Chapter 3: Conditions of candidature

3.12 Pre-submission seminar

3.12.1 Generic pre-submission seminar requirements

Doctoral candidates are required to give an oral presentation and thesis/exegesis summary at a pre-submission seminar at approximately six months prior to the candidature end date.
Candidates enrolled in the following degrees are exempt from this requirement:

Candidates enrolled in a degree with coursework and training are required to successfully complete all coursework and components of their Graduate Research Individual Skills Training Plan prior to the pre submission seminar and to submit the completed plan signed by the main supervisor and Program Director

The candidate is required to present a public seminar to a critical audience which includes a designated review panel. The seminar should provide a summary of the thesis structure and findings and describe, in greater detail, at least one element of the research. The presentation should normally be followed by time for open questions. Time for feedback should be provided by the review panel in a closed session.

The candidate is required to submit a thesis summary and chapter outline, together with the completed Graduate Research Individual Skills Training Plan, to the review panel one week prior to the seminar. The thesis summary should provide a brief overview of the research project and the main findings and a more detailed explanation of the research element presented at the seminar. The written submission should not exceed 3000 words unless otherwise specified by faculty-specific pre-submission seminar requirements as outlined in Appendix J.

3.12.2 The review panel

3.12.2.1 Composition of the review panel

The review panel must comprise at least three members and include the main supervisor and another staff member with experience in research training. Panel members should be at least broadly knowledgeable about the field of research but are not required to be expert in the topic or to have read a full draft of the thesis. The convenor of the panel should be a senior member of Monash University’s academic staff (but not a supervisor of the candidate) who has extensive experience in supervising doctoral candidates.

Whilst it is preferable that the same review panel oversees the three milestone events for each candidature, i.e. confirmation of candidature, mid-candidature review and pre-submission seminar, it is acknowledged that this may be difficult to achieve. It is recommended that one member from a previous panel, other than the supervisor, should be involved with subsequent events. 

Academic units are encouraged to consider the inclusion of external members on the pre-submission seminar review panels. These may be drawn from other academic units of Monash University or any other suitable tertiary institution or research organisation.

3.12.2.2 Role of the review panel

The review panel’s role is to provide general feedback on the material presented to them. The panel must discuss both the written submission and oral presentation with the candidate and provide critical feedback to the candidate on the strengths and weaknesses of the work presented and the delivery of the presentation. The panel should also make any appropriate recommendations to assist the preparation of the thesis for submission and the candidate should be encouraged to consider incorporating these recommendations into their thesis.

The panel should also confirm the completion of all research coursework and research skills training requirements and ratify the completion of any research skills training units.

3.12.2.3 Review report

The convenor of the panel is required to complete a short pre-submission seminar report which must be provided to the candidate as soon as possible following the seminar. The candidate must be given the opportunity to discuss this report with the convenor if they so wish.

The report must be kept on record within the academic unit and should, preferably, be submitted to the faculty in order for it to be placed on the candidate’s file.

If required, a Pre-Submission Seminar Template is available for use by the review panel.

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