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Exam - Research Mode Programme

PREPARATION, SUBMISSION AND EXAMINATION OF THESIS

(Applicable for Research Mode Students)

A Guide to the Preparation, Submission and Examination of Thesis

IPS has published a guide which is designed to assist student to prepare their thesis available at IPS website (http://www.ips.usm.my/index.php/download/category/36-examination). The guide sets out the requirements for the format. This guide is to facilitate the processes involved in the submission of the thesis.

Notice of Thesis Submission

Masters or PhD student is required to submit the Notice of Submission of Thesis form, at least three (3) months prior to submitting ten (10) copies of the thesis. A student’s status must be active in order to submit this notice.

Submission of Draft Copies of the Thesis

Submission of a thesis must be made during the period of candidature after a candidate has fulfilled the minimum period of candidature.

IPS will not accept any thesis that has not been written in accordance with the prescribed format. Format checking can be made at IPS before submitting the ten (10) copies of the thesis.

A student has to submit the softcopy of the draft thesis from Chapter 1 until last chapter for

Turn-it-in screening to respective School/ Centre/ Institute.

Payment of the Thesis Examination Fee must be made at the Bursary. A copy of the receipt

of payment should be submitted to IPS together with the 10 copies of the thesis.

A student has to ensure, when submitting the ten (10) copies of the thesis:-

i-  a student from School must submit eight (8) copies of the thesis to School and two(2) copies to IPS

ii- a student from Centre/ Institute must submit six (6) copies of the thesis to Centre/ Institute and four (4) copies to IPS

The Submission of Draft Copies of Thesis form has been completed properly, i.e., the title of the thesis and its translated version written clearly, and that the main supervisor and the respective Dean/Director of the School/Centre for verification and confirmation have endorsed it and

Should there be any changes to the title of the ten (10) copies of the soft bound thesis, i.e., the title is different from the original title in the Notice of Submission of Thesis form, the candidate has to obtain a written confirmation from the main supervisor and approval from the respective Dean/Director of the School/Centre/Institute before the thesis can be submitted to IPS.

The Viva Voce (Oral Examination)

The Viva Voce or oral defense will be scheduled by School and IPS as soon as all reports from the External and Internal Examiners have been received.

Panel of Examiners consist of the following: External Examiner, Internal Examiners, Dean/Director of the School/Centre/Institute, Supervisors, and Secretary. The candidate and Supervisors must be present at the viva voce.

The student must inform IPS immediately of any changes to the address or contact information.

Prior request in writing should be made to School / Centre/ Institute / IPS for any audio-visual equipment (e.g., Laptop or LCD) required for presentation during the Viva Voce,

After the Viva Voce, a student must obtain the information/comments and report for making the necessary corrections and improvements from the Secretary of the Panel of Examiners.

A student will be given a specific period to correct and complete the thesis before submitting the final two (2) hard bound copies. He/she is advised to meet the main supervisor for this purpose.

In any case, if a candidate is required by the Panel of Examiners to resubmit the thesis for re-examination, he/she must complete Re-submission of Thesis form and endorsed by the Main Supervisor and the respective Dean/Director of the School/Centre/ Institute. This document is then submitted together with the seven (7) softbound copies of the thesis to:

i-  a student from School must submit 5 copies of the thesis to School and 2 copies to IPS

ii- a student from Centre/ Institute must submit 3 copies of the thesis to Centre/ Institute and 4 copies to IPS.

Submission of Final Copy of Thesis

When all corrections have been made and incorporated into the thesis, a student is required to complete the Submission of Final Copy of Thesis form and obtain the signature of the Main Supervisor and respective Dean/Director of the School/Centre/Institute. The final content of the thesis is to be produced on a CD. The documentation of the thesis must be written clearly on the CD label. The two (2) copies of the CD with two (2) copies of hardbound final thesis must be submitted to; School one (1) copy and IPS (1) copy [for student from School only].

If the Main Supervisor/Co-Supervisor is the Dean/Director of the School/Centre where the student is registered, the endorsement and approval of form Section 4, Endorsement by Dean / Director of School / Centre / Institute will be officially stamped by the Dean of the Institute of Postgraduate Studies.

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Institute of Postgraduate Studies,
Universiti Sains Malaysia, 11800 Penang, Malaysia

Tel : +604 653 2606  |  Fax : +604 653 2940 
Email: dean_ips@usm.my @ helpdesk_ips@usm.my

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