Preamble

1. A research postgraduate (RPg) student is one who has been admitted to a programme of studies to pursue a higher degree by research and has completed registration at the Graduate School (GS). Each RPg student is assigned a supervisor. A co-supervisor can also be appointed for academic or administrative reasons. (CoP-RPg 1.1 Stakeholders)

2. If a supervisor for whatever reason becomes unable to supervise a student before the thesis is completed, the Chair of GP should ensure that a suitable Co-supervisor (who may become supervisor when necessary) is appointed as soon as possible. (CoP-RPg 8.1 Assignment of supervisors)

3. Upon approval of the thesis title and the proposed date for submission, the Graduate Panel (GP) will proceed to nominate members of the Thesis Assessment Committee to evaluate the student’s thesis for award of the degree sought and provide the student with an opportunity to defend the thesis. The composition of the Committee is as follows:

 (a) At least three internal members: 

(i) the Chair of Graduate Panel or his/her nominee,

 (ii) the student's supervisor, and

(iii)other members of the student's Supervisory Committee, in the case of Ph.D. students.

(b) An examiner from CUHK nominated by the GP

(c) External Thesis Committee Examiner (ETCE)

(d)The Chair of GP (or his/her nominee) shall be chairman of the committee, unless s/he or his/her nominee is the supervisor or co- supervisor of the student, in which case the Dean of the Graduate School shall nominate another academic staff member to serve as chairman of the committee.

* The composition of the Thesis Assessment Committee should be endorsed by the Dean of GS, approved by PBGS and submitted to PAB for record.

(CoP-RPg 7.7 Thesis Assessment Committee)

Types of Thesis Assessment Committee Membership Changing

4. Change of Internal Examiner & CUHK Examiner
5. Change of ETCE
6. Change of Supervisor/Co-supervisor

Forms to be Used

7. Nomination Summary of Thesis Assessment Committee (excel)
8. TAS-1 Declaration Form on Intention to Submit Thesis
9. TAD-1 Nomination of Thesis Assessment Committee
10. TAD-2 Change of Thesis Assessment Committee Membership

General Principles

11. The procedures for changing internal members and member from CUHK are based on the procedure of composition of Thesis Assessment Committee, which should be endorsed by the Dean of GS. (CoP-RPg 7.3 Procedures)
12. The procedure for changing ETCE is based on the procedure of composition of Thesis Assessment Committee, which should be endorsed by the Dean of GS, and approved by Provisional Board of Graduate Studies (PBGS). (CoP-RPg 7.3 Procedures)
13. The procedure for changing supervisor/co-supervisor is based on the principle that  requests for such changes received after the formation of Thesis Assessment Committee shall require repeating the process of declaration of intention to submit thesis, and re-forming a new Thesis Assessment of Committee, as it will also affect the membership of the original Committee. (Form TAD-2 Change of Thesis Assessment Committee Membership)

Stages of the Changing Internal Members and CUHK Examiner

14. The changing of internal and CUHK examiners is handled by GS:

Stage 1: School GP approves the request, and submits supplementary materials to the Dean of GS for endorsement:

1. Original TAS&D-1 with School GP Chair’s signature
2. Justification of the case with School GP Chair’s signature
3. TAD-2 with School GP Chair’s signature
4. New nominee’s CV

Stage 2: GS Dean approves/disapproves the membership changing request, and notifies School GP.

Stage 3: School GP receives the conclusion and handles the changing of examiner request accordingly, if approved; School GP prepares for additional materials according to GS Dean’s feedbacks, and resubmits to GS Dean for endorsement, if not approved.

Stage 4: Student follows the School’s instruction on the subsequent arrangements.

Stages of the Changing of ETCE

15. The changing of ETCE is handled by School GP, then GS and PBGS:

Stage 1: School GP approves the request, and submits the supplementary materials to the Dean of GS for endorsement:

1. Original TAS&D-1 with School GP Chair’s signature
2. Justification of the case with School GP Chair’s signature
3. TAD-2 with School GP Chair’s signature
4. New nominee’s CV

Stage 2: GS Dean approves/disapproves the membership changing request. GS submits the request for PBGS’ approval, if endorsed by GS Dean; GS notifies School GP, if GS Dean disapproved the request.

Stage 3: Handling of appeals to decisions/recommendations by PBGS.

Stage 4: GS informs PBGS’ decisions/recommendations to School GP.

Stage 5: School GP receives the conclusion and handles the changing of supervisor request accordingly.

Stage 6: Student follows the School’s instruction on the subsequent arrangements

Stages of the Changing of Supervisor/Co-supervisor

16. The changing of supervisor request is handled by the School GP, then GS and PBGS:

Stage 1: School GP approves the request, and submits the supplementary materials to the Dean of GS for endorsement:

5. Original TAS&D-1 with School GP Chair’s signature
6. Justification of the case with School GP Chair’s signature
7. New TAS&D-1 with School GP Chair’s signature
8. TAD-2 with School GP Chair’s signature
9. New supervisor’s CV (if applicable)

Stage 2: GS submits supplementary materials together with GS Dean’s comments to PBGS for endorsement.

Stage 3: Handling of appeals to decisions/recommendations by PBGS.

Stage 4: GS informs PBGS’ decisions/recommendations to School GP.

Stage 5: School GP receives the conclusion and handles the changing of supervisor request accordingly.

Stage 6: Student follows the School’s instruction on the subsequent arrangements.

Deadline

The membership change of Thesis Assessment Committee should be submitted to GS together with all approved supplementary materials three weeks ahead of the student’s thesis defence.

Documentation

17. School/Programme should use the re-approved TAS/D-1 and TAD-2 for record, and make sure the information on all relative documents are updated and remains the same, which include but not limited to student’s thesis, oral defence paper works, etc.

July 2023