The Candidature - Admission Course Application block contains:

• Person ID
• Sex
• Date Of Birth
• Min Submission
• Max
• Course
• Location
• Att Mode
• Att Type

The Thesis block contains:

• Title
• Include Deleted check box
• Final check box
• Short Title
• Abbrev Title
• Expected Submission
• Final Result
• Status
• Thesis Format
• Deletion Date
• Thesis Topic / Comments/Citation / Library Details / Embargo Details / Abstract T-List

  Buttons

• Thesis Examinations
• Milestones

The Thesis Examinations overlay contains

• Submitted On check box
• Thesis Exam Type
• Thesis Panel Type
• Thesis Result
• Result Date

The Thesis Panel Member overlay contains

• Person ID
• Panel Member Type
• Confirmed check box
• Declined check box
• Confirmed Date
• Recommended Result
• Date
• Examiner's Remarks
• Examiner Paid Date
• Anonymity check box
• Back button

Rules/Notes:

The Thesis Examination button invokes the Thesis Exam and Thesis Panel Member overlays.

The Milestones button links to RESF3232 (Maintain Candidature Milestones).

The Back button invokes the main form view.

Context Block:

The labeling of this block is dynamic.

The candidature details displayed are brought forward from RESF3211 or retrieved through a query, depending on how the form has been accessed.

Where a candidature has multiple &/or deleted theses records, a Lamp is displayed.

Rules/Notes:

Data in the context block cannot be altered. Return to RESF3211 to edit, if required.

If multiple thesis records exist, move between these using standard techniques.

Entries can be made in the following fields at any time: Thesis Title, Short Title, Abbrev Title, Expected Submission, Thesis Format and Thesis Topic.

If the candidate provides an expected date of submission, this date can be entered. An Expected Submission date may be overridden when a Final Result is entered in this block. The date displayed becomes the Submitted On date for the most recent thesis examination (as entered in the Thesis Exam block of the overlay) and cannot be modified here. The Submission date field label changes dynamically.

An existing thesis record can be deleted (where it has the Status of 'PENDING'), using standard techniques. The Deletion Date is entered automatically and the Status changes to 'DELETED'. This thesis record does not display in future, unless the Include Deleted checkbox is selected and the Thesis block is requeried.

The Final check box in the Thesis block should be selected when the candidate indicates that their thesis Title is now finalised. This setting can be reversed if required, but only if the Thesis has the Status 'PENDING'. The Final check box cannot be changed if the thesis Status is 'SUBMITTED' or 'EXAMINED'.

A Final Result cannot be entered unless the thesis Status is 'SUBMITTED' and all examinations have a Thesis Result entered against them (in the Thesis Exam block of the overlay). The Final Result entered cannot be one that allows for revision and resubmission; the code used must be one that maps to a system result code with the Final Result check box set to 'Y'. These codes are maintained in form RESF31B0.

The Status value is System derived and cannot be altered. Changes to the Status are triggered by thesis submission (from 'PENDING' to 'SUBMITTED') or entry of a Final Result in this block (from 'SUBMITTED' to 'EXAMINED').

T-List Items: Where the thesis has the Status of 'PENDING', entries can be made for Thesis Topic and Comments only.

Rules/Notes:

An Expected Submission Date entry cannot be earlier than the current date. It must be within the Min and Max submission date values (displayed in the context block).

A thesis that has the Status 'SUBMITTED' or 'EXAMINED' cannot be deleted.

Deletion Date cannot be altered, but can be cleared.

The Final check box must be set before submission details can be entered in the Thesis Examinations overlay.

A warning displays if a Final Result is entered that does not match the Thesis Result for the most recent Thesis Exam.

If a Final Result exists, the Thesis Title cannot be modified.

System-defined statuses are: 'PENDING', 'SUBMITTED', 'EXAMINED' or 'DELETED'.

An Embargo Expiry Date entry must have an associated Embargo Details entry.

The Embargo Expiry Date cannot be a past date.

The Abstract field (accessed via T-list) is used to record text for inclusion in the Australian Higher Education Graduation Statement (AHEGS) generated for research higher degree students.  The Thesis Abstract is included as part of the Course Details section of the AHEGS. 

Thesis Examinations Overlay:

This is accessed using the Thesis Examinations button. The overlay contains two blocks - Thesis Exam and Thesis Panel Member. No details can be entered in either block if the candidate is not enrolled. Some Thesis Examination details can be entered at any time once the student has an enrolment status of 'ENROLLED', 'INTERMIT' or 'INACTIVE'. Others can only be entered after the Final check box has been selected in the previous block.

Rules/Notes:

Multiple examination instances can be recorded for a thesis. For example a thesis may be examined under more than one type (e.g. written and oral). A thesis may also be examined and returned for revision and resubmission, so require details of an additional examination being recorded. If a thesis has multiple examinations, a 'SUBMITTED' Thesis Exam instance must have a Thesis Result entered, before another instance can be submitted.

Values from the institution-defined codes are entered against the Thesis Exam Type, Thesis Panel Type and Thesis Result fields. These codes are maintained using the forms RESF3183, RESF3181 and RESF31B0.

• Before a thesis title is finalised, only the Thesis Exam Type and the Thesis Panel Type can be recorded.
• After submission, both above fields are mandatory.
• Selecting the Submitted On check box or entering a submission date, fills the other submission field automatically. The Status of the thesis (in the Thesis Block) updates to 'SUBMITTED'.

A Thesis Result can be entered without any Thesis Panel Members being entered in the next block. However, this should be done only where institutional procedures recognise this as acceptable practice.

• The entry of a Thesis Result may be restricted by the creation of a partial panel.
• Entering a Thesis Result automatically sets the Result Date field. This date cannot be modified.

Changing or deleting a Thesis Exam record can only be done if the Thesis Status is 'PENDING'' or 'SUBMITTED'. To delete the Thesis Exam record, deselect the Submitted check box first, then delete the record.

The Tracking button opens the form TRKF2100. This initiates or allows updating of a tracking item (of a system type 'RES_TEX' and with associated steps already established as attributes of the Thesis Panel Type selected; refer to RESF3181 and the Overview for further details).

Rules/Notes:

Only one 'SUBMITTED' and unassessed examination instance can exist at any time.

Thesis Exam Type, Thesis Panel Type and Thesis Result cannot be linked to Closed codes.

An entered submission date cannot be a future date; prior to the Commencement Date or Min Submission Date of the candidature.

A warning displays if a thesis is submitted on a date later than the Max Submission date.

A warning displays where a Thesis Result does not match any of the associated panel member's Recommended Result values.

A Student Course Attempt cannot have the status of 'COMPLETED' if there are any theses without a Thesis Result.

A Thesis Exam record cannot be deleted when a related Thesis Panel exists.

A Thesis Exam record cannot be modified or deleted where the thesis Status is 'EXAMINED' .

A Thesis Exam instance cannot be queried using a Result Date.

Thesis Panel Member Block:

For an existing Thesis Exam instance, the examining panel is recorded and maintained in this block. Entries in this block relate to the context Thesis Exam instance in the block above. All prospective panel members' names and ID numbers are recorded in this block by either

• Entering a valid Person ID directly or retrieving details from the system using the Find Person button to access ADMF1211.
• Adding the details for a person not already in the system, using the Add Person button and navigating to ADMF1213.

Each person's position on the panel is classified by allocating a Thesis Panel Member type. The Thesis Panel Member type entered must be one of the institution-defined types (maintained in RESF3184).

The prospective panel member's anonymity preference can be recorded in the overflow area of the block. This is an check box, to be used in correspondence functionality (under development), to restrict publication of the panel member's name.

Interaction with each panel member can be tracked by initiating a Tracking Item, using the button to access TRKF2100. The Tracking Item will be of the system type 'RES_TPM' and have associated steps already established as attributes of the Thesis Panel Member Type selected (refer to RESF3184 and the Overview for further details).

Each person's response is recorded by selecting the required check box (Confirmed/Declined). Date entry occurs automatically (but can be modified) and the field label toggles appropriately (Declined or Confirmed Date). A panel member's status (Confirmed, Declined or unconfirmed) controls the entry of results and the payment date in the overflow area.

Deletion of a panel member from the panel can be done until a Recommended Result (or a Thesis Result in the Thesis Exam block) has been committed. Modifications can also be made to the Thesis Panel Member Type, Confirmed or Declined check boxs and dates, and the Anonymity check box.

The Examiner Paid Date allows the recording of the payment date only, with no associated functionality.

The Thesis Panel Type (selected in the Thesis Exam block ) may have a Recommended Size value. Where it does, a message displays when this number of confirmed panel members is committed. A Thesis Result cannot be entered in the Thesis Exam block, if a partial panel is created, which has less than this recommended number of members.

The institution-defined Recommended Result codes used are maintained in the form RESF31B0. A Closed code cannot be entered.

The Examiner's Remarks text box is provided for recording purpose only. Remarks can be entered or modified at any time.

Rules/Notes:

It is not mandatory to enter any thesis panel members.

A panel member cannot be added to or deleted from a panel when the context Thesis Exam instance has a Thesis Result entered. Modifications to existing remarks and payment dates are allowed.

A warning displays if an entered panel member is a current student or staff member of the institution or a supervisor of the candidate.

Only one confirmed panel member can be allocated a Thesis Panel Member Type which has a Panel Chair value of 'Y'. (The finalised panel can only have one chair). 

Only a Confirmed panel member can have Recommended Result, Examiner's Remarks and an Examiner Paid Date recorded.

A Confirmed or Declined date cannot be a future date.

Deselecting a Confirmed or Declined check box causes the existing date value to be cleared.

If a previously Confirmed panel member has now declined, deselect the Confirmed check box and commit the change, before setting the Declined check box. Selecting the opposite check box does not deselect the existing. The reverse also applies.

The date entered in Examiner Paid Date cannot be prior to the Confirmed Date and cannot be a future date.

The Recommended Result cannot be modified after a Thesis Result has been entered in the Thesis Exam block.