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Department of Information Technology

The working process and the roles in a thesis project

Note:
The supervisor and the reviewer must be two different persons,
The reviewer and the examiner must be two different persons,
The supervisor and the examiner can be the same person.

The specification

The student

collects information of prerequisites and rules for the thesis project, finds a thesis project and a supervisor. Recommendation: the turn around time will shorter if the students also finds a reviewer.

The student and the supervisor

Writes a specification, completes their parts of the application form. The form, the agreement of cooperation that together with a study record that certifies that the student fulfills the prerequisites are handed in to the thesis coordinator. The coordinator does not handle the documents before all documents are complete.

The coordinator

checks the specification, checks the form and the prerequisites. In addition the coordinator does a coarse thematic classification of the specification. It is judged who can review the thesis, and the form is forwarded to the selected person. In the normal case the reviewer is a person employed at the IT-department, but it happens that external researchers act as reviewers.

The examiner

Approves the specification

The reviewer

has contact with the supervisor, approves the specification and signs the application form. In practice it is the reviewer that is responsible for and approves the contents of your thesis work.

The coordinator

Archives the specification and the application form, and makes sure that the student is registered in Uppdok and in the GU-database.

The work

The student

does the job and continuously writes on the report. Prepares a presentation for a mid-course meeting. Can also oppose on somebody else final presentation

The supervisor

gives supervision, is responsible for various resources required and follows up the time plan.

The coordinator

arranges a mid-course meeting.

The reviewer

has regular meetings with the student, reviews the structure of the report in the initial state, and approves later on that a preliminary version of the report can be used at the final presentation. Participates in the mid-course meeting.

The Examiner

participates in the mid-course meeting.

The examination

The student

Contacts the reviewer to get an approvement to present the thesis. Then contacts the thesis coordinator.

The coordinator

Schedules and announces oral presentations with corresponding opposition. Informs the student, the supervisor and the reviewer.

The student

Distributes a draft report to the coordinator at least five working days before the presentation.

The student

Gives an oral presentation.

The reviewer and the examiner

Is present at the presentation, approve it and give feedback on the report.

The student

completes the report, considering the feedback and rules for the layout. Hands over the report to the reviewer.

The reviewer

approves the report regarding contents and structure, informs the coordinator that the work is done.

The student

hands in the report for archiving by sending a digital version of the report the coordinator. No printed reports are produced, nor do we pay for any printing. Students can request printed copies at their own cost by contacting the ITC-repro or (for engineering students), the Ångström reception

The coordinator

administers the application form so that it is signed by the reviewer and the examiner.

The examiner

approves the report with respect to formalia and contents. Signs the application form and corresponding Uppdok documents.

The reviewer

reports to Uppdok and to the GU-database. Archives the report in DiVA (not for confidential reports).

If problems occur

The reviewer should be contacted in the following cases:

  • pause or termination of the project,
  • deviation from the time plan in the specification with more than 2 weeks for one single moment or more than 4 weeks in total,
  • change of supervisor,
  • the student takes on work that can affect the time plan,
  • other changes of the specification or deviations from it,
  • the student is offered an employment by the company,
  • the student experience lack of support from the supervisor or in the working environment,
  • other circumstance that can be expected to lead to difficulties in supervision (like reorganizations or illness of the supervisor),
  • conflict between the supervisor av the student.

Roles

This part contains mainly the same information as above, but formulated according to the roles.

Note:
The supervisor and the reviewer must be two different persons,
The reviewer and the examiner must be two different persons,
The supervisor and the examiner can be the same person.

The student

  • informs him/herself about prerequisites and rules for the thesis project,
  • has the primary responsibility to find a suitable thesis project and a supervisor,
  • produces together with the supervisor a specification,
  • finds a reviewer if there is short of time,
  • applies for approval by the coordinator by handing in an
    1. application (signed by the supervisor and the student),
    2. certificate that the prerequisites are fulfilled (a study record completed with other documents describing the education),
    3. the specification
    4. certificate proving the he/she has attended a start up meeting,
  • does the work,
  • is present at a mid-course meeting and gives a presentation,
  • opposes on an other presentation,
  • writes on the report,
  • gives an oral presentation - a preliminary report shall be distributed at least five working days before the presentation,
  • adheres to the guidelines for layout, archiving and publication of the report.

The supervisor

  • is active at the working site where the thesis project is carried out and has competence in the area,
  • produces together with the student a specification,
  • is responsible for the working site and working tools according to the specification,
  • when needed, contacts the reviewer. At least one initial contact is required,
  • guides in the daily work with technical competence and advices,
  • helps the student to stick to the time plan,
  • assists in writing the report and gives feedback on it,
  • this document summarizes the reponsibility for the supervisor.

The reviewer

  • negotiates and approves the specification,
  • checks and approves the report,
  • has regular contact with the student, especially in case of problems or changes in the thesis project,
  • when needed contacts the supervisor (at least once),
  • checks the layout of the first report draft,
  • attends a mid course meeting,
  • reviews a preliminary version of the report (especially with respect to subject and contents),
  • approves that the preliminary version of the report is handed in to the coordinator,
  • attends the oral presentation, approves the presentation,
  • approves the final report when the feedback has been processed,
  • this document summarizes the responsibilties for the reviewer.

The examiner

  • is examiner according to the Higher Education Ordinance and responsible for the thesis courses within the educational program,
  • approves the specification,
  • is present at the mid-course meeting,
  • is present at the oral presentation; approves the presentation and the opposition,
  • scrutinizes the report (especially in respect to language, presentation and the popular scientific aspect),
  • gives the final approvement of the work.

The coordinator

  • Reviews the specification: judges whether the project follows the guidelines for the programme and that the student fulfills the required prerequisites,
  • gets an approval from the examiner on the specification,
  • does a coarse thematic classification of the specification,
  • suggests a reviewer if needed,
  • checks that an application form is signed by the student, the supervisor and the reviewer; approves the thesis by signing the form,
  • is responsible for archiving the application form and the specification,
  • is responsible for registration of the student in Uppdok,
  • is responsible for scheduling the oral presentations (with opposition),
  • is responsible for reporting the course in Uppdok,
  • is responsible for announcing proposals on thesis projects,
  • should maintain required statistics on thesis projects,
  • is responsible for keeping the announcements up to date,
  • announces oral presentations within the department,
  • archives the reports in the digital archive, DiVA (not for confidential reports).
Updated  2017-02-16 13:31:58 by Justin Pearson.