Appointment of examiners

Your Principal Supervisor and Head of School, Centre or Institute will nominate examiners at least three months before you expect to submit your thesis. A Nomination of Examiners (DPsych) form must be completed for Doctor of Psychology students.

You can give your supervisor a list of suitable/unsuitable candidates but it is their responsibility to nominate. The names of your examiners will remain confidential and will not be released to you. 

The following factors are considered by your supervisor when nominating potential examiners:

• examiners should be associated with a university or research institution
• at least one examiner should be located overseas
• examiners should be specific to the research area
• examiners should be available to mark the thesis at the anticipated time of submission and be available to provide a report within a two month period
• examiners have not been associated with the supervisor or students in the program
• avoid two examiners from the same institution
• former VU staff members may be considered, however all prior contact with the student or the thesis must be disclosed to determine the appropriateness of the appointment

The Faculty Postgraduate Research Committee reviews supervisor nominations and appoints examiners in accordance with Approval of Thesis Examiners for Research Students Guidelines. 

Conflict of interest in thesis examinations

The Office for Postgraduate Research has responsibility for the integrity of the examination process for all Higher Degree by Research theses.

To ensure that all theses are assessed independently and that the examination process is free from any perception of bias or preferential treatment, Victoria University has developed and approved Conflict of Interest Guidelines to manage the declaration and assessment of any potential conflicts of interest in the examination process.

It is important to note the following:

• a conflict of interest may be with the institution, the supervisor/s or the HDR candidate.
• the existence of a conflict of interest does not automatically preclude a nominee being approved by the University as a thesis examiner. When considering a nominee, the University considers carefully the nature and severity of any conflict(s) of interest.
• the aim of the Conflict of Interest Guidelines is to protect the candidate, examiner and VU against potential negative perceptions during the thesis examination process. It is not a presumption that an individual will behave inappropriately.

If a potential conflict of interest is not declared by the School, the candidate or the examiner but discovered during or after the examination, the University may annul one or more of the examiners’ reports and replacement examiner/s will be appointed.

For more information please contact the Manager of Postgraduate Research Administration in the Office for Postgraduate Research, Dr Lesley Birch.

Number of examiners

The number of nominated examiners varies depending on your degree and discipline. If an examiner can no longer assess your thesis an additional examiner will be appointed and given two months to submit an examination report.

Note: some Faculties nominate a reserve examiner. Please contact the Student Advice Officer in your Faculty for further information. 

When we receive the examination report we will pay the examiner in accordance with the honorarium set by the Australian Vice-Chancellors' Committee.

Examiners reports

Examiners will assess your thesis in accordance with the guidelines that apply to your degree:

• Guidelines for Examiners of Research Degrees
• Assessment of Thesis Quality and Generic Attributes
• Examination Guidelines for thesis by creative project
• Guidelines for Examiners of Clinical Psychology or Clinical Neuropsychology
• Supporting information for examining the Doctor of Education degree

Each examiner will prepare an examination report that recommends one of the following:

• PASSED without further correction
• PASSED subject to minor corrections being made to the satisfaction of the Chair of Examiners
• PASSED subject to substantial amendment, as outlined in the examiner's report, being made to the satisfaction of the Chair of Examiners
• DEFERRED and the candidate should be permitted to resubmit the thesis in a revised form
• FAILED

If the majority of examiners classify your thesis as 'passed' (either passed without further change or subject to minor/substantial changes) your thesis will be classified as passed.

Examiners recommend different classifications

If your thesis is assessed by two examiners and each recommend a different classification - such as a 'pass' and a 'deferral' or 'fail' - a third examiner will be nominated by the Faculty Postgraduate Research Committee to assess your thesis. The majority of the three examiner's reports will determine the classification of your thesis.

If your degree or discipline requires your thesis be assessed by more than two examiners, the majority of the examiner's reports will also determine the classification of your thesis. 

Deferred classification

If a majority of examiners recommend the thesis be deferred you will need to re-enrol and undertake a major re-write of the thesis.  You normally resubmit your thesis for re-examination within 12 months of receiving notification. 

When you submit your thesis for re-examination you must include a detailed letter addressing the substantive changes made to your thesis. Your thesis, letter and initial examiner reports will be sent to the same examiners who deferred the thesis for assessment. The examiners will have two months from the date they receive your thesis to grade it as passed or failed.

Failed classification 

If the majority of examiners recommend the thesis be classified as failed and you disagree with the feedback, please discuss with your supervisor and Chair of Examiners to determine how to proceed.   

If you are still not satisfied with the classification of your thesis you may appeal against the decision under VU's Student Assessment and Progress Policy.

Once your thesis has been examined you must apply for classification of your thesis as passed and conferral of your degree by the VU Council.

Contact us

If you require further information please speak to the Student Advice Officer in your Faculty or contact the Office for Postgraduate Research.