thesis, held in any form, e.g.
paper, micro, electronic, may be made available for consultation
within the Library.
2. I agree/do not agree
that this thesis may be available for reproduction on paper or in
micro/electronic form.
3. I note that in any case, my
consent is required only for the three years following acceptance
of my thesis.
The Library, when supplying information to the national bibliographic database, often needs to distinguish between two or more authors of similar name. Your help, through providing the summary of not more than 250 words at the beginning of the thesis and in completing the Library Release Authorisation prior to examination, would be appreciated.
8.1.17 Award of the Degree
A thesis can only be passed if the Faculty has received two examiners' reports recommending that the degree be awarded. The Arts Research Graduate Schools makes a final decision on behalf of the Faculty as to whether a candidate has satisfied the requirements for the degree. The Thesis Examination Administrative Officer writes to the candidate informing them of the results as soon as the Committee makes a decision.
The qualifying date for masters research candidates in the Faculty of Arts will be the date when they are deemed to have fulfilled all the requirements for the masters degree. For candidates who have no revisions to their thesis, the qualifying date is the date the bound thesis is submitted to the Arts Research Graduate School. For candidates who are required to make amendments to the thesis, it will be the date when the School has certified that the amendments have been carried out. For more information on potential thesis examination outcomes see section 8.3 at the end of this chapter.