Guidelines for Thesis Committee Members
The Interim Thesis Committee is a supervisory panel formally appointed by the Faculty Graduate Studies Committee on approval of Admission and associated with a specific student as defined in the Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research, Section 5 (view the rules). It comprises a Chairperson, Supervisor and Associate Supervisor(s). A Co-Supervisor(s) may be appointed instead of, or as well as, an Associate Supervisor(s).
The composition of the Thesis Committee is confirmed on approval of Candidacy, as defined in Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research, Sections 8 (view the rules).
These roles and responsibilities are similar for both the Interim and permanent Thesis Committee, according to the student's progress in candidature.
Roles and Responsibilities of
The Chairperson
The Chairperson of the Thesis Committee holds a formal position and takes overall responsibility for ensuring that University procedures with regard to Candidacy and Examination are carried out. The Chairperson is a member of academic staff and holds a Doctoral or Master's research degree (as appropriate) or approved equivalent (Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research, Sections 5(d) and 8). The Chairperson may be the Head of the Enrolling Area or the Enrolling Area's Postgraduate Coordinator.
The roles and responsibilities of the Chairperson include:
- Administration - The Chairperson
is responsible for overseeing, and signing forms (downloadable
from the Forms
webpage) for, the following processes.
- Application for Candidacy
- Variation of Candidacy Details
- Nomination of Examiners
- Thesis Examination Report
- Mentoring and Leadership - Where members of the Thesis Committee are inexperienced in their supervisory role, the Chairperson may have a mentoring role in providing advice and guidance. The Chairperson may also assist in mentoring the student. Further, when members of the Thesis Committee are not in the same enrolling area, or are external to Curtin, or have different levels or disciplines of expertise, the Chairperson must ensure that communication among the supervisory team and the student is effective.
- Problem Resolution - If there are matters of disagreement between the Student and Supervisor, the Chairperson is called upon in the first instance to assist resolution of the disagreement. The Chairperson may convene a meeting of the Thesis Committee with the Student to discuss and try to resolve the disagreement at the level of the Enrolling Area. The Chairperson may refer the Student or Supervisor to appropriate other resources and people if needed. (See Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master, Section 15(a) and information on Complaints/Grievance Resolution.)
- Thesis Examination - The Chairperson is the Chair of the Thesis Examining Panel and is responsible for ensuring that the examination process is carried out according to Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research. The Chairperson acts as the Chair of the Thesis Examining Panel and receives all of the examiner's reports. After consultation with other members of the Thesis Committee, the Chair is responsible for informing the student, in writing, of any amendments or revisions that need to be made and ensuring that they are done. When the examination process is completed, the Chairperson is responsible for making a recommendation on the classification of the thesis to the Graduate Studies Committee (Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research, Section 13(c)). The examination process is described in Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research, Sections 12 and 13. Note: The Chairperson is the only member of the Thesis Committee who can contact the examiner during the examination process (Rule 10: Degree of Doctor by Research and Rule 11: Degree of Master by Research, Section 12(g)).
The Supervisor
The Supervisor provides on-going advice and guidance, as well as constructively critical reviews of the student's progress and work. Consequently, a person should agree to be a student's Supervisor only if he/she feels appropriately qualified and up-to-date in the specific field of the project and able to be formally involved for the likely duration of the research program. A potential Supervisor must be a full-time or fractional-time member of the academic staff and hold a Doctoral or Master's research degree (as appropriate) or approved equivalent (Rule 10: Degree by Doctor by Research and Rule 11: Degree of Master by Research, Sections 5(e) and 8(c)).
The roles and responsibilities of the Supervisor include:
- Administration - The Supervisor
has administrative responsibility for the Student throughout all
stages of the Higher Degree by Research Process. Details of the
procedures for these areas are given in the Guidelines
for research students and Guidelines for Heads of Enrolling Areas. Note: the
current version of each form associated with the processes below
should be downloaded from the Forms webpage as required. Supervisors should oversee
the following administrative areas:
- Application for Admission
- Application for Candidacy
- Research Ethics Approval
- Request for Extension of Time to Submit Application for Candidacy - Variation of Candidacy Details
- Annual Progress Reports (The student submits an Annual Progress Report in August of each year. The Supervisor also submits an Annual Progress Report and this report should be discussed with the Student prior to submission.)
- Arrangements for temporary supervision of the Student if the Supervisor takes leave
- Approval of Student's Leave of Absence
- Application for Conference Support
- Nomination of Examiners (Begin this process about three months prior to thesis submission. It is recommended that Examiners have at least three years of research experience since graduation.)
- Release of Thesis for Examination
- Corrections/amendment to thesis after examination prior to final binding. (The Supervisor is responsible for overseeing any corrections which may have been requested by the examiners and advised by the Chairperson. It is also the Supervisor's responsibility to continue to supervise the student in the event of a resubmission.)
- Academic and General - In general,
supervision of a student will involve suggesting guidelines for
undertaking the research project, giving detailed advice on methods
to ensure completion to a satisfactory standard within expected
time frames, as well as development of the student's understanding,
ability and independence in the field of research. It is expected
that the Supervisor will meet with the student on a regular basis
and will document the student's progress.
Supervisor capabilities- be familiar with University, Faculty and Enrolling Area requirements in respect of higher degree by research students;
- be familiar with and interested in the field of study and have a research track record;
- be enthusiastic about the proposed project;
- have the time available to supervise the work; and
- make suitable arrangements for alternative supervision in advance if planning to take Academic Study Leave or other leave during the candidacy.
- discuss with the student the supervisory role and the mutual expectations it involves so that these are thoroughly understood. See the Guidelines for establishing the supervisory relationship [.pdf];
- establish a routine for regular meetings;
- discuss and organise consumables and fieldwork expenses involved in the student's research, what money is allocated and how it will be spent (see the document outlining essential facilities);
- assist with or encourage the setting of goals and objectives.
- be able to assist the student to define a project which can be completed in the prescribed time frame;
- give suggestions on initial background literature;
- set the overall time frame and help the student break the project into steps with appropriate milestones to be achieved; and
- assist the student to obtain whatever ethics permission is required for the study.
- have regular meetings with the student - both formal and informal meetings are important;
- provide constructive feedback promptly to issues relating to student progress; and
- ensure that communication with associate supervisor(s) and/or co-supervisors(s) is efficient and effective.
- foster the development of the student's understanding, ability and independence in the field of research;
- be able to assist the student in identifying opportunities to enrol in coursework units relevant to their degree (e.g. research methods);
- be able to assist the student to identify training opportunities which would enhance their skills (e.g. Curtin seminar series);
- encourage interaction with other students undertaking broadly related studies;
- encourage interaction with other academics, professionals and professional associations;
- encourage papers or posters to be presented at conferences; and
- mentor student in future career options (e.g. teaching).
- encourage frequent writing exercises to prepare the way towards writing the thesis;
- be involved in the thesis preparation by:
- discussing its overall design and style and pointing to exemplary models in earlier theses;
- showing how at least six months is required to write up and planning the stages that should be reached through this time;
- requiring the work to be written up in stages for feedback;
- reading all work promptly and returning it with constructive feedback;
- ensure that the final thesis is of sufficient quality and standard of English expression to have a high probability of success. Please do not fall into the trap of writing the thesis on the student's behalf. A Supervisor does not have to recommend a thesis for examination if the student consistently fails to take advice and the thesis is likely to fail.
The Co-Supervisor(s)
A Co-Supervisor may also be appointed as part of a student's supervisory panel (Rule 10: Degree by Doctor by Research and Rule 11: Degree of Master by Research, Sections 5(g) and 8(e)). A Co-Supervisor shall be a staff member, an adjunct member of staff or a person external to Curtin, for example, an industry partner. The Co-Supervisor will take an equal academic role to the Supervisor in terms of supervising the student. However, responsibility for the administrative procedures relating to candidature is assigned to the person nominated as supervisor.
All external Co-Supervisors are required to complete a "Registration of an University Associate" and a "Confidentiality and Compliance Agreement for University Associates" form. This information is required for entry onto the Human Resources system (Alesco) for transfer to the Student One system. This information is strictly confidential.
The Associate Supervisor(s)
One or more suitably qualified Associate Supervisors are appointed to provide complementary guidance in the fields of study required by the research program which may/may not be possessed by the Supervisor (Rule 10: Degree by Doctor by Research and Rule 11: Degree of Master by Research, Sections 5(f) and 8(d)). This role may provide an introductory opportunity for involvement in supervision and lead to other supervisory roles.
In the absence of the Supervisor for an extended period, an internal Associate Supervisor needs to be able to take over the practical supervision (see the form relating to Supervisor Leave Arrangements). Where this is not possible, the Head of Enrolling Area will nominate a replacement Supervisor or Associate Supervisor.
The Associate Supervisor provides an alternate to the Supervisor, whom the student can call upon, when issues of personality come into the supervisory process.
An external Associate Supervisor, who is not a Curtin academic staff member, may also be appointed to assist in the supervision of a student's thesis. All external Associate Supervisors are required to complete a "Registration of an University Associate" and a "Confidentiality and Compliance Agreement for University Associates" form. This information is required for entry onto the Human Resources system (Alesco) for transfer to the Student One system. This information is strictly confidential.
The Associate Supervisor role may also be a "training" role for persons new to supervision, enabling them to develop their skills under the mentorship of the Chairperson and Supervisor.
