Examination process

Step 1

One month prior to submitting a dissertation for examination, candidates shall give written notice to the Dean of the Faculty (or nominee) of their intention to submit a dissertation for examination on the Intention to Submit form (DOC 89 KB).  Such notice shall include:

• the full title of the dissertation
• a countersignature, and certification from your principal supervisor that the candidate has completed all preliminary studies prescribed for the degree.

Step 2

A Faculty representative (normally the Principal Supervisor) will contact prospective examiners and forward the following documentation to the Office of Research and Higher Degrees (ORHD) at least one month before the anticipated submission of the dissertation for examination:

• completed Nomination of Examiner's Form (DOC 140 KB) with sufficient information (normally a CV) to support each nominated examiner's qualifications and suitability to examine the dissertation. 

(Note: a detailed street address must be provided for each nominated examiner.  USQ currently couriers the documentation to examiners and the courier is unable to deliver to post office boxes.)

Step 3

The candidate is required to provide the following documentation to the Office of Research and Higher Degrees:

• four x temporary bound dissertation copies.  All copies must contain original signatures of both the candidate and their supervisory team on the 'Certification of Dissertation' page.  (Note: scanned or photocopied signatures will not be accepted.)  Temporary binding includes plastic comb or spiral binding.  Stapled and taped copies can not be accepted.
• one x electronic copy of the full dissertation (to be retained by the Faculty)
• one x 'Statement by Candidate' form (DOC 114KB) 
• one x 'Statement by Supervisor' form (DOC 104KB) 

Candidates should note:

• when preparing a dissertation for examination, they should adhere to the dissertation guidelines
• candidature ends once the dissertation is submitted.  Access to USQ email and other university resources is managed by the respective Faculty or Department/School.

The ORHD couriers the dissertations to the approved examiners. The examiners are asked to return their written reports to ORHD within six (6) weeks.

Step 5

When all three of the examiners' reports have been received, they are forwarded to the Dean of the Faculty (or nominee.)  The Faculty is required to make a recommendation to the Research Committee on the overall outcome of the examination based on the examiners' reports.

Step 6

The Faculty's recommendation is forwarded to the Chair of the Research Committee for approval of the University's decision on the outcome of the examination.

Step 7

Once a decision has been approved, the ORHD will notify the candidate by letter of advice on the outcome of the examination and instructions on how to undertake the required revisions (if required), and the date by which the revised dissertation should be resubmitted to the Faculty.

Step 8

The candidate undertakes the required revisions and prepares a summary document outlining the requested revisions and how these have been addressed and/or defended.  A revised temporary bound copy of the dissertation should be submitted to the Principal Supervisor, together with the summary document by the required date (outlined in the advice letter in Step 7.)  An electronic revised copy may be submitted if your Faculty permits this (please check directly with your Associate Dean Research's office).

Step 9

Depending on the outcome of the examination, the revised copy is reviewed by the Supervisory Team or a Faculty Review Panel.  A recommendation on the award of the degree is then forwarded through the Dean (or nominee) to the ORHD.

(Note: if the outcome of the examination was to rewrite and resubmit for examination, the process is repeated from Step 3.)

Step 10

The recommendation on the award of the degree is forwarded to the Deputy Vice-Chancellor (Scholarship) for approval.

Step 11

Once approved for provisional awarding of the degree, ORHD will notify the candidate by letter of the final requirements to be be submitted.

Step 12

The candidate arranges for permanent binding and submission of final requirements to ORHD.  (Note: the permanent bound copies must contain orginal signatures of both the candidate and the supervisory team on the 'Certification of Dissertation' page.  Scanned or photocopied signatures will not be accepted.)

Step 13

When all of the final requirements have been submitted to ORHD, the final grade is amended, and the Graduation Office is notified of the candidate's eligibility to be awarded and be conferred at the next available ceremony.

Step 14

Once the degree has been awarded, the dissertation copies are updated with the awarding information.  Dissertation copies are then returned to the respective Faculty to distribute the copies in accordance with Academic Regulations.