POSTGRADUATE OFFICE

Guidelines and Procedures for Higher Degrees of the University of Zimbabwe

This paper has been prepared to provide information on guidelines and procedures relating to registration of MPhil/DPhil degrees of the University of Zimbabwe for the benefit of applicants, Deans, Faculty Administrators, Chairpersons of Departments and Supervisors.

Research Degrees and Types of Candidature

All research degrees of the University of Zimbabwe may be pursued on either full time or part time basis.

The research degrees of the University of Zimbabwe are as follows:

Doctor of Philosophy (DPhil)

Master of Philosophy (MPhil)

The degree of DPhil is normally obtained after three years’ study; the degree of MPhil after two years study.  Both require the presentation of a thesis and an oral examination.  A candidate for the degree of DPhil is required to satisfy the examiners that his or her thesis “forms an addition to the existing body of knowledge, shows evidence of systematic study and of ability to relate the results of such study to the general body of knowledge in the subject and is worthy of publication either in full or in abridged form”.

Examiners are advised that their judgement of the thesis should be based on what may reasonably be expected of a diligent and capable student after completion of the prescribed period of research.

Although there is no equivalent definition of a successful MPhil thesis, it is generally accepted that it should contain a record of the research carried out and display a good general knowledge of the area of study, together with a comprehensive and detailed knowledge of some part or aspect of it.  In addition it is considered an adequate MPhil thesis if there is reasonable evidence that the student; has mastered an acceptable level of scholarship and the relevant research techniques; demonstrates the capacity to critically evaluate relevant literature and that it has enhanced his/her understanding of the subject.

Choice of Project

There are several factors to be considered by academic staff and students in identifying a research student project:

·        The viability of the project and its feasibility within timescale of the programme (three years for DPhil).

·        The availability of the necessary resources and facilities: computers, library, administrative, funding, etc.

·        The academic ability of the student: a student should have shown evidence of sufficient levels of knowledge, skill, understanding and tenacity, giving rise to a reasonable expectation that the work will be completed successfully; an assessment may also be made of additional training which might be required e.g. bridging course in research methods, computing, etc.

·        The adequacy of supervision: a supervisor should have sufficient academic expertise and induction in supervision to qualify him/her to support the student by guiding, monitoring and assessing progress in the research project; a supervisor should have enough time available to be readily accessible to the student, commensurate with the demands of the project.

·        The adequacy of the research environment: a department should offer a stimulating research environment backed by a programme of activities such as regular research seminars by staff, students and visitors.

Submission of application for admission

Prior to submitting a formal application, a prospective student should submit his/her proposed project to the Chairman of the relevant Department to determine whether the field of research is considered appropriate, the proposal is viable and the necessary supervision is available.  The Chairman will normally consult with the Departmental Board on the above issues.

Provided that the Department considers the conditions mentioned above are suitably fulfilled, applications must be submitted on the official forms provided through the Deputy Registrar (Academic).  The applicant must also submit, with these forms, an outline of the proposed research of between 300 and 1 200 words in length.  The Postgraduate Office will then send one of the application forms to the relevant Faculty.

On receiving these forms, the Faculty sends them to the Chairperson of Department concerned for the Departmental consideration and comment.  If the Department approves the application, it is referred to the Faculty Higher Degrees Committee (FHDC) for consideration and endorsement, which will approve the application or refer it back to the Chairman of the Department.

Faculty Approval

After the students’ qualifications and proposed scheme of study are approved by the FHDC, the Faculty Administrator will submit to the Postgraduate Office, minutes of the FHDC and a report on application for admission which:

·        Confirms that the student is eligible and qualified to be a candidate for a higher degree by research.

·        Confirms that he/she should register for the specified research degree programme (e.g. DPhil Veterinary Science, MPhil Law, etc).

·        Confirms the appointment of the supervisor(s).

·        Records the scope/field of research.

·        Records proposed title of thesis.

·        Records the date of commencement and the proposed minimum period of study. (And whether full time or part time).

Applicants will be notified of the results of their application by the Deputy Registrar (Academic).

Registration

Registration is the process by which the University confirms that it holds correct information about its students, their programmes of study and the arrangements for the payment of their tuition fees.

Once the application has been accepted, and a letter of offer has been received, the applicant must complete the necessary registration formalities, which include completion of the appropriate form obtainable from the Deputy Registrar (Academic), and payment to the Bursar of the required fees.

All full time and part time graduate students are required to register in person on commencing their studies.

Returning/continuing graduate students are required to register annually until the required period of registration for fees paying purposes is completed.

Period of Registration/Duration

The normal duration of the MPhil Degree Programme shall be as follows:

Minimum: 2 years on Full time, 3 years Part time

Maximum: 4 years on Full time, 6 years Part time

The normal duration of the DPhil Degree Programme shall be as follows:

Minimum: 3 years on Full time, 4 years Part time

Maximum: 5 years on Full time, 8 years Part time

·        Minimum period of registration is the shortest allowable time between initial registration and submission of the thesis for the specified research programme, as defined in the regulations.

·        Maximum period of registration is the time limit, as defined in the regulations, for submission of the thesis for the specified research degree programme.

It is the Supervisor and Chairperson of Department’s responsibility to impress upon the student the importance of completing the thesis within the maximum period.\

If an extension beyond the maximum length is considered necessary, the student may apply for this stating his/her case through the supervisor and Chairman of Department, to the Faculty office.  This should be initiated not later than 3 months before the expiry of the registration period.  The Dean has the authority to approve one extension of 6 months only, if the Supervisor, Chairperson of Department and FHDC so recommends.  Any further extension requires Academic Committee’s approval.

Unless an extension is sought and granted, a student’s candidature will automatically lapse if the thesis is not submitted before the time limit is reached.

In considering requests for extensions of the time limit, Faculties will wish to ascertain that submission of the thesis can reasonably be expected within the period of the extension required.  A continuation fee is payable on receipt by the candidate of notification of the approval of the extension.

Research Training

Most students embarking on a first research degree have very little experience of undertaking research beyond an undergraduate project.  Some Faculties may prescribe course-based training to equip students with skills and wider subject based understanding necessary to undertake successfully, within a prescribed period of time, sustained original research.

The training programme aims to provide:

·        A broad understanding of the context in which research takes place;

·        General transferable Lifetime Skills of value to graduates throughout their subsequent careers;

·        Analytical and research skills, also of long term value to graduates;

·        Appropriate basic, subject based training to meet needs of students.

Transfer from MPhil to DPhil

After not less than 9 months, an MPhil candidate can apply to transfer his/her registration to DPhil.  The application must be made to the Chairperson of Department who, after consultation with the Supervisor and the Department Board, must submit a written recommendation to the FHDC, including the work done and the manner in which it can be developed into a DPhil thesis.  The application will be submitted to Academic Committee for approval and the length of further study if any, which will be required, will be prescribed.

Transfer from DPhil to MPhil

The student should make application to the Chairperson of Department, who after consultation with the supervisor and Departmental Board will submit a recommendation to the FHDC.  Such transfer requires Academic Committee’s approval.

Supervision

All research students have at least one supervisor.  Sometimes more than one supervisor may be appointed, particularly when the research is of an interdisciplinary nature.  In most cases, one supervisor will be designated the main supervisor.  It is required that at least one of the appointed supervisors be a member of the academic staff of the University.

All supervisors are selected for their expertise and involvement in the appropriate field of study.  Newly appointed members of the academic staff will not normally be appointed as a sole supervisor until their appointment has been confirmed following satisfactory completion of probationary period.

Responsibilities of the Supervisor

The supervisor should ensure that the student has a clear understanding in general terms of the main aspects of graduate research; the concept of originality; the different kinds of research; the form and structure of the thesis; the necessary standards to be achieved; the importance of planning and time management; the procedures for monitoring and reporting progress.

The supervisor should work with the student to establish an effective supervisory relationship, thereby supporting the student.

The supervisor will give guidance on the nature of the research and the standard expected; the planning and timing of successive stages of the research programme, literature and sources; research methods and instrumental techniques; avoidance of plagiarism and respect for copyright.  The supervisor should ensure that the research project is completed fully, including preparation of a thesis with the time available; and advise the student accordingly.

The supervisor must ensure that regular supervisory sessions take place.  The frequency of such sessions will vary according to Departmental policy, the nature of the research (e.g. whether laboratory work in involved), the particular research project, and may depend on whether the student is registered on a full time or part time basis.  The key point is that both student and supervisor should have a clear, agreed understanding of the frequency and nature of contact required at any particular stage of the project.

The supervisor should arrange as appropriate (in some Departments it’s a requirement) for the student to present work to staff or graduate seminars and should take an active part in introducing the student to meetings of learned societies and to other researchers in the field.  The supervisor should provide advice on writing up the research, or part of it, for publication.

The supervisor should advise the student well in advance of any planned periods of absence from the University.  He/she should ensure that appropriate arrangements for alternative supervision are made and that the student is informed accordingly.

Academic Progress

The supervisor should ensure that the student is informed of any inadequacy of standards of work below what is generally expected from research students and should suggest remedial action as appropriate.

The supervisor will be required from time to time to provide a written record of the students’ progress and should ensure that all Departmental and/or Faculty requirements concerning the submission of progress reports are complied with.

The Final Stages

The supervisor should initiate the procedures for the appointment of examiners well in advance of the thesis being submitted.

·        The supervisor should read and comment on a draft of the complete thesis.

·        The supervisor should ensure that the student understands the procedures for the submission and examination of the thesis and should assist the student in preparing for the oral examination.

Responsibilities of the Student

The student should ensure that he/she has read, understood and complies with the Regulations in the University Calendar.

In the early stages of the research the student should discuss with the supervisor so as to identify and select strategies to meet needs and aims of the project.

The student should work with the supervisor to establish and maintain a satisfactory timetable for research.  The two should agree to have regular meetings and the student should attend supervisory sessions in accordance with the agreed schedule.

·        The student should submit written work to the supervisor regularly and in good time, in accordance with the agreed timetable.

·        The student should take note of guidance and feedback offered by the supervisor.

·        The student should discuss any problems, such as those of access to data, information, facilities, equipment or supervisory relationship with the supervisor.

The importance of prompt identification and resolution of any problems cannot be over emphasised, and it is the responsibility of the student in the first instance to ensure that any problems are raised at the appropriate level at the earliest opportunity.

Academic Progress

The student should keep written records of his/her work, which may form the basis of progress reports required by the supervisor, Department or Faculty.

The Final Stages

The student should take advice from the supervisor on the procedures for the submission and examination of the thesis.

Prior to submission, the student should provide the supervisor with the opportunity to see a draft of the complete thesis.  The decision to submit rests with the student and whilst the student should take due account of his/her supervisor’s opinion, it must be stressed that at this stage it is advisory only.

Responsibilities of the Department

The Department should establish a recommended maximum number of research students per member of staff and should ensure that supervisors receive the training and support necessary to undertake effective supervision.  This support might include teaching relief or adjustment of other responsibilities.

The Department should provide all new students with written information on: current research areas of staff and research students in the Department; available facilities (e.g. office space, telephone, computers); procedures and services relevant to their study and Departmental procedures for monitoring progress.

·        The Department should maintain a file on the students’ progress.

·        The Department should make arrangements for the provision of alternative supervision when the supervisor is absent or leaves the University.

·        The Department must ensure that the students have adequate facilities with which to pursue their research effectively.  Departments should aim to provide facilities appropriate to their research activities.

·        The Chairperson of Department should discuss complaints about the quality of supervision with the supervisor, and where appropriate recommend training, or appoint an additional or replacement supervisor.

·        The Department must ensure that complaints procedures are operational and effective.  However, it is the responsibility of students to ensure that any problems are raised at the appropriate level and at the earliest opportunity.

Progress of MPhil/DPhil Students

Every research student should normally prepare formal progress reports at six-month intervals.  The report should be prepared by the student but should also include a statement by the supervisor about the progress made.  Where difficulties arise, the Department must ensure that the situation is referred to the Faculty for further consideration and action.

Reports at the end of each year for which a student is registered on a full time or part time basis should be submitted to the appropriate Faculty for consideration.

The following scheme of reports is recommended.

Year 1

Six months

Summary of planned work.

Twelve months

Description of work undertaken.  Outline of problems being addressed and plan for further work to be completed.  The report may form part of the “upgrading” procedure. (from MPhil to DPhil)

Year 2

Six months

Report on ongoing work.  Revised plan for completion.

Twelve months

Detailed statement of research undertaken and remaining to be done.

Year 3

Six months

Thesis outline, setting out chapters and structure.

Twelve months

Submission of the thesis.  Appointment of examiners and arrangement of oral examination.

It is recognised that the precise scheme of work and content of reports may vary between different subjects; e.g. in some subject areas, students may need to be preparing written material almost from the outset.  However the general practice of six monthly reports is commended.

Assessment of Candidates

The responsibility for the writing, preparation and submission of the thesis rests with the student, although it is expected that the supervisor will read and commend on the draft, with a view to enabling the student to produce a thesis which is coherent, well documented and written in good English.  It is the student’s, rather than the supervisor’s responsibility to decide when to submit, taking into account the supervisor’s opinion.

When the candidate is ready to submit his/her thesis for examination, the Departmental Board shall recommend to Senate through the FHDC, the appointment of Examiners, at least one being an External Examiner and two Internal Examiners.

Examiners are normally appointed in advance of the thesis being submitted and it is important, therefore, that the student should make his/her supervisor aware of the expected date of submission so that a recommendation for the appointment can be made to the Faculty.

A student must apply for entry to the examination on the appropriate form obtainable from the office of the Deputy Registrar (Academic).  The examination entry form must be endorsed by the supervisor and the Chairman of the Faculty Higher Degrees Committee, who shall satisfy themselves that the thesis is in a form suitable for examination and that any other requirements have been satisfactorily completed.

The form must be returned, with the prescribed fee, upon submission of four (4) copies in loose bound to the Deputy Registrar (Academic).

The degree is awarded on the basis of:

(a)  The board of Examiners’ assessment of the thesis,

(b)  The reports of the external examiner and internal examiners, and normally,

(c)  The candidate’s performance at an oral examination.

The purpose of an oral examination is to enable the examiners to clarify any ambiguities in the thesis, to satisfy themselves that the thesis is the student’s own work, that the student is familiar with the relation of his/her work to the field of study and that his/her knowledge and understanding of related fields in the subject are the standard expected for the award of the degree.

It is often the case that the examiners wish to recommend the award of the degree subject to the completion of minor amendments to the thesis.  In such cases, an internal examiner will normally act on behalf of both examiners (internal and external) to confirm that these have been satisfactorily completed and that the degree may be awarded.  If more extensive amendment is required, then the examiners will recommend a formal resubmission of the thesis within a period approved by Academic Committee.

In cases where a formal resubmission is required, examiners are advised that their report should contain detailed advice to the student on the necessary amendments and improvements.

The candidate will be required to lodge with the Deputy Registrar (Academic), three bound copies of the approved thesis.

This paper does not constitute regulations and so should be read in conjunction with the Regulations for these degrees, copies of which are obtainable from the Information Office and Faculty offices.

B MAKUNIKE

Senior Assistant Registrar (Academic)