1. UNIVERSITY OF NAIROBI BOARD OF POSTGRADUATE STUDIES University of Nairobi ISO 9001:2008 1 Certified http://www.uonbi.ac.ke THE PROCESS OF EXAMINATION OF MASTERS AND PHD THESES Presented by Prof. S.K. Mwea At the Sensizitation Workshop on Postgraduate Matters – 10 th December 2013, at the Central Catering Unit (CCU)

2.  Board Members  Prof C. Okidi  Prof GP Pokhariyal  Prof EW Mutitu University of Nairobi ISO 9001:2008 2 Certified http://www.uonbi.ac.ke

3.  In consultation with the supervisors the candidates assesses whether the thesis can be ready for examination within three months. University of Nairobi ISO 9001:2008 3 Certified http://www.uonbi.ac.ke

4.  The candidate then writes to the Director-BPS, giving notice of intention to submit his/her thesis, at least three months before the intended date of submission.  A copy of the abstract of the thesis is attached to the notice. The University of Nairobi University of Nairobi ISO 9001:2008 4 Certified http://www.uonbi.ac.ke

5.  The Director BPS, writes to the candidate acknowledging receipt of the notice to submit thesis. The University of Nairobi University of Nairobi ISO 9001:2008 5 Certified http://www.uonbi.ac.ke

6.  The letter is copied to the Chairman of Department/Director of Institute, who is requested to appoint a Board of Examiners for the thesis consisting of:  Dean of Faculty/School/Director of Institute as Chairman  An External Examiner  Two Internal Examiners  Two Board Members University of Nairobi ISO 9001:2008 6 Certified http://www.uonbi.ac.ke

7.  In case of PhD  Dean of Faculty/School/Director of Institute as Chairman  An External Examiner  Two Internal Examiners  Two Board Members  BPS representative University of Nairobi ISO 9001:2008 7 Certified http://www.uonbi.ac.ke

8.  The Director, BPs receives and approves the proposed Board of Examiners for the thesis from the Chairman of Department/Director of Institute before the candidate submits the thesis.  Within three months of the candidate’s notice, he/she submits four (4) copies of the thesis to the BPS in unbound form. The University of Nairobi University of Nairobi ISO 9001:2008 8 Certified http://www.uonbi.ac.ke

9.  On receipt of the thesis from the candidate, BPS sends the theses to the External Examiner and the two Internal Examiners who are required to submit, within two months, their written assessment of the thesis to the Director, BPS.  As soon as all the Examiners’ reports are received, the Director, BPS writes to the Dean/Director of the Faculty, School or Institute concerned to arrange for a meeting of the Board of Examiners at which the Examiners’ reports and other academic matters arising from the thesis shall be considered. The University of Nairobi University of Nairobi ISO 9001:2008 9 Certified http://www.uonbi.ac.ke

10.  The reports should conclude whether  A) The thesis is adequate and degree is to be awarded  B) The thesis needs minor corrections  C) The thesis contributes to knowledge but needs major corrections  D) The thesis is grossly inadequate and reflects no understanding by the candidate and the degree should not be awarded University of Nairobi ISO 9001:2008 10 Certified http://www.uonbi.ac.ke

11.  After the Dean/Director of the Faculty/School or Institute has given the date for the meeting, the Director BPS sends out a notice of the meeting to members of the Board of Examiners and also informs the candidate of the date, time and venue of the oral examination.  After the Board of Examiners’ meeting, a consolidated report and appropriate recommendations shall be prepared by the College Secretariat within two weeks for submission to Senate through the BPS. The University of Nairobi University of Nairobi ISO 9001:2008 11 Certified http://www.uonbi.ac.ke

12.  The outcome of the oral - specific recommendations  A) The thesis is adequate and degree is to be awarded  B) The thesis needs minor corrections  C) The thesis contributes to knowledge but needs major corrections  D) The thesis is grossly inadequate and reflects no understanding by the candidate and the degree should not be awarded University of Nairobi ISO 9001:2008 12 Certified http://www.uonbi.ac.ke

13.  The Candidate is notified in writing by the Director, BPS, on the outcome of the examination process The results University of Nairobi ISO 9001:2008 13 Certified http://www.uonbi.ac.ke

14.  Category A results  The Candidate submits six copies of the final version of the thesis, three hard bound and three spiral bound, and one soft copy on compact disk (CD) for the award of the degree.  The candidate shall be issued with a clearance certificate after submission of the six copies of all thesis. The results University of Nairobi ISO 9001:2008 14 Certified http://www.uonbi.ac.ke

15.  Category B results  The candidate will be required to carry out the corrections within three months from the date of writing to him/her upon which a certificate of corrections shall be issued to the Director-BPS by the supervisor of such corrections appointed during the oral examination. The results University of Nairobi ISO 9001:2008 15 Certified http://www.uonbi.ac.ke

16.  The Candidate shall submit six copies of the final version of the thesis, three hard bound and three spiral bound, and one soft copy on compact disk (CD) for the award of the degree.  The candidate shall be issued with a clearance certificate after submission of the six copies of all thesis. University of Nairobi ISO 9001:2008 16 Certified http://www.uonbi.ac.ke

17.  Category C results  The candidate will be required to carry out the revisions within one year from the date of writing to him/her.  A board of examiners shall then be constituted to examine the candidate  And the process starts. University of Nairobi ISO 9001:2008 17 Certified http://www.uonbi.ac.ke

18.  Category D results  The candidate basically fails and can not be awarded the degree on the topic University of Nairobi ISO 9001:2008 18 Certified http://www.uonbi.ac.ke

19.  Where the recommendation of the Board of Examiners is unanimous for the award of the degree and where such unanimity is consistent in all respects with the reports of the examiners and the results of the oral examination, the Director, BPS shall forward such recommendation to the Vice-Chancellor for approval on behalf of the Senate. The University of Nairobi University of Nairobi ISO 9001:2008 19 Certified http://www.uonbi.ac.ke

20.  For those in category A and B the Vice-Chancellor shall, on behalf of Senate, approve the recommendation of BPS for the award of the degree upon which the candidate shall be issued with a letter of award of the degree stating that he/she shall be conferred with the degree in the next graduation ceremony. The results University of Nairobi ISO 9001:2008 20 Certified http://www.uonbi.ac.ke

21.  Examiners delay in submission of the reports  BPS usually gives a reminders after two months  Thereafter two reminders are issued  If the reports are still not coming there usually need to change the EE Challenges University of Nairobi ISO 9001:2008 21 Certified http://www.uonbi.ac.ke

22.  First supervisor should usually be the first internal examiner  Only In exceptional circumstances when the first supervisor is not available should the one of the other supervisors or another academic member of staff should be appointed  The board members can not be changed without the approval of BPS  In the case of PhD the VC approves the changes The Board University of Nairobi ISO 9001:2008 22 Certified http://www.uonbi.ac.ke

23.  Usually BPS requires two weeks to arrange for an oral defense.  Towards the graduation this period is greatly reduced  The dean/director should coordinate with the examiners for a smooth process The timing of oral defense University of Nairobi ISO 9001:2008 23 Certified http://www.uonbi.ac.ke

24.  The consolidated report sometimes takes unnecessary long time to be forwarded  The dean/director should coordinate the finalization of the process The consolidated report University of Nairobi ISO 9001:2008 24 Certified http://www.uonbi.ac.ke

25. THANK YOU The University of Nairobi University of Nairobi ISO 9001:2008 25 Certified http://www.uonbi.ac.ke