Maintain Thesis Details

Maintain Thesis Details - RESF3700

Purpose	To allow the recording and update of all Thesis details relating to a research candidature
Subsystem	Research
Structure	Two Blocks	Candidature - Admission Course Application / Student Course Attempt Thesis
	Navigation Buttons invoke:	Thesis Examinations Overlay (containing two blocks: Thesis Exam and Thesis Panel Member) Maintain Candidature Milestones form (RESF3232)
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A research candidature culminates in the submission and examination of a thesis. A range of information needs to be recorded and maintained, about any given thesis, its examination and assessment. This form allows the recording and maintenance of all thesis data for a candidature.

Features of the Form

The functionality available in this form may vary based on the way in which the form has been accessed (see below ); the admission/enrolment status of the candidature; or the status of the thesis.

Thesis details can be recorded at any time during the candidature. Note that a candidature record that has an attached thesis record cannot be deleted. Where a candidate is not yet enrolled, no details can be entered in the Thesis Examinations overlay.

Entries cannot be made against the T-List items Citation, Library Details and Embargo Details until the thesis has the Status of 'SUBMITTED' or 'EXAMINED'.

A thesis with the Status of 'PENDING' can have a limited set of Thesis Examination details recorded in the overlay blocks.

A thesis cannot be submitted (in the Thesis Examinations overlay) unless the Final indicator (in the Thesis block) is selected.

The context block on the form is dynamically labelled and reflects the admission/enrolment status of the candidate. The label is either 'Candidature - Admission Course Application' or 'Candidature - Student Course Attempt'. The labelling of the Submission date field (in the Thesis block) is also dynamic. It is 'Expected Submission' until a Final Result is entered in the Thesis block, when it becomes 'Last Submission'.

A candidature can have multiple theses recorded, using this form. Information LAMPS display (in the context block) to indicate the existence of multiple and/or deleted thesis records for the context candidature. To navigate through multiple thesis records, use the standard navigation techniques from any data field in the Thesis block (apart from the text boxes - see Navigation). Deleted Thesis records can also be displayed (see Deleting a thesis record).

Accessing This Form

The form can be accessed from the Maintain Research Candidature Details form (RESF3211), using the Thesis navigation button. It may also be accessed directly and the required candidature/thesis details retrieved by querying the Person ID or Course fields in the Candidature block.

Milestones

Using the Milestones navigation button opens the form RESF3232, where existing candidature milestones can be maintained, or new milestones created. This set of milestones can also be accessed from RESF3211, using the navigation button available on that form.

Navigation within the Form

The Tab key can be used to navigate through all fields on this form. The exception is text fields, where tabbing does not move the cursor to the next field, instead use CTRL-Tab.

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.

Notes/Rules:

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

Thesis Block:

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

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 indicator 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.

Thesis Examinations Overlay:

This is accessed using the Thesis Examinations navigation 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 indicator has been selected in the previous block.

Notes/Rules:

Thesis Exam Block:

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 indicator 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 indicator first, then delete the record.

The Tracking navigation 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).

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 indicator, 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 navigation 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 indicator (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 indicators and dates, and the Anonymity indicator.

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.

Notes/Rules:

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 indicator causes the existing date value to be cleared.
If a previously Confirmed panel member has now declined, deselect the Confirmed indicator and commit the change, before setting the Declined indicator. Selecting the opposite indicator does not deselect the existing. The reverse also applies.
The date entered in Examiner Paid Date must be later than 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.