EXAMINATION OF THESIS/DISSERTATION

The following information shows a step-by-step guide for postgraduate candidates who are submitting their Master’s dissertations or Doctoral theses for examination.

Submission of Thesis/Dissertation for Examination

STEP 1 - Make sure the relevant candidature requirements imposed by the University as well as your respective faculty, have been fulfilled prior to submission of thesis/dissertation.
       • Postgraduate Candidature Requirements Checklist
       • Publication Requirement and Publication Guidelines for Postgraduate Candidates by Research

STEP 2 - Finalize your thesis/dissertation according to Guidelines for the Preparation of Research Reports, Dissertations and Theses / Garis Panduan Penyediaan Laporan Penyelidikan, Disertasi dan TesisIt is also suggested that you refer to your faculty if there is other formatting requirements based on your discipline. 

       •  Original Literary Work Declaration form 
       This form must be completed by the candidate and signed by a witness.
       The original signed form must be included in all copies of the thesis/dissertation.
       •  Thesis/Dissertation MSWord Template 
       •  UM Library APA Formatting and Style Guide 

It is recommended that you pay us a visit at Thesis Unit, IGS with a printed draft copy and have the format of final draft checked prior to binding. Also, we strongly advise you against copying the formatting done by other candidates as previously submitted theses/dissertations may not conform to the current formatting requirements. Failure to meet the formatting requirements may result in a thesis/dissertation being rejected at the point of submission.

STEP- Submit your 3 Months’ Notice at least three months before the actual date of thesis/dissertation submission to allow timely nomination of examiners and approval of thesis/dissertation title.

Mode of Programme

3 Months’ Notice Submission

Research Mode

Log in to MyUM Student Portal and go to Research > Thesis > Thesis/Dissertation Dashboard. 
Refer to User Manual.

Mixed Mode

Complete the 3 Months Notice Submission form and submit to your respective faculty.


STEP 4 
- Notify your supervisor(s) to verify and endorse your 3 Months' Notice submission. The following actions will be taken by your supervisor(s):
       •  Endorse the title of thesis/dissertation
       •  Nominate the Internal and/or External Examiners

Programme

Examiners involved

Doctoral degree
(Research Mode)

  • Internal Examiner
  • External Examiner (I)
  • External Examiner (II)

Doctoral degree
(Mixed Mode)

  • Internal Examiner
  • External Examiner

Master’s degree
(Research Mode)

  • Internal Examiner
  • External Examiner (I)

Master’s degree
(Mixed Mode)

  • Internal Examiner (I)
  • Internal Examiner (II) / External Examiner (II)

The nomination of examiners is confidential and shall not be disclosed to the candidates. The guideline for nomination of examiners is only accessible to the Supervisor(s) thru UMPortal.

The nomination of examiners takes time as it requires approval from several levels as follows: 

  • Master’s dissertation examination
    Examiners are proposed by the supervisor(s). The nomination is then endorsed by the Department (if applicable) and Committee of Higher Degree before they are approved by Faculty.
  • Doctoral thesis examination
    Examiners are proposed by the supervisor(s). The nomination is then endorsed by the Department (if applicable) and Committee of Higher Degree before they are approved by Faculty. For External Examiners, the nomination also requires the approval from the University Senate.


STEP 5 
- Check with the respective faculty whether the title of thesis/dissertation has been approved. 
The approval of title takes time as it requires approval from several levels. The proposed title of thesis/dissertation is endorsed by the Department (if applicable) and the Committee of Higher Degree before it is tabled at the Faculty Meeting for approval.

STEP 6 - Complete Submission of Thesis/Dissertation for Examination form.

STEP 7 
- Upon approval of thesis/dissertation title from the faculty, submit five (5) soft bound theses/dissertations and its soft copy (pdf.) together with the completed form to: 

Programme

Office in charge

Master

Postgraduate Office of respective faculty 

Doctoral

Thesis Unit, IGS

Hard copies of the candidate’s thesis/dissertation are reserved for the use of examiners and the Committee of Examiners, whereas for supervisor(s), they will be given the soft copy as reference.

Upon submitting your thesis/dissertation for examination, you will not be required to register for the following semester unless the Committee of Examiners recommends a re-examination following the Committee of Examiners’ Meeting and/or viva voce.

After Submission of Thesis/Dissertation

STEP 1 - Contact the respective offices to check on the progress of the examination process after 2 to 3 months from the date of thesis/dissertation submission. 

The examination process usually takes around 3 to 6 months. However in exceptional circumstances, the process may take longer.

Evaluated aspects of your thesis/dissertation are as per following:

Format of thesis/ dissertation

Conventional Format & Article Style Format

Format of Published Papers*

Robustness of thesis/dissertation

  • Suitability of title
  • Research objectives
  • Literature review
  • Research methodology
  • Analysis of research
  • Significance of finding(s)
  • References
  • Possibility of publication
  • Quality of published papers
  • Coherence of the overall research write-up
  • Suitability of title
  • Research questions and objectives
  • Literature review
  • Significance of finding(s)
  • References

Overall style & organization

  • Presentation
  • Mechanical aspect (grammar, spelling, punctuation, numbering)
  • Presentation
  • Mechanical aspect (grammar, spelling, punctuation, numbering)

*The option of writing thesis in the format of published papers is only available for Doctoral candidates.

STEP 2 - After the reports from all examiners have been received, the respective faculty will arrange for the Committee of Examiners’ Meeting and/or viva voce. 

The possible outcomes of thesis/dissertation examination are as follows:

Doctoral Degree
(1) Awarded the degree and Distinction for thesis, subject to the stipulated rules and conditions. 

(2) Attained sufficient academic merit for the award of the degree without amendments/ corrections to the thesis.

(3) Attained sufficient academic merit for the award of the degree subject to minor corrections to be made to the thesis within a period of 3 months as required by the examiners and subject to confirmation of the corrections by the Supervisor.

(4) Attained sufficient academic merit for the award of the degree subject to major corrections to be made to the thesis within a period of 6 months as required by the examiners and subject to confirmation of the corrections by the Internal Examiner.

(5) Required to undertake further work and submit the thesis for Re-examination within a period of 6 to 12 months from the date of Senate.

(6) Failed to attain sufficient academic merit in the thesis examination for the Doctoral degree and it is recommended to Senate that a Master’s degree be awarded subject to the candidate fulfilling the requirement for the award of the Master’s degree.

(7) Failed to attain academic merit and it is recommended to Senate that the candidate has failed in the thesis examination and is not allowed to submit the thesis for re-examination.

Master’s Degree (Research Mode)
(1) Awarded the Master’s Degree with Distinction – subject to the stipulated rules and conditions.

(2) Attained sufficient academic merit for the award of the degree without amendments/ corrections to the dissertation.

(3) Attained sufficient academic merit for the award of the degree subject to minor corrections to be made to the dissertation within a period of 3 months as required by the examiners and subject to confirmation of the corrections by the Supervisor.

(4) Attained sufficient academic merit for the award of the degree subject to major corrections to be made to the dissertation within a period of 6 months as required by the examiners and subject to confirmation of the corrections by the Internal Examiner.

(5) Required to undertake further work and submit the dissertation for Re-examination within a period of 6 to 12 months from the date of Senate.

(6) Failed to attain academic merit and it is recommended to Senate that the candidate has failed in the dissertation examination and is not allowed to submit the thesis for re-examination.

Master’s Degree (Mixed Mode)
(1) Awarded the Master’s Degree with Distinction – subject to the stipulated rules and conditions.

(2) Attained sufficient academic merit for the award of the degree without amendments/ corrections to the dissertation.

(3) Attained sufficient academic merit for the award of the degree subject to minor corrections to be made to the dissertation within a period of 3 months as required by the examiners and subject to confirmation of the corrections by the Supervisor and Internal Examiner.

(4) Required to undertake further work and submit the dissertation for Re-examination within a period of 3 to 6 months from the date of Senate.

(5) Failed to attain academic merit and it is recommended to Senate that the candidate has failed in the dissertation examination and is not allowed to submit the thesis for re-examination.

Final Submission of Thesis/Dissertation for Graduation

STEP 1 - Make necessary corrections (if any) to your thesis/dissertation according to the examiners’ reports and comments suggested by the Committee of Examiners within the stipulated time and prepare the Thesis/Dissertation Correction Report.

STEP 2 - Complete the following:
            •  Final Submission of Thesis/Dissertation for Examination form 
            •  Repository Policy (Thesis/Dissertation Embargo) form
 
STEP 3 - Submit two (2) hardbound copies (or such numbers as may be determined by the Faculty) of the final thesis/dissertation and its soft copy (pdf.) together with the completed forms above to:

Programme

Office in charge

Master

Postgraduate office of respective faculty

Doctoral

Thesis Unit, IGS

STEP 4 - Wait for your Senate letter confirming your graduation and the award of your degree. Refer to Assessment Unit, IGS (examips@um.edu.my) regarding issuance of Senate letter, scroll and transcript.