myUNSW

Examiner Search

Supervisor

Follow the navigation instructions in section 1 (Gateways and Enquiries) of the Help pages. Once you are on the main menu page for the student you have selected click on the button marked "Examiner Nomination Management". On the "Examiner Nomination Management" page you will see a separate field for each of the examiners you should nominate for the student.
To start creating examiner details just click on the "Add" button next to the appropriate examiner letter (eg A, B, Reserve). This will take you to an "Examiner Search" page offering a couple of options of how to create or edit an examiner record.

Start by searching for the examiner you would like to nominate in this position. The Thesis Examination Management system will store examiner information and if the person you are looking for already exists in the system you can save time filling out their details. You can search via a number of different criteria. Once you have entered all the criteria you think you need, click on the "Refresh" button on the right side of the page. This should bring up a list of examiners. If you find the examiner you are looking for click on the "Select" button next to the examiner's details. There are some keywords in the examiner detail section to help you to decide if this is the person for whom you are looking. It is important that you ensure that the person that you are about to link to a thesis examination is the correct person.

If you have not been able to find the examiner you are looking, try adding or removing selection criteria. You may be attempting too broad a search or you may have been too specific in your search. The just click on the "Refresh" button again and the list will refresh based on the new set of criteria. If you still cannot find the examiner you are looking for, click on the "Create New Examiner" button at the bottom right hand side of the page. This will take you to a new screen where you can create a new examiner record.

Once you are on the Examiner detail page start adding details for the examiner. Many fields are mandatory and these are marked with an asterisk. It is a good idea to add some general keywords about the examiner that may help you or another staff member locate them the next time they are used as an examiner. Specify whether the examiner is internal (ie an employee of UNSW) or external. This information is important and affects many aspects of the examination process. You will need to record two addresses for the examiner. The first is a mailing address. All correspondence, such as reminder letters, will be sent to this address. You must also record a thesis delivery address. The information may be the same in both fields. However, if the thesis is being sent to an examiner who is overseas you cannot use a P.O. Box or Locked Bag address. All overseas thesis deliveries are made via courier and these cannot be made to a P.O. Box as the package needs to be signed for by the recipient. Once you are satisfied that you have correctly recorded all the details you need click on the "Save & Return" button.

If you have selected an examiner who has an existing system record, please check the information on the "Examiner Detail" page. There is information at the bottom of the screen showing details of previous examinations undertaken by this examiner that may assist in deciding if this is the correct person. If you think that this is not the person you are looking for you can create a new record by clicking on the "Create New" button on this page. If you are satisfied that this is the correct person but you need to update some details, please edit the fields that need updating. Once you have finished just click on the "Save & Return" button.

When you have returned to the main Nomination page you should now be able to start recording information specific to this examination. You need to record whether the examiner has a research relationship with the candidate. You should also record whether the examiner may or not not keep the thesis once they have completed their report. Then type in the justification for using this examiner for this student. Please note that it is important to provide detail to assist those making an approval decision on this set of examiners. The justification field is very large and should allow for as much detail as you can provide. If you wish to remove an examiner you can do so at any point by clicking on the "Remove or Replace Examiner" button. This will take you to a separate page where you can record details of what you wish to do.

Once you have placed an examiner in each role and provided justification for each you will need to make two declarations. The first confirms that you have contacted the examiners, made them aware of the anticipated submission date, and that they have confirmed their ability to examine the thesis within the period nominated. The second declaration asks whether the candidate has expressed concerns about any of the proposed examiners. Where this has been indicated you will need to forward written details of this to the central administrative unit for research students on your campus. Please take the time to read these declarations carefully and mark them where necessary before proceeding.

If you need to you can save your work and come back to it by clicking the "Save & Return to Student Detail" button. Once you are satisfied that you have finished just click on the "Submit Nomination" button. This will take you to a confirmation page. Please take the time to review the information that you have provided. If you need to make any changes click on the "Back to Examiner Nomination Management" button.

Once you are satisfied that all details are correct click on the "Confirm Nomination & Return" button. Your nominated set of examiners will be recorded and a notification email will be automatically sent to the appropriate authority in your School that their approval for this set of examiners is required.

You can view information regarding the examiners at any time by clicking on the “Examiner Status Enquiry” button on the main menu for the student whom you have selected.

Examiner Detail

Postgraduate Co-ordinator

Follow the navigation instructions in section 1 (Gateways and Enquiries) of the Help pages. Once you are on the main menu page for the student you have selected click on the button marked "Examiner Nomination Management". Once you are on the "Examiner Nomination Management" page you should be able to see the set of examiners that have been nominated by the student's supervisor. You can view this page before the nomination has been submitted. However, the assumption is that you will be viewing this page once you have received notification that your approval is required. Towards the bottom of the page you will see a section entitled "School Approval Decision".

To make a decision you should review the set of examiners and the justification for their use. In the "School Approval Decision" section you can then record your decision to approve or not approve the examiners. Enter the date of the decision and then add any comments you feel are necessary. You can only approve a set of examiners, not a single examiner. If you do not want to approve a set of examiners due to an issue with an examiner or examiners, you can mark that the set of examiners is not approved and then give more detail of the specific issues in the comments field. When the Supervisor then revises the set of examiners they can view these comments.

Once you have completed this page click on the button marked "Save & Confirm Approval Decision". You should then see a confirmation page. Review the decision information on the page and once you are satisfied click on the "Confirm Approval Decision & Return". The decision will then be saved. If you have approved the examiners a notification will automatically be sent to the Faculty Representative(s) asking for approval from the faculty. If you have marked that the examiners are not approved a notification will automatically be sent to the Supervisor asking them to review and revise the set of examiners. You can view information regarding the examiners at any time by clicking on the “Examiner Status Enquiry” button on the main menu for the student whom you have selected.

Examiner Nomination Confirmation

Faculty Executive

Follow the navigation instructions in section 1 (Gateways and Enquiries) of the Help pages. Once you are on the main menu page for the student you have selected click on the button marked "Examiner Nomination Management". Once you are on the "Examiner Nomination Management" page you should be able to see the set of examiners that have been nominated by the student's supervisor and received approval from the school. You can view this page before the nomination has been submitted. However, the assumption is that you will be viewing this page once you have received notification that your approval is required. Towards the bottom of the page you will see a section entitled "Faculty Approval Decision".

To make a decision you should review the set of examiners and the justification for their use. In the "Faculty Approval Decision" section you can then record your decision to approve or not approve the examiners. Enter the date of the decision and then add any comments you feel are necessary. You can only approve a set of examiners, not a single examiner.

If you do not want to approve a set of examiners due to an issue with an examiner or examiners, you can mark that the set of examiners is not approved and then give more detail of the specific issues in the comments field. When the Supervisor then revises the set of examiners they can view these comments.

Once you have completed this page click on the button marked "Save & Confirm Approval Decision". You should then see a confirmation page. Review the decision information on the page and once you are satisfied click on the "Confirm Approval Decision & Return". The decision will then be saved. If you have approved the examiners the set of examiners will be considered to be nominated and approved. If you have marked that the examiners are not approved a notification will automatically be sent to the Supervisor asking them to review and revise the set of examiners.

You can view information regarding the examiners at any time by clicking on the “Examiner Status Enquiry” button on the main menu for the student whom you have selected.

You also have the ability to remove or replace examiners once they have been approved. From time to time you may be asked to do so. Follow the navigation instructions above and click on the "Remove or Replace this Examiner". Choose the appropriate option for this case. If the examiner is removed and not replaced you should instruct the Supervisor to nominate a new Examiner. The new examiner will need to be approved by you and the School Postgraduate Co-ordinator.

School Administrator

You do not have direct access to this part of the system. However you can monitor the progress of the nomination and approval process. For details on how to view this information please see Gateways & Enquiries of this guide In addition you can also create examiner records.

Your school may feel that it is beneficial to create these records prior to the nomination process. The supervisor can then simply link these records to the student during the examiner nomination process.

For information on how to create or edit and examiner record please see Examiner Search section of this page.

You can view information regarding the examiners at any time by clicking on the “Examiner Status Enquiry” button on the main menu for the student whom you have selected.