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D e a n s h i p o f
Postgraduate Studies
Sultan Qaboos University

Supervision Guide
(Postgraduate Students)
 Contents

1 Preface 4
2 Whom to Contact 5
Write-up Stage and Responsibilities
3 of Thesis Committee 6
4 Responsibilities of Students 16
5 Conclusion 17

Deanship of Postgraduate Studies

w w w. s q u . e d u . o m / p s
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1 Preface
At Sultan Qaboos University, PhD programs and some master’s programs require
2 Whom to Contact
doing research and writing theses. Therefore, supervision, whereby one or more faculty
members takes responsibility for developing the research skills of postgraduate students
and helping them complete their degrees, is considered an integral part of the requirement. The body responsible for ensuring that postgraduate
Due to the necessity of forming healthy and interactive relationships between the students meet thesis requirements starting from the
postgraduate student and their supervisor on one hand, and the postgraduate student Deanship of
formation of the supervisory committee through
and their committee on the other, the Deanship of Postgraduate Studies has prepared Postgraduate Studies to the selection of the examination committee and
this supervision guide. external examiners and submission of the final
copies of the thesis.
The guide aims at providing guidelines and advice which can contribute to effective
and mutually-beneficial supervision. It also includes clarification on the responsibilities
of various bodies during the supervision period in order to ensure that postgraduate College assistant dean for postgraduate studies and
Assistant Dean
students enjoy the best possible supervision and form healthy and interactive relationships research.
with thier supervisor and supervisory committee.
It goes without saying that proper supervision pushes the student towards realizing their A faculty member in the department to which
research abilities. It also helps create a supportive environment to enable the student to
the student belongs. The program coordinator
learn more about research methodologies and values while also enhancing discipline. Program Coordinator
Overall, supervision leads to producing a high quality thesis which benefits the student, coordinates matters relevant to the program’s
the university, and even the local community and Omani society at large. Therefore, a requirements and student advising.
good supervisor is like a captain that sails with the student throughout the journey in the
program. The supervisor is equipped with a clear vision of the program’s requirements,
regulations and procedures and the ability to solve emerging problems clearly and open- A faculty member who supervises the student
Main Supervisor
mindedly. during the thesis stage.

Good supervision is a shared responsibility which greatly depends on interactive and

effective communication between the student and the supervisor and the extent to which
each understands and accepts their roles and responsibilities. It also means commitment A committee composed of the main supervisor,
to reaching common goals. Thesis Committee/
a co-supervisor and one or more PhD holders
Supervisory Committee
The department to which the postgraduate student belongs plays a vital role in ensuring according to the nature of the program.
clarity, transparency and commitment to the academic regulations and professional
standards of its postgraduate programs. Some of the roles played by the department are
admission of postgraduate students based on transparent and clear approved standards,
the formation of supervisory committees, and ensuring effective academic supervision.
The deanship hopes that the postgraduate student and supervisory committee refer to
this supervision guide as it clearly identifies the people and bodies in charge of supervision
and their responsibilities during every phase of supervision. It also helps postgraduate
4 students learn more about crucial aspects of each stage and handle challenges that may 5
hinder them from achieving their degree.
3 Write-up Stage and Responsibilities
of Thesis Committee

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• Submit thesis copies at least two weeks
Academic Supervision Thesis Preparation for Defense before defense.
• Assist the student to find a topic.
• Fill out thesis readiness form.
• Advise the student to find references.
• Discuss proposed research methodology. • Ask questions.
Thesis Registration Defense • Give comments.
• Establish an outline for thesis completion. • Guide students to incorporate comments
into the final version.
Proposal Completion of Graduation • Ensure comments are incorporated.
Requirements • Inform the deanship that degree
requirements are completed.

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• Give feedback on the topic background,
First Seminar objectives and proposed methodology.
“Flow Chart of the Stages and Committee’s Responsibilities”
• Evaluate the student’s readiness to conduct
Preliminary Oral Examination the proposed study.
for PhD Students • Direct the student towards references and
research methodology.

Second Seminar
• Give comments about the research results.
• Decide on a date to submit the thesis to the
thesis committee.
 Advising and Supervision Master’s Supervision
The program coordinator will assist the student in choosing a thesis
committee, and in obtaining the approval of the committee from the
department’s board. The thesis committee is composed of a supervisor,
The faculty member and students are collectively responsible for the co-supervisor and one or two members.
success of advising. Both are given a set of responsibilities to ensure a
healthy and interactive relation full of mutual respect which ultimately
Responsibilities of the Thesis Committee
reflects positively on the student’s study and results in effective completion
a. Develop student research and reporting abilities.
of the research within the specified time.
b. Help students to identify a viable research topic and guide them to
Below we identify the bodies responsible for advising and supervising
references and sources which enable them to complete their research.
and their diverse roles.
c. Be available during the hours specified for supervision.
d. Read chapters and work done by the students and provide them
Program Coordinator with comments and constructive feedback which guarantee the
Each postgraduate program will have a coordinator to help students with completion of the research in the best form possible and in a timely
the following: manner.
a. Orient students to the Postgraduate Academic Regulations. e. Give necessary suggestions to solve any problem faced by students
b. Advise and assist students. during the write-up phase of the research.
c. Follow up with the students’ degree plan requirements. f. Continue the supervision process until an official letter is issued by
d. Ensure students register in their courses every semester. the Deanship announcing the end of supervision.
e. Be available during the hours specified for advising. g. Inform students about their unavailability when attending conferences
or going on official trips and coordinate with them about means of
Doctoral Supervision communication while away so that their absence does not have a
Upon admission into the doctoral program by thesis option, the program negative impact of the supervision process.
coordinator shall form a thesis committee for the student. Like students h. Include the student’s name as a researcher and/or author in the
admitted into the doctoral program by coursework and thesis, a thesis scientific papers they publish when the paper relates to the student’s
committee must be formed in the final semester of their coursework. The thesis.
committee is then approved by the department board. The thesis committee i. Do not assign the students work outside the scope of their research
consists of a Supervisor, Co-Supervisor and one or two faculty members. project.
j. Follow up with students to ensure registration for thesis in every
semester until graduation.
k. Do not interfere with the student’s personal or private affairs.
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 Thesis Registration Master’s:

a. The thesis need not be entirely original research

b. It should be an innovative application of ideas.
Below are necessary alerts when registering for the thesis: c. It is a culmination of the student’s efforts, and, not a mere copy of a
previous study.
a. The student must register in each semester during the official
d. The topic should be ethically-sound and should not violate people’s
registration period, from admission to graduation.
rights.
b. The student who has registered for the thesis must submit a progress
report in order to be able to register again for the thesis in subsequent
Doctorate
semesters.
The student is required to conduct significant and original research,
c. The student and the supervisor must sign the progress report.
demonstrate competence to implement sound methodology, and
d. Master’s student may register for thesis after completing at least 12 conduct research independently. The thesis should contribute to the
credits. scientific field by making a contribution to knowledge in the student’s
specified area.

Thesis Proposal
Seminars
The student seeks advise from the thesis committee, more specifically
from the supervisor, to produce a proposal based on the program’s
Students enrolled in a program requiring a thesis must give two
requirements. Below are the main points that the student must consider
seminars during their course which should be scheduled as part of
during the proposal phase:
their respective department’s seminars. These will enable students to
receive constructive feedback from faculty and students, and will also
help them to develop their argumentation and presentation skills.

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 First Seminar
The first seminar should cover the background, objectives Second Seminar
and methodology of the research. The Assistant Dean will
notify the Dean that this requirement has been fulfilled.

A. Doctoral Programs The second seminar should be held before the thesis defense for doctoral
The first seminar for doctoral degrees must be held after the and master’s programs. It should include a summary of the research and
first semester of thesis registration and before the end of the the main findings. The Assistant Dean will notify the Dean that this
second semester. requirement has been fulfilled.

B. Master’s Programs
The first seminar for master’s programs must be held before
the end of the first semester of thesis registration.

Thesis Defense Session

Preliminary Oral Examination
Involvement in the thesis defense is limited to members of the Thesis
Examining Committee. Members of the Thesis Committee may attend
the defense, which includes the following procedures:
A student enrolled in a doctoral by thesis program must sit for a
preliminary thesis examination at the end of the third semester. Based a. Preliminary Session: The Examining Committee goes briefly over
on the student’s research proposal, the examination is intended to the Thesis Report Forms before the candidate is invited into the
assess the student’s readiness to engage in the proposed research. room.
The preliminary oral examination is assessed by the thesis committee
and an external examiner nominated by the HoD. The examination is b. Thesis Presentation: A presentation, not exceeding half an hour, is
chaired by the HoD or a delegate. The committee assigns the student made, covering the thesis objectives and major findings.
either a “pass” or “no pass” result. The college reports the results of c. Question Session: The Chair regulates the time so that the whole
the examination to the deanship. The relevant department may give process should not exceed three hours. At the end of the question
those who fail in the examination another attempt to take it provided session, the student is requested to leave the room.
that the repeat is within a semester. However, failure in the repeat
12 attempt will result in withdrawal from the program. 13
 d. Decision Session: The Defense Committee decides by majority vote Master’s Programs
to place the thesis in one of four categories: A master’s degree will be conferred on students fulfilling the
following conditions:
1. “pass”
2. “pass pending minor revisions” 1. Completion of all degree requirements.
3. “deferred pending major revisions” 2. Enrollment in the program for no less than two academic
semesters.
4. “no pass”
3. Achieving a minimum cumulative GPA of 3.00.
Letter grades with numerical values apply to the thesis by coursework
4. Submitting the final approved version of the thesis along with the
and thesis option (Please refer to the Postgraduate Academic Regulations required copies (if this is required by the program).
for details). 5. Passing the comprehensive examination (if this is required by the
program).
6. Obtaining clearance of all debts to the university.
7. A postgraduate diploma may be awarded to anyone who
withdraws from the master’s program after completion of 21
Graduation credits with a minimum cumulative GPA of 2.75.

Doctoral Programs
A doctoral degree will be conferred on students fulfilling the following
conditions:
1. Completion of all degree requirements.
2. Enrollment in the program for not less than three academic years.
3. Publishing a paper, or receiving acceptance for publication, in a
specialized, peer-refereed journal.
4. Presenting a paper at an international scientific conference for the
doctoral program by thesis.
5. Submitting the final approved version of the thesis along with the
required copies.
6. Obtaining clearance of all debts to the university.
7. A master’s degree in the same specialization may be awarded to a
14 student who withdraws from the doctorate by coursework and thesis
program, after completion of 36 credits with a minimum cumulative
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GPA of 3.00.
4 Responsibilities of the Student 5 Conclusion

It is the student’s responsibility to fully understand the rules and

regulations regarding the degree requirements as well as all other
academic regulations. Ignorance of these rules and regulations does The Deanship of Postgraduate Studies has prepared this guide to
not constitute grounds for waiving or breaching them. Below are the ensure that the postgraduate supervision process at the university
main responsibilities of the student: goes smoothly, and that every one responsible for supervision
1. Adhere to the Postgraduate Academic Regulations and the is aware of their responsibilities. This will hopefully result in
decisions issued by the concerned bodies of the university. effective and beneficial supervision. For more information,
please refer to the Postgraduate Academic Regulations, or visit
2. Respect the supervisor and take into account their teaching and the deanship’s website at:
administrative commitments.
www.squ.edu.pm/ps
3. Respect the established time schedules for the research phases and
accomplish the required tasks in the agreed upon time.

4. Follow their supervisors’ advice and incorporate their comments.

5. Attend the agreed upon supervision hours.

6. Maintain contact with the supervisor and keep the supervisor

informed about the progress made at all research phases.

7. Acknowledge the contributions of the supervisor or any member

of the thesis committee in the scientific papers they publish.

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