Chapter 7: Thesis and examination matters

7.1 Preparation, presentation and submission of doctoral theses

The following guidelines outline the normal practice for the preparation and presentation of doctoral theses. A candidate should seek the approval of the Graduate Research Steering Committee (GRSC) if thesis preparation requires any major departure from these guidelines. Such a request should be supported by a statement from the head of the academic unit.

All candidates are expected to have given a pre-submission seminar at approximately six months prior to the candidature end date (lapsed candidates must also give a pre-submission seminar) and to have completed all coursework and/or training requirements before submission of their thesis.

7.1.1 Length of theses

The word length for a thesis does not include footnotes, references or appendices, nor does it include equations, tables, diagrams or other illustrations. Where it is proposed that a thesis will exceed the specified maximum length, a request must be submitted to GRSC. Requests of this nature must be made well in advance of the thesis being submitted for examination.

7.1.1.1 PhD

It is expected that a PhD thesis generally will not exceed 100,000 words.

7.1.1.2 PhD in the specialty of Visual Arts

Work presented for examination in the PhD (Visual Arts) includes an exhibition and supporting documentation (exegesis) which comments upon the visual work and seeks to explain its contribution to human cultural endeavour and knowledge. The word count for the exegesis will be in the order of 30,000 words excluding bibliography, appendices and interviews. This supporting documentation must include all major and key creative work reproduced by archival quality photocopies or colour photocopies so as to form a full record of the exhibition and visual work presented for examination.

7.1.1.3 PhD in the specialty of Music Composition

The work will take the form of music compositions, a bound critical commentary and concert program notes. The concert program notes must provide evidence that a minimum of 50% of the music submitted in the portfolio has been performed in public concerts. The music compositions are to be submitted in the form of a combination of individually bound musical scores and sound recordings (such as CDs). All materials (musical scores, sound recordings, critical commentary and concert program notes) are to be submitted as a single portfolio.

7.1.1.4 PhD in the specialty of Creative Writing

The work will take the form of a piece of creative writing and accompanying exegesis. The former should make a substantial contribution to culture. The exegesis will involve researching several aspects of the creative writing project, the characteristics of the genre and the contextual framework within which the writing falls. Each component of the work must be no less than 35,000 words, with the overall works being between 75,000–100,000 words.

7.1.1.5 PhD in the specialty of Theatre Performance

Work presented for examination includes an original performance project and a written dissertation. The project will normally be 60–90 minutes in length and the written dissertation 30,000–35,000 words. If the project is a written performance work, it would normally have a projected playing time of 60–90 minutes.

The combined elements should constitute the equivalent of a research submission normally between 80,000 and 100,000 words. Calculations of equivalence are based on the proposal that one minute of actual stage time at this level is equivalent to at least 700 words of dialogue and stage directions. A performance work of 60–90 minutes would thus be equivalent to 40,000–45,000 words.

7.1.1.6 PhD in the specialty of Music Performance

The performance project pursued in a PhD in Music Performance is presented for examination as a live performance of up to approximately 120 minutes of music, which can be made up of both recorded and live performances. However, at least 80 minutes of the submission will be from a final live performance. The critical commentary will be 25,000 - 30,000 words in total. The exegesis will be presented as a bound volume accompanied by the recording (i.e. CD, DVD) of the recorded and live performance. Where the recording cannot be affixed within the covers of the bound exegesis, the various items should be submitted in a folio box.

7.1.1.7 PhD in the specialty of Translation Studies

Candidates will be required to submit a body of translated work together with a critical exegesis. The translation component should be no less than 40,000 words in length and the exegesis no less than 35,000. The total word count for the PhD should be no less than 75,000 words and not exceed 100,000. For the purpose of this degree, piece of translation will be understood to be constituted by:

• a novel or a group of short stories;
• a play or a group of plays;
• a sequence of poems; or
• a portfolio of works of various genres.

The exegesis will be a theoretically informed critical analysis of the translation project and will address methodological and theoretical issues that arise during the translation.

7.1.1.8 PhD in the specialty of Journalism

Candidates will be required to submit a major piece of original journalistic research together with an exegesis (critical commentary) of no more than 100,000 words on the program of research which meets the requirements of the examiners. The research component should be no less than 50,000 words or equivalent and the exegesis no less than 25,000 words. The exegesis should address contextual, methodological and/or theoretical issues related to the themes or issues explored in the journalism project.

7.1.1.9 Doctorate of Psychology (DPsych)/Doctorate of Public Health (DPH) and Doctorate of Public Health (Global Health) (DrPH)

The expected word length for the doctoral thesis is between 60,000 and 70,000 words.

7.1.1.10 Doctor of Juridical Science (SJD)

The expected word length for the SJD thesis is between 50,000 and 55,000 words.

7.1.2 Thesis Preparation

The responsibility for the layout of the thesis and selection of the title rests with the candidate after discussion with the supervisory team. The candidate should state generally in the preface, bibliography and by citation methods appropriate to the discipline the sources of the information and the extent to which the thesis draws on the work of others. Full and appropriate attribution is essential. Candidates should note the Australian Code for the Responsible Conduct of Research statements on ethics and integrity in research. Candidates intending to publish their thesis online in the Monash University Research Repository should ensure they have secured all the necessary copyright permissions. More information is also available in Chapter 6: Intellectual property.

7.1.2.1 Restrictions on thesis content

Except where the Graduate Research Committee in any particular case otherwise determines, a candidate must not present in, or in support of, a thesis any work which:

• the candidate, or any candidate supervised by the candidate, has presented, or is intended to be presented, for an award of Monash University or any other tertiary institution; or
• has been prepared by, or in conjunction with, a person for whom the candidate is, or has been, a supervisor.

7.1.3 Thesis based on published or unpublished papers

For each joint or multi-authored paper that forms part of the thesis, a 'Declaration for Thesis Chapter' must be competed and included in the thesis. The declaration is a statement signed by the candidate and other authors indicating the relative contribution of each to the paper.

In the case of candidates enrolled under standard doctoral (i.e. not staff or MD [unsupervised]) candidature regulations, these papers will have been written up during the course of candidature and will be based upon research undertaken during the course of candidature.

In the case of a candidate considering transferring to Monash University from another institution, and proposing to submit a doctoral thesis by publication utilising work carried out during candidature at that institution, then such work can only be included in a thesis submitted for examination at Monash University subject to:

• it being based upon research undertaken during the course of current candidature;
• it not having been presented for any other degree by the candidate; and
• the completion and inclusion in the thesis of authorship declaration(s) as appropriate.

Where a thesis in part or whole consists of a series of papers that become the central body of the work, a coherent research theme should be established.

For further information please refer to the thesis by publication web page.

7.1.4 Acknowledgement of editing assistance

The Graduate Research Committee has endorsed the Guidelines for Editing Research Theses which form part of the Australian Standards for Editing Practices (revised by the Institute of Professional Editors and approved by the Deans and Directors of Graduate Studies in November 2010).
Where a thesis or dissertation is to have input from a professional editor, the candidate must obtain written permission from the main supervisor for editing. The candidate should supply to the editor a copy of this permission, along with the manuscript.

Professional editorial intervention should be restricted to matters of language, illustrations, completeness and consistency. Where a professional editor provides advice on matters of structure, exemplars only should be given.

Material for editing or proofreading should be submitted in either hard or soft copy. Candidates must then consider whether or not to accept each suggested editorial change.
The name of the editor and a brief description of the service rendered should be included in the acknowledgements or other prefatory matter of the thesis when it is presented for examination. If the professional editor's current or former area of academic specialisation is similar to that of the candidate, this too should be stated in the prefatory matter, as it may suggest to examiners that the editor's advice to the candidate has extended beyond guidance on English expression to affect the substance and structure of the thesis.

Main supervisors are reminded that as part of the 'Statement by Supervisor on Submission of Doctoral Thesis' that they must certify to the best of their knowledge that "any editorial assistance in the writing of the thesis has been appropriately described and acknowledged".

7.1.5 Printing

Reproduction and binding of the thesis copies are the responsibility of the candidate.

For ease of reading it is preferred that the text spacing be double or one-and-a-half spacing, however candidates may choose single spacing. A font not less than 10 points must be used for the main text.

A thesis should be printed on International A4 paper. Both sides of the paper may be used, at the discretion of the candidate. If both sides are used, special care must be taken in the placing of margins.

7.1.6 General formatting

Margins should not be less than 2.5 centimetres on the binding edge and 1.5 centimetres on the other outer edges to allow for binding and trimming.

The thesis should incorporate, in the following order:

• Title page, giving the title of the thesis in full, the names and the degrees of the candidate, the name of the academic unit in which the candidate is enrolled and the date of thesis submission;
• Table of contents;
• Summary (abstract) of not more than 500 words;
• An original, signed statement to the effect that the thesis, except with the Graduate Research Committee’s approval, contains no material which has been accepted for the award of any other degree or diploma in any university or other institution and affirms that to the best of the candidate’s knowledge the thesis contains no material previously published or written by another person, except where due reference is made in the text of the thesis. In the case of PhD staff candidates, MD (unsupervised) candidates, or theses by publication, where the work in the thesis is based on joint research or publications, the statement should indicate this fact and that the relative contributions of the other contributing authors have been disclosed at the commencement of each results chapter in the 'Declaration for Thesis Chapter';
• An acknowledgment of any help given or work carried out by another person or organisation including acknowledgement of professional editing;
• The main text;
• List of references or bibliography; and
• Appendices, if any.

7.1.7 Reference citation

Citation of books should include name(s) of authors (surname and initials); title of book; edition (if relevant); place of publication; publisher and year of publication. Where necessary, the relevant pages should be cited. Citations of articles in periodicals and journals should follow the rules of citation adopted by one or other of the leading journals in the relevant field or discipline. Whichever format is adopted should then be used consistently throughout the thesis.

If a reference has many authors usually only the first is given followed by et al to indicate that there are others.

Entries in the reference list or bibliography should be set out in alphabetical order of the authors’ family names. Candidates may find the following resources helpful:

• Monash University Library - Citing and referencing;
• Style Manual : For Authors Editors & Printers, 6th Edition (AGPS), 2002;
• AusinfoManual for Writers of Research Papers Theses & Dissertations, 7th edition, Turabian K, University of Chicago Press, 2007.

For guides to specific subject areas, inquire either through the appropriate branch library or academic unit.

7.1.8 Diagrams, figures and tables

The following are general suggestions for normal practice:

• Diagrams and figures, etc. should be included at the appropriate place in the text
• Where the thesis is printed on only one side of the page figures should form a right-hand page with the legend either at the bottom or, if necessary, on the page facing the figures
• Figures may be interspersed throughout the text
• Printed graphics must be of photographic resolution and quality
• Tables should be inserted in the appropriate place in the text, except for lengthy or bulky tables which should appear as appendices
• Diagrams, maps, tables, etc. exceeding A4 size should be folded so as to read as a right-hand page when open.

7.1.9 Binding

Theses may be submitted in either hard binding (sewn and bound with stiff covers covered with cloth) or soft thermal binding. The following information must be printed on the spine, irrespective of whether hard binding or soft thermal binding is used (in the case of soft-bound copies, this requires 'perfect binding', i.e. the card cover is wrapped around the thermally bound copy):

• Title of thesis (abbreviated if necessary);
• Family name of candidate (first name is optional);
• The term PhD (or approved abbreviation of professional doctorate , e.g. DPsych/SJD);
• The year of submission; and
• Volume number - if more than one thesis volume.

Inclusion of this information on the front cover is optional.

The candidate must use the name under which they are officially enrolled at the University in the thesis and on all forms and documents submitted to the Monash University Institute of Graduate Research. This name must be the name that features on their birth certificate, passport or other legal document. An alternative name will not be accepted unless an official document such as a deed poll or marriage certificate to prove change of name is provided. The candidate should also ensure that the thesis title on all submission documents is consistent with that printed on the thesis copies, except for any abbreviation made on the thesis cover or spine to ensure best fit. In that case, the full thesis title must feature on all other forms and documents.

When published papers are submitted as additional evidence, they should be bound at the back of the thesis as appendices.

Electronic storage media (CD/DVD) must be inserted inside the back cover of each thesis copy.

Only professional thermal binding is acceptable; loose-leaf, spiral, spring-type or screw-type binder is not acceptable.

Two hard-bound copies must be provided for the award of degree to be ratified.

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