Policy HDR Nomination of Examiners Procedure
HDR Nomination of Examiners Procedure
- Aboriginals and Torres Strait Islanders in Marine Science
- Courses
- Future Students
- Current Students
- Research and Teaching
- Partners and Community
- About JCU
- Reputation and Experience
- Celebrating 50 Years
- Academy
- Anthropological Laboratory for Tropical Audiovisual Research (ALTAR)
- Anton Breinl Research Centre
- Agriculture Technology and Adoption Centre (AgTAC)
- Living on Campus
- How to apply
- Advanced Analytical Centre
- Alumni
- AMHHEC
- JCU Aquaculture Solutions
- AusAsian Mental Health Research Group
- ARCSTA
- Area 61
- Association of Australian University Secretaries
- Australian Lions Stinger Research
- Australian Tropical Herbarium
- Australian Quantum & Classical Transport Physics Group
- Boating and Diving
- JCU-CSIRO Partnership
- Employability Edge
- Career Ready Plan
- Careers at JCU
- Careers and Employability
- Chancellery
- Centre for Tropical Bioinformatics and Molecular Biology
- CITBA
- CMT
- CASE
- College of Business, Law and Governance
- College of Healthcare Sciences
- College of Medicine and Dentistry
- College of Science and Engineering
- CPHMVS
- Centre for Disaster Solutions
- CSTFA
- Cyber Security Hub
- Cyclone Testing Station
- The Centre for Disaster Studies
- Daintree Rainforest Observatory
- Discover Nature at JCU
- Research Division
- Services and Resources Division
- Education Division
- Elite Athletes
- eResearch
- Environmental Research Complex [ERC]
- Estate
- Fletcherview
- Foundation for Australian Literary Studies
- Gender Equity Action and Research
- General Practice and Rural Medicine
- JC 'U' Orientation
- Give to JCU
- Governance
- Information for JCU Cairns Graduates
- Art of Academic Writing
- Art of Academic Editing
- Graduate Research School
- Graduation
- Indigenous Education and Research Centre
- Indigenous Engagement
- Indigenous Legal Needs Project
- Inherent Requirements
- IsoTropics Geochemistry Lab
- IT Services
- International Schools
- International Students
- Research and Innovation Services
- JCU Eduquarium
- JCU Events
- JCU Global Experience
- JCU Ideas Lab
- JCU Job Ready
- JCU Motorsports
- JCU Prizes
- JCU Sport
- JCU Turtle Health Research
- Language and Culture Research Centre
- CEE
- LearnJCU
- Library
- Mabo Decision: 30 years on
- MARF
- Marine Geophysics Laboratory
- New students
- Off-Campus Students
- Office of the Vice Chancellor and President
- Virtual Open Day
- Orpheus
- Outstanding Alumni
- Parents and Partners
- Pathways to university
- Planning for your future
- Placements
-
Policy
- Academic Governance
- Academic Management
- Engagement
-
Corporate Governance
- Academic Freedom and Freedom of Speech Policy
- Affiliation of a Residential College Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct – University Council
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests Policy – University Council and its Committees
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Data Governance Policy
- Distinguished Professor Policy
- Domestic and Family Violence Policy
- Emeritus Professor Policy
- Foreign Interference Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Information Privacy Policy
- Legal Services Claims and Litigation Assistance Policy
- Organisational Structure Policy
- Records Management Policy
- Right to Information Policy
- Risk Management Policy
- Social Media Policy
- Staff Code of Conduct
- University Archives - Access
- University Seal Policy
- Visiting Speaker and Event Policy
- Policy Development and Review Policy
- Quality Enhancement Framework
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Security Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
- Adaptive Workplace Policy
-
Financial Management
- Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
-
Human Resources
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Conflict of Interest Policy
- Early Retirement Policy
- Equal Employment Opportunity
- Honorary Appointments Policy
- Human Resources Policy Glossary
- Market Loading Policy
- Overpayment of Wages Policy
- Performance, Development and Recognition Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Remote Working Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Supported Wage System (SWS) Policy
- Mandatory Training Policy
- Digital Infrastructure
-
International and Admissions
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Student Aid-SAP & Return to Title IV Policy
- Admissions Policy
-
Learning and Teaching
- Blended Learning Policy
- Charter of Responsibilities for Academic Quality and Governance
- Coursework Academic Integrity Policy
- English Language and Numeracy Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Evaluation of Subjects and Teaching Policy
- Student Retention Policy
- Research Education
- Research Management
-
Student Matters
- Academic Progression Policy
- Administration of Commonwealth Scholarships Policy
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Enrolment Policy
- Coursework Scholarships, Grants and Prizes Policy
- Library Use Policy
- Student Code of Conduct
- Student Complaints Policy
- Student Disability Policy
- Student Fee Payments and Refunds Policy
- Student Review and Appeals Policy (effective from 01/01/2023)
- Student Special Circumstances Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Student Results Policy
- Work Health and Safety
- Policy search
- PAHL
- Publications
- Professional Experience Placement
- Queensland Research Centre for Peripheral Vascular Disease
- Rapid Assessment Unit
- RDIM
- Researcher Development Portal
- Safety and Wellbeing
- Scholarships
- Contextual Science for Tropical Coastal Ecosystems
- Staff
- State of the Tropics
- Strategic Procurement
- Student Equity and Wellbeing
- Student profiles
- SWIRLnet
- TARL
- TESS
- TREAD
- TropEco for Staff and Students
- TQ Maths Hub
- TUDLab
- Unicare Centre and Unicampus Kids
- UAV
- VAVS Home
- Work Health and Safety
- WHOCC for Vector-borne & NTDs
- Media
- Copyright and Terms of Use
- Australian Institute of Tropical Health & Medicine
- Clinical Psychedelic Research Lab
Intent
This Procedure has been established to outline the process to be followed in nominating examiners of theses and other examinable outputs of the research produced by a candidate for a Higher Degree by Research (HDR).
This Procedure addresses HESF Standards 1.4.5-7, and 4.2: Research Training.
Scope
This procedure applies to HDR candidates of JCU, their Candidature Committee, and other JCU staff required to carry out the procedure.
Definitions
Terms mentioned in this document and not defined here are defined in the Policy Glossary in the Learning and Teaching domain of the University Policy Library, and in the Higher Degree by Research (HDR) Requirements.
Procedure
1. At least three months before thesis submission the Candidature Committee should discuss the names of a pool of 4-5 examiners with the HDR candidate. In the case of HDR candidates whose examination involves the examination of creative outputs as well as a thesis, the examiners should be nominated prior to the examination of the creative outputs, which will normally precede the examination of the thesis. In cases where the HDR candidate will be required to complete an oral examination, please refer to the Guidelines for Conducting an Oral Examination.
2. At least two months before thesis submission the Primary Advisor should approach the preferred external examiners informally (see Appendix 1) to ascertain their willingness to examine the thesis. In the case of HDR candidates whose examination involves the examination of creative outputs as well as a thesis, each examiner should be available for the examination of both the creative outputs and the thesis and should be advised of the intended timing of both when approached informally by the Primary Advisor.
3. At least one month before thesis submission the Advisory Panel must complete and submit NEX-FORM-01 HDR Nomination of Examiners Form to the Graduate Research School (GRS) for the examiners to be approved by the Dean, Graduate Research.
4. For a Research Masters degree the advisory panel may select either one external and one internal examiner, or two external examiners. For a doctoral degree at least two external examiners are required, but up to three examiners may be used. A replacement examiner should also be nominated at the same time as the other examiners but their availability need not be confirmed at this time.
5. Nominated examiners must have demonstrated research activity in the previous five years in a field of study relevant to the subject of the thesis.
6. At least one examiner should be a person with experience in examining Australian theses at the appropriate level.
7. No examiner should be chosen about whom the HDR candidate has expressed concerns in writing to their College Dean or the GRS. Such concerns must be placed on the candidate’s file at the GGRS.
8. Conflicts of Interest
8.1 Conflicts of interest in thesis examination must be explicitly addressed in order to ensure that a thesis may be assessed independently and free from any perceived or actual bias.
8.2 Conflicts of Interest concerning examiners may be with:
- the University;
- any other involved institution;
- a member of the Advisory Panel;
- the candidate;
- another examiner;
and may include:
- working relationships;
- personal relationships;
- legal relationships;
- business/professional/social relationships.
8.3 Conflicts of interest may be major, which would disallow the examiner from being nominated. Conflicts of interest may also be minor. Minor conflicts must be recorded on NEX-FORM-01 HDR Nomination of Examiners Form and may disallow the approval of the nominated examiner if several conflicts exist in combination. Please refer to Table 1 and Appendix 2 for examples of major/minor conflicts of interest.
8.4 If there is any doubt as to whether a conflict of interest exists, the matter should be referred to the Dean, Graduate Research.
Table 1: Conflicts of Interest that are major and must be avoided, or minor, in appointing the examiners of a HDR thesis. | |||||||
Nature of relationship | Working | Personal | Legal | Business | Professional | Social | Other |
Examiner – Candidate | MAJOR | MAJOR | MAJOR | MAJOR MINOR | MAJOR MINOR | MAJOR MINOR | |
Examiner – Advisory Panel | MAJOR | MAJOR | MAJOR | MAJOR MINOR | MAJOR MINOR | MAJOR MINOR | |
Examiner – University/ Involved Institution | MAJOR MINOR | MAJOR MINOR | MAJOR | ||||
Examiner – Subject Matter | MAJOR | ||||||
Examiner – Examiner | MAJOR | MAJOR | MAJOR | MAJOR |
Related policy instruments
Guidelines for Conducting an Oral Examination
NEX-FORM-01 HDR Nomination of Examiners Form
Schedules/Appendices
Appendix 1 Sample Approach Letter from Primary Advisor to External Examiners
Appendix 2 Examples of Conflicts of Interest (HDR Examiners)
Administration
NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | Research Education |
Policy Custodian | Deputy Vice Chancellor, Research |
Approval Authority | Academic Board |
Date for next Major Review | 17/07/2025 |
Modification History
Version no. | Approval date | Implementation date | Details | Author |
23-1 | 17/07/2023 | 04/08/2023 | Major review | Manager, Graduate Research School |
21-1 | 10/12/2021 | 10/12/2021 | Minor amendment to working relationship wording | |
19-1 | 09/04/2019 | 18/04/2019 | Amended to incorporate Masters requirements.Specified conflict of interest types for external examiners only. | |
17-1 | Merged Conflict of Interest and Nomination of Examiners Procedure |
Keywords | |
Contact person | Dean, Graduate Research |