Application Procedure, Registration and Maintaining Active Status of Candidacy

These By-Laws shall be cited as the Research Higher Degrees By-Laws No. 01 of 2016. Subject to these By-Laws a person may be awarded the Master of Philosophy or Doctor of Philosophy (hereinafter referred to as the MPhil or PhD respectively) by the Faculty of Graduate Studies (FGS) of the Sabaragamuwa University of Sri Lanka (SUSL) if he/she has:

a. been a registered student of the University for the period prescribed by these By-Laws;

b. thereafter pursued the programme of study of the university as prescribed by these By-Laws, and other regulations and rules of the University;

c. satisfied the examiners of the MPhil or PhD by successfully completing a research and submitted and defended a thesis/dissertation on a topic approved by the senate;

d. paid such registration, tuition, supervision, and examination and other fees as may be payable by him/her to the University; and

e. fulfilled all other requirements prescribed by these By-Laws and the Regulations and Rules of the University.

1. Eligibility Requirement

1.1 Minimum admission requirement: MPhil

a. A Bachelor’s Honours degree of Level 6 with a minimum of 30 credits in the relevant field; or

b. A Bachelor’s Honours degree of Level 6 with a minimum of 30 credits in a related field and successful completion of a qualifying examination; or

c. A Bachelor’s degree of level 5 with a minimum GPA of 3 in the scale of 0-4 and successful completion of a qualifying examination which will be conducted after completion of 30 credits equivalent to SLQF 6 in the same or related field; or

d. A qualification of SLQF levels 7 or above in the relevant field; or

e. Completion of NVQ Level 7 with a minimum GPA of 3.0 in a scale of 0-4 and successful completion of a qualifying examination equivalent to SLQF level 6 or 7, as determined by the Senate of the University, may also be considered for admission to SLQF level 11 in that field of specialization; and

f. Good working knowledge of English is required, if the candidate wants to select English as the medium of instruction and they must satisfy the University that they have comprehensive competencies in the four English language skills, viz. Listening comprehension; speaking comprehension; and structure and written English.

1.2 Minimum admission requirements: PhD

a. A Master of Philosophy Degree; or

b. A Master’s Degree; or

c. A Bachelor’s Honours Degree of Level 6 with a minimum GPA of 3.0 at a scale of 0-4, with or without a qualifying examination as determined by the Senate of the University; or

d. A holder of Bachelor’s Degree Honours of Level 6 who has registered to follow a MPhil degree may be upgraded to PhD level after a minimum period of one year provided that his/her research competencies are of exceptional merit; or

e. A Bachelor’s Degree of level 5 with a minimum GPA of 3.0 in the scale of 0-4 and successful completion of a qualifying examination which will be conducted after completion of 30 credits equivalent to SLQF 6 in the same or related field and register to follow an MPhil degree may be upgraded to PhD level after a minimum period of one year provided that his/her research competencies are of exceptional merit; and

f. Good working knowledge of English is required, if the candidate wants to select English as the medium of instruction and they must satisfy the University that they have comprehensive competencies in the four English language skills, viz. Listening comprehension; speaking comprehension; and structure and written English.

1.3 Except where the FGS has given permission for direct registration for the PhD degree, each candidate shall initially register for an MPhil. Such a candidate shall not be examined for a PhD unless he/she has been upgraded in accordance with regulations specified in these By-Laws.

1.4 The FGS reserves the right to offer the candidature to any candidate applied for enrolment.

2. Admission Process

2.1 Under the general admission, prospective candidates can submit their applications at any time. However, the in-take for both programmes of study is twice a year which falls in February and September in each year.

2.2 Under the special admission, candidates who have already with approved research grants from any local or foreign grantor to follow a Research Higher Degree leading to MPhil or PhD can process their application at any time of the year.

2.3 Application for registration for the MPhil or PhD shall be invited by advertisement either in the printed/electronic media and/or FGS, SUSL web portal (www.fgs-susl.edu.lk).

2.4 A person who wishes to become a candidate for the MPhil or PhD shall make an application by online.

2.5 The application shall be on the prescribed form (RD-01 Form) which provides the relevant information he/she may be required to submit, including his/her qualifications for undertaking the course of study. Admissions can be assessed with scanned documents but candidates are required to produce original documents at the time of registration.

2.6 Information required for application: Candidates are required to submit the following to the FGS as part of the application process:

2.6.1 A proposal of the intended MPhil or PhD research according to the given format by the FGS that explains the research problem and identification in the context of relevant literature which clearly demonstrates the objectives of the study and how these will add to academic knowledge/fill a gap/void/hiatus in academic understanding. Candidates should also include in this an outline of the methodology, they would employ to gather and analyse the data necessary for the completion of the research (PART A of RD-02 Form);

2.6.2 The procureability of funding to cover the cost of enrolling in the programme, and the costs associated with data collection, data analysis, laboratory expenses including hiring/purchasing of instruments and chemicals, should be included in the proposal as applicable (PART B of RD-02 Form);

2.6.3 An outline of the proposed timetable for completing the MPhil/PhD (PART C of RD-02 Form);

2.6.4 Two reference reports (at least one from a referee in the relevant discipline or both). As per the information provided by the applicant, the FGS will take steps to obtain reference reports from both referees (RD-03 Form);

2.6.5 Letter from the employer stating his/her consent for the candidate to follow the respective research degree either on a full-time or part-time basis;

2.6.6 The academic transcripts of degree(s) received and forwarded through the relevant institution;

2.6.7 Certified copy of the English translation of the Birth Certificate; and

2.6.8 Four (4) colour photographs of passport size on white background, if the candidate is permitted to enrol.

2.7 The FGS will assist the candidates to communicate with their potential supervisors. Alternatively, prospective candidates can propose name(s) of supervisor(s). The FGS will only consider the applications once both parties (supervisor and supervisee) have reached a mutual agreement on the proposed research area.

2.8 Application received by the FGS shall be referred to the Coordinator of the respective programme. The Coordinator, having examined the application for necessary initial qualifications, shall call the qualified candidates for an interview, on which selection may be made. A selection test may be held, if necessary, prior to the interview, if the number of applicants is in excess of the number of placements available in the given year. The final list of the candidates to be enrolled shall be recommended to the Senate for approval through the Board of Graduate Studies of the FGS by the respective Board of Study.

2.9 A placement letter will be issued to candidates by the Dean if the evaluation of the application and the proposal is successful.

3. Registration

3.1 Registration of new candidates: New candidates must register within the first two (02) weeks of the commencement of the semester by paying the relevant fees. Candidates who fail to register during this specified period without prior approval of the FGS shall be deemed to have rejected the offer. Except where the FGS has given permission for direct registration for the PhD degree, each candidate shall initially register for an MPhil. Such a candidate shall not be examined for a PhD unless he/she has been upgraded in accordance with regulations specified in these By-Laws.

3.2 The First Period of Registration: The effective or first period of registration is counted from the date of commencement of the course (hereafter referred to as first period of registration) corresponding to the initial registration. Any registration after the lapse of the first period of registration shall be extended.

3.3 Renewal of Registration: The registration for a research higher degree shall be deemed to have lapsed at the expiry of its period of validity of the first period of registration. A candidate, whose registration has so lapsed may re-new the registration for a further period, provided that FGS considers him/her as eligible for such extension for registration. This is subject to the levying of a fee.

3.4 Maintaining of Registration: It shall be obligatory for each candidate to renew the registration every semester until the completion of the programme of study and he/she must register within the first two (02) weeks of the commencement of every semester. Each candidate must use the prescribed form (RD-04 Form) to submit his/her application for renewal of registration together with the progress report of the semester under review duly endorsed by the principal supervisor. Candidates who do not register within the stipulated time without prior approval from the FGS to defer registration, are inclined to have their studies terminated.

3.5 Withdrawal from a Programme: A candidate wishing to withdraw from the programme for which he/she has been registered should do so in writing to the Dean. In case of such withdrawals, adjustments of fees and refunds, if any, will be made in accordance with the rules and regulations of the FGS.

3.6 Re-admission: A candidate who fails to maintain his/her registration shall be deemed to have withdrawn from the selected programme of study. If he/she wishes to re-enter the programme, he/she must apply for re- admission in accordance with the regulations applicable in force at that time. However, there is no guarantee of re-admission. The procedure for re- admission shall be the same as for initial registration, including the payment of all the prescribed fees.

3.7 Cancellation of Registration: A registration may be cancelled by the FGS on the recommendation of the relevant Board of Study for the following reasons: non-fulfilment of the assessment requirements, prolonged inactivity, non-completion within specific period allowed for MPhil and PhD programmes, non-payment of prescribed fees within the prescribed period, failure to submit progress reports, non-adherence to rules and regulations of the FGS and unsatisfactory academic progress.

3.8 Registration after Submission of Dissertation/Thesis: Candidates, who have submitted their dissertations/theses in the current semester of study, must register in the following semester but no fees will be charged until the examination of the dissertation/thesis is completed.

3.9 Concurrence Registration in other Institutions of Higher Learning: Candidates, who have registered in this University, whether on a full- time or part-time basis, will not be allowed to register for a programme of study in a similar level of study in another institution of higher learning, locally or overseas. Candidates, who register for a programme of study in another local or foreign institution of higher learning, would cause their candidature in this University terminated subject to non-refunding of the fees already being paid.

4. Period of Study

4.1 Master of Philosophy (MPhil)

4.1.1 The minimum period of full-time study is four (4) semesters which can be extended up to another two (2) semesters.

4.1.2 The minimum period of part-time study is six (6) semesters which can be extended up to another two (2) semesters.

4.1.3 The minimum period of full- part-time study is effective from the date of First Registration.

4.2 Doctor of Philosophy (PhD)

4.2.1The minimum period of full-time study is six (6) semesters which can be extended up to another four (4) semesters.

4.2.2 The minimum period of part-time study is nine (9) semesters which can be extended up to another four (4) semesters.

4.2.3 The minimum period of full- part-time study is effective from the date of First Registration.

4.3 Request for an Extension: A candidate may normally submit a request for extension of registration by the end of the penultimate semester of his/her First Period of Registration. An extension to the above period of study can be granted only on reasonable grounds but not exceeding two (2) semesters. If granted, no further extensions will be permitted, unless under exceptional circumstances.

5. Deferment of Study

5.1 Applicability of deferment: A programme must be followed continuously except by permission of the Dean, FGS. Candidates who want to defer their studies must apply in advance for permission to do so and provide the appropriate documentary evidence. Retrospective interruptions will not normally be approved. Where the FGS has permitted a candidate to defer his/her studies must pay a deferment fee. No registration or tuition fee will be applicable for the period of deferment.

5.2 Candidates who have registered: Candidates who have been accepted into a programme of study can opt to defer their registration by paying all the relevant fees and sending in a written application to the Dean (RD-12 Form). The period of deferment cannot exceed two (2) Semesters. The placement offered will be cancelled after this period, if the candidate is unable to continue his/her studies. Fees paid are non-refundable in such instances.

5.3 Candidates who have already started their studies: Candidates who have already started studies as graduate candidates can request to defer their programme of study by sending a written application providing reasonable grounds to the Dean (RD-05 Form). Deferment can be allowed for a period of not less than one (1) semester but not exceeding four (4) semesters during the entire duration of study. The period of deferment will not be computed as part of the period of study. Deferment will not normally be allowed within the first year of study effective from the initial registration.

5.4 Status after deferment: Candidates who have been allowed to defer their period of study will not be deemed as registered candidates of this University and as such, are not eligible to use any of the facilities accorded to registered candidates, except to seek advice on the recommencement of studies.

6. Payments

6.1 Payments at the time of registration: On acceptance of a candidate to register for a programme he/she shall forthwith pay the prescribed registration and/or tuition fees together with any other initial payments applicable to the respective programme, to the University in order to register for a research higher degree.

6.2 Payments during the candidature: All fees must be paid within stipulated times as applicable. Candidates who fail to pay the fees will be barred from registering for the programme in the next semester and can have their studies terminated. Additional fees must be paid by candidates who are required to make major corrections in their dissertations/theses, if the re-examination is required. The period allowed for re-submission in such cases are not less than three (03) months but not more than six (06) months after the viva. The candidates will need to request re-registration from the FGS.

7. Refund Policy

Note: Fees applicable in examination matters, deferment, and extension of registration are non-refundable.

8. Supervision

8.1 Principal supervisor: Each candidate is entitled to get a principal supervisor assigned for guidance who has knowledge of the candidate's subject area and theoretical approach; is a permanent member of the academic staff and usually assigned for the duration of a student's programme; has no more than six primary supervisees. When a co- supervisor is appointed, the principal supervisor will bear the greater responsibility of supervising whilst the co-supervisor will assist the principal supervisor.

8.2 Additional supervision: Each candidate will normally have additional supervision in the form of co or joint supervision which includes supervision across Departments in the University or team supervision.

8.3 External supervision: In exceptional circumstances, external (to the University) supervision may be permitted. Such supervision will be undertaken by an academic staff member of another university or any other individual appointed by the Senate on the recommendation of the Board of Graduate Studies. The respective Board of Study determines such arrangements, and liaises with the FGS in making the appointments.

8.4 Availability of supervisors: Full-time candidates have the right to see their supervisor at least three times a term in the first year and twice a term thereafter. Part-time candidates have the right to see their supervisor at least twice a term in the first year and once a term thereafter.

8.5 Appointing supervisors and co-supervisors: The names of supervisors and co-supervisors will be approved by the Senate on the recommendation of the Board of Study and the Board of Graduate Studies respectively. The letter of appointment will be issued to supervisors and co-supervisors by the Dean after obtaining Senate approval.

8.6 Roles and responsibilities of the supervisor: It is the responsibility of the supervisor to guide the students on the path to excellence and inculcate in them the importance of ethical conduct as well as significance of student integrity, especially the need to abstain from unethical conduct in its varied forms ─ falsification, fabrication, failure to give credit and plagiarism. It also needs to be noted that research supervision is a specialist and intensive form of teaching. At the same time it recognises that the supervision of research is an advancing process where there is an incremental transition from teacher to facilitator. The supervisor should not only have regular meetings with students (individually as well as in a group) but should also maintain records of such meetings. Providing feedback to students is a principal task of the supervisor.

9. Changing of Supervisors

9.1 If the initial allocation of supervisor is found to be inappropriate or under exceptional and reasonable circumstances, the Dean may agree to change a supervisor on a request made by the candidate or the supervisor. However, a change of supervisor cannot be guaranteed, nor is it possible to guarantee the appointment of a particular academic as supervisor. However, the consent of the present supervisor should be taken (or the supervisor should be informed).

9.2 If for any reason the supervisor or the co-supervisor (if any) cannot fulfil their obligations, the Dean is bound to appoint another academic staff member as supervisor for a period deemed as appropriate.

10. Studying Away from the FGS

10.1 All candidates are required to be in regular attendance at the FGS for the purpose of attending courses, supervision and seminars specified by the respective programme. In exceptional circumstances the FGS may permit a student to reside outside Sri Lanka during his/her period of registration.

10.2 Candidates must submit progress reports periodically as required by FGS, even if they are studying outside the country.

11. Procedure for Upgrading to PhD

11.1 On the request of the candidate, the FGS will decide whether or not to upgrade a candidate from an MPhil to the PhD programme after a formal review.

11.2. The request for upgrading from an MPhil to PhD is possible in advance between 12-18 months ahead from the date of initial registration. For Part-time candidates, the request should be made between 24-30 months.

11.3 Transfer of registration must be recommended by the upgrade review panel set up by the FGS. This panel comprises the Dean (Chair) or a Senior Fellow appointed by the Dean, Dean of the respective Faculty, at least one external resource person who is an expert in the relevant field of study, at least one Senior Fellow of the respective Faculty and the Coordinator of the Programme.

11.4 The upgrading process starts with the formal request made by the candidate (RD-06 Form). The process of upgrading should include a self-assessment by the candidate supported by a report and recommendation by the principal supervisor and the co-supervisor (if any) on the candidate’s performance. This report must be submitted to the FGS in advance of the viva voce for upgrading using the prescribed form (RD-07 Form). This report will be assessed by an examiner, either internal or external appointed by the FGS.

11.5 Self-assessment should include a report, prepared in consultation with the supervisor(s) on work conducted so far and future plan for studies leading to the PhD. The length of this report should be of 8,000-10,000 words and it should cover the following components.

a. Introduction giving the context of the work

b. Research problem

c. Research questions and/or hypothesis(es)

d. Literature review

e. Methodology employed

f. A substantial piece of work to satisfy thesis objectives

g. Plan and timetable for the remainder of the work

h. References and Bibliography

i. Other information (if relevant)

j. Annexes (if required)

11.6 In addition, the candidate must provide a separate document with substantial evidence of past and present research experience and publications.

11.7 A viva voce examination is conducted by the upgrade panel to arrive at the final decision. The purpose of this examination is to assess the candidate’s progress and ability to complete his/her PhD programme within a reasonable time frame.

11.8 The upgrade panel should consider in the assessment the criteria given below. The assessment should not be confined only to the research material presented by the candidate but should also consider the candidate’s demonstrable academic and generic skills. A candidate should only be upgraded to PhD status if he/she meets the following criteria:

a. Commitment and resoluteness of purpose to pursuing research at FGS, SUSL leading to PhD degree;

b. Performs satisfactory progress in undertaking research;

c. Ability to formulate a viable hypothesis or research question that could be empirically tested or examined within the normal time frame of the PhD programme;

d. Possessing satisfactory technical and generic skills required for completing the PhD successfully;

e. Formulation of a viable plan for the research work; and

f. High language proficiency, both written and spoken.

11.9 The purpose of the viva voce examination is to ascertain, in conjunction with the candidate’s upgrade report, self-assessment report and the report by the principal supervisor, that the criteria (mentioned above) have been met. The viva voce examination also provides an opportunity for the candidate to discuss and defend his/her ideas.

11.10 A joint report on the outcome should be signed and submitted by the Chair of the upgrade panel to the Senate through the Board of Study and the Board of Graduate Studies respectively. This report should be copied to the candidate and supervisor(s). The candidate should also be given a written feedback on the outcome as soon as possible, after the viva voce examination.

11.11 Candidates may either be upgraded on the first attempt or, if unsuccessful, be referred for a second attempt within the time frame indicated above. Candidates who fail on the first attempt must be given specific written instructions to improve for the second attempt. In some instances, a candidate may be referred to resubmit the written work only, without the need for a second viva voce examination.

11.12 It is essential that at the very outset the candidate is familiarised with the potential outcomes of the process, including the procedure to be followed after a failure in the first attempt and the potential outcomes of failure at the second attempt. The following are the potential outcomes of the upgrade review process:

11.12.1 Potential outcomes of first attempt:

a. Candidate is recommended for upgrade to PhD status;

b. Candidate is referred to a specific date, with specific criteria to meet, for a second attempt without the need for a second viva; or

c. Candidate is referred to a specific date, with specific criteria to meet, for a second attempt with the need for a second viva.

11.12.2 Potential outcomes of second attempt:

a. Candidate is recommended for upgrade to PhD status;

b. Candidate is not recommended for upgrade and remains registered for the MPhil.

11.13 It should be made clear that a second failed attempt at upgrade will mean that the candidate will remain registered with an MPhil status. This may lead to the submission of a dissertation for the MPhil which must be done in accordance with these By-Laws. It is not the role of the upgrade panel to determine, at that stage, if the student’s work is appropriate for submission for the MPhil degree.

11.14 It is also not the role of the upgrade panel to consider action to deregister candidates who are deemed academically insufficient. Evidence from the upgrade process, however, may be used in subsequent academic insufficiency proceedings implemented by the FGS.

12. Plagiarism and Other Examination Offences

12.1 Candidates must make themselves familiar with the university regulations on student integrity ─ plagiarism and other examination offences.

12.2 The FGS reserves the right to submit any part of a dissertation/thesis to any plagiarism detected software or to take any other steps appropriate to identify plagiarism. The acceptable range of Similarity Index is up to 20 percent.

13. Research Ethics Clearance

13.1 A candidate must ensure his/her research acquiesces with the University research ethics policy. Thus, candidate must obtain clearance (prior to data collection by submitting a copy of the proposal including a description of data collection process and instruments using the form RD- 08 Form) formally from the University Research Ethics Committee and include such declaration in their dissertation/thesis.

14. Medium of Instruction, Examination and Communication

14.1 The medium of instruction and examination shall be either Sinhala or English. Tamil is for Tamil Language Studies only and the medium of all communication shall be English.

14.2 Once the medium of instruction and examination is selected candidates are required to undertake all the assessments under the same medium. Under no circumstances are they allowed to change.

15 Termination of Study

15.1 If a candidate obtains an unsatisfactory academic report or has violated the University rules and regulations or has not been able to complete studies within the given period of time, the Dean can make a recommendation to the Senate through the Board of Graduate Studies to have his/her study terminated.

PART II

Boards of Study and Areas of Concentration

16. Boards of Study of the Faculty of Graduate Studies

16.1 Board of Study of Agricultural Sciences

16.2 Board of Study of Computing and Information Systems

16.3 Board of Study of Geomatics

16.4 Board of Study of Humanities

16.5 Board of Study of Management

16.6 Board of Study of Physical & Natural Sciences

16.7 Board of Study of Social Sciences

16.8 Board of Study of Sports Science & Physical Education

17. Composition of the Board of Study

17.1 Each Board of Study is comprised of the minimum of five academic staff members from the relevant or related field including the following members: Chairperson; Secretary; and Coordinators of taught programmes and research higher degree programme.

18. Areas of Concentration

18.1 Areas of concentration are subject to change depending on the availability of expertise in the University.

18.2 Prospective candidates are advised to consult the Chairperson or Secretary of their proposed enrolling Board of Study to discuss opportunities available for multidisciplinary studies.

PART III

Scheme of Evaluation and Completion of Study

19. General Conditions

19.1 A candidate may not be evaluated unless he/she has duly registered as an MPhil or PhD candidate as from the commencement of the academic year/semester as well as satisfied the requirements such as attendance at lectures, seminars, progress reviews etc. as prescribed by the FGS from time to time.

19.2 All rules relating to the examination procedure, offences and punishment, apply to, or in relation to, all assessments of the research degrees.

19.3 Rules relating to assignments/tests and the dissertation/thesis shall be announced with the concurrence of the Board of Study and Board of Graduate Studies, FGS from time to time. Such rules shall not be changed or revoked unless decided by the Boards of Study and the Board of Graduate Studies and approved by the Senate.

20. Research Proposal Submission and Proposal Defence

20.1Candidates are expected to work with their supervisors to prepare for the defence of the research proposal. This should be done within 12 months for full-time and 18 months for part-time candidates from the date of the first registration.

20.2 Once the proposal is ready for presentation, the candidate is required to complete the Intent to Submit Proposal form at least one (01) month in advance (RD-09 Form). This has to be submitted through the principal supervisor. The proposal is defended to obtain feedback from other academics.

20.3 The candidate can proceed with his/her research only after the Defence Panel is satisfied that the research fulfils the MPhil or PhD requirements and any changes are duly made in the proposal.

21. Reporting the Progress of the Research Work

21.1 Candidates will be evaluated every semester based on the progress of research work during each semester.

21.2 Confidential reports should be obtained from the supervisor by the candidate and forwarded to the Dean for each semester together with a self-evaluation report on the progress of the research work.

21.3 Candidates need to participate at the colloquia as follows:

21.3.1 MPhil programme: At least two (02) colloquia – The first, after completing the literature review and finalising the methodology and the second, to present initial findings of on-going research. (This is in addition to the proposal defence).

21.3.2 PhD programme: At least three (three) colloquia – The first, after completing literature review and finalising the methodology and the second, to present the progress of the data collection and the third to present initial findings of the research being carried out. This is in addition to the proposal defence.

21.4 The FGS may choose to hold annual progress review colloquia. This review must:

21.4.1 Include at least one member of the academic staff other than the supervisor, the Chairperson and the Coordinator of the respective programme;

21.4.2 Be based on an appropriate area of the candidate's research;

21.4.3 Include an opportunity for the candidate to defend his/her work/progress orally before the Review Panel;

21.4.4 Include a review of the candidate’s training and development needs.

21.4.5 Progress reviews may result in continued registration, with or without conditions, or termination of registration if the candidate performed poorly. The Dean will, if applicable, inform the candidate in writing of the outcome with the reasons for imposing conditions or terminating registration.

22. Permission to Write the Dissertation/Thesis

22.1 Once the proposal has been defended and the supervisor(s) is (are) satisfied that the candidate’s work fulfils the MPhil or PhD degree requirements, the candidate shall commence writing the dissertation/thesis.

22.2 Candidates should seek guidance from their supervisor(s) regarding the use of citation style for correct referencing and formatting guidelines as specified by the respective programmes (This information is available in the student guide book provided by the FGS on compiling supervised independent studies).

22.3 It should be noted that the process of finalising the dissertation/thesis is time-consuming since typically two or three draft versions need to be produced before it is in a form, ready for submission and examination.

23. Publication During the Candidature

23.1 Candidates are highly encouraged to publish in either indexed or peer reviewed journals during their candidature. At least a publication in a peer-reviewed journal is compulsory for PhD candidates while at least a conference participation is compulsory for MPill candidates.

23.2 Information regarding publication(s) and/or conference participation based on the research work being carried out must be included in the dissertation/thesis according to the guidelines.

24. Preparation of Submission of Dissertation/Thesis

24.1 The supervisor(s) is (are) responsible for advising and assisting the candidate to prepare for the submission of the dissertation/thesis. The supervisor(s) is (are) responsible for ensuring, within reasonable limits that the dissertation/thesis presented to the internal and external examiners is of an acceptable standard and quality for the degree sought. It is the shared responsibility of the candidate and as well as supervisor(s) to ensure that the thesis is written in correct scholarly/scientific language, that its language is free of errors in punctuation and typing, that it respects academic standards and any conventions, which are specific to the discipline. It is the candidate’s responsibility to prepare, assemble and distribute all materials in all the copies of the dissertation/thesis. The supervisor’s notification will also propose the names of three (03) examiners with appropriate biographical and contact information.

24.2 Candidate must inform the FGS through his/her principal supervisor three (03) months in advance regarding the dissertation/thesis submission. For this purpose candidates must produce the Request to Submit Dissertation/Thesis Form, duly filled to the FGS (RD-10 Form).

24.3 It is the candidate’s responsibility to deliver the required number of copies of the draft dissertation/thesis to the office of the Dean, FGS within the stipulated time. The candidate must provide five (5) hard copies with spiral (soft) binding, which will be given to the defence panel members including the examiners as well as the supervisor and a soft copy on a CD in MS Word doc or docx format.

24.4 A candidate cannot submit a dissertation/thesis that has already been submitted to the SUSL or any other university, but he/she can include any portion of the said dissertation/thesis by making appropriate reference to the usage of the said portion.

25. Research Degree Committee

25.1 The research degree committee has to supervise the work and progress of the candidate until the dissertation/thesis is deemed fit for assessment and examination. The supervisor and/or the co-supervisor or the thesis committee members will evaluate the dissertation/thesis and determine whether the candidate is ready to take the viva voce examination. This committee is comprised of the Dean (Chair), the Chairperson of the Board of Study, Dean of the respective Faculty, the Coordinator of the programme and the Principal Supervisor and/or Co-supervisor by invitation.

25.2 The Senate, on the recommendation of the Board of Graduate Studies FGS shall appoint a Board of Examiners to conduct the examination leading to the award of the MPhil or PhD.

25.3 The Board of Examiners shall comprise at least one (01) external examiner and one (01) internal examiner. The examiners should be from the same or relevant field of study in which the research has been conducted (or who are deemed suitable as decided by the University).

25.4 For candidates who are from the University staff, the members of the Board of Examiners shall comprise of two (2) external examiners appointed from other universities or institutions.

25.5 The external examiner for a candidate who is supervised by an internal supervisor and/or a co-supervisor, must be appointed from other universities or institutions whereas for candidates who are supervised by an external supervisor the external examiner can be appointed from this University or other universities or institutions.

26. The Viva Panel

26.1 The viva panel shall comprise the following members:

a. Dean, FGS (Chair);

b. Dean of the respective Faculty

c. Chairperson of the Board of Study;

d. Programme Coordinator;

e. Examiners; and

f. A Senior Fellow representing the relevant field

26.2 The principal supervisor and the co-supervisor shall attend the viva voce examination as observers. They may offer clarifications in the post- defence discussion.

27. Preparation for the Viva

27.1 It is the responsibility of the supervisor(s) and/or coordinator to inform the candidate in a timely manner of all requirements pertaining to the oral defence and to provide advice and support to the candidate in preparing for the viva voce.

27.2 For the viva all arrangements will be made by the FGS after receiving the formal request form the candidate and the copies of the draft. It is the responsibility of the candidate to ensure that all dues owed to the University have been fully settled.

27.3 If candidates need any special equipment or requirement for the defence, they should inform the FGS at least two weeks in advance. A whiteboard, a computer and a multimedia projector are available at all times in the viva room.

28. The Viva

28.1 The Chairman of the viva panel will invite the candidate to make an oral presentation, highlighting the major issues dealt within the research, the conclusions which have been reached, the significance of the findings, theoretical and managerial implications of the study.

28.2 This oral presentation session should not exceed 20 minutes. Only the oral presentation session will be open for the other research candidates and the Faculty staff.

28.3 All members of the examining committee are expected to ask probing questions on the methodology and the contents of the dissertation/thesis and/or the research field. Candidates should respond directly to the questions. They should not hesitate to make clarifications should they get the impression that a particular question is derived from misconceptions about the research material or the literature.

28.4 Unless the candidate indicates on the request form, the supervisor(s) will be invited to attend the viva voce examination as observer(s). The supervisor(s) do(es) not have the right to take part in the examination but may contribute if invited to do so by the examiners with the agreement of the candidate.

28.5 At the conclusion of the viva voce examination, the candidate will be asked to leave the room in order to allow the examiners to deliberate. The candidate will pass the viva examination if the majority of the viva panel members (including the person chairing) vote in favour of acceptance.

28.6 Candidates are only allowed to take the viva voce examination for his/her dissertation/thesis defence not more than two (2) times.

29. Recommendations of the Viva Panel

29.1 Outcome of the MPhil examination: The options open to examiners in determining the result of the examination are as follows:

29.2 Outcome of the PhD examination: The options open to examiners in determining the result of the examination are as follows:

29.3 The candidate will be informed that that he/she has been unsuccessful in the examination for the PhD degree, but has reached the standard required for the award of the MPhil, or with amendments to the thesis may be able to satisfy the criteria for the MPhil.

29.4 A candidate considered for the award of the MPhil degree under 29.3 above, will not be required to submit the thesis, as required under the regulations for the PhD degree, or to undergo a further viva voce examination, but will be required to fulfil the requirements for the MPhil in all other respects including reformatting the whole document according to the MPhil dissertation writing guidelines.

29.5 A candidate offered an MPhil degree under these regulations must make any amendments specified by the examiners within a given period but not exceeding six (06) months. The candidate must submit the amended dissertation to the examiners who shall decide whether he/she has completed the amendments to their satisfaction.

29.6 The examiners may determine that the candidate has not satisfied them in the examination for either the MPhil or the PhD. They will not, however, save in very exceptional circumstances, make such a decision without submitting the candidate to a viva voce examination.

29.7 Candidates have the right of appeal against a decision taken under regulations in accordance with the Appeals Regulations for Research Candidates.

30. Final Submission of Dissertation/Thesis

30.1 It is the responsibility of the candidate to make all revisions and corrections of the dissertation/thesis required by the examining committee. The supervisor(s) is (are) expected to advise the candidate in making these changes and to ensure that verifications have been made. It is also the responsibility of the supervisor(s) to ensure that, on behalf of the examining committee, that they deem the changes effected to be complete and appropriate.

30.2 Once the candidate amends his/her thesis/dissertation according to the comments of the examination committee (after completing the viva voce examination), he/she has to submit a revised copy with the recommendation of the supervisor to the FGS.

30.3 If examiners are responsible for checking the corrections, they must provide an official letter stating their satisfaction with the corrections made.

30.4 A candidate who has received approval for all the changes required by the examining committee must follow the FGS regulations and procedures applicable of compiling supervised independent studies.

30.5 After obtaining the approval for final submission, a candidate must submit two (2) hard bound copies of the dissertation/thesis and one soft copy on a CD in MS Word doc or docx format within thirty (30) days after the dissertation/thesis has been approved, to the FGS. Candidate must prepare additional bound copies to be kept for themselves and their supervisor(s) if required.

30.6 To publish an approved dissertation/thesis, or any portion thereof, the candidate must obtain prior approval from the FGS and indicate clearly that the said dissertation/thesis was submitted to the FGS, SUSL as a fulfilment of a programme of study.

30.7 With the approval of the Dean, a candidate can use any portion of his/her dissertation/thesis for the purpose of any academic publication during his/her candidature, subject to appropriate acknowledgement being made in the said publication.

30.8 The University reserves the right to use an approved dissertation/thesis or for teaching and research purposes.

30.9 A candidate can apply to the FGS to obtain a moratorium on the use of the dissertation/thesis for a certain period of time before being allowed to be used by other parties. However, the FGS reserves the right to reverse this decision.

30.10 In addition, the FGS shall offer courses especially to improve soft skills of the candidates covering the fields such as:

30.10.1 Academic/scientific writing, research methodology (for both science and non-science fields).

30.10.2 Data handling, management, interpretation, and presentation.

30.10.3 Ethical issues in research.

30.11 Attendance for the courses mentioned under 30.10 is compulsory and 80 percent rule is apply.

31. Awarding of Degree

31.1 In order to be awarded a degree, a candidate must fulfil the following requirements:

a. Pass all the evaluation prescribed by these By-Laws and the programme of study;

b. Fulfil all requirements of the FGS and the University;

c. Complete the publication requirements/conference participation (if any) with respect to the programme; d. Must have presented and defended the thesis/dissertation successfully; and e. Settle all due fees owing to the University.

32. Effective Date of the Degree

32.1 The date of submission- if the candidate passed the viva voce examination without or with minor amendments to the dissertation/thesis.

32.2 The date of re-submission- if the candidate passed the viva with major amendments to the thesis/dissertation.

32.3 The date of second viva- if the candidate passed the viva voce examination at the second attempt.

33. Convocation

33.1 A list of the candidates who have successfully completed all of the requirements for a particular degree is presented to the Senate by the FGS in preparation for the convocation.

33.2 Deadlines are set in order to complete the requirements for the convocation. All candidates wishing to receive their degrees after fulfilling all requirements must fill in all the appropriate forms (available in the Examination Branch) in order to graduate.

33.3 It is the responsibility of the candidate to ensure that all outstanding fees and other obligations to the University are settled. The University cannot allow a candidate to attend the convocation if fees are unsettled. The FGS on its part will ensure that all relevant forms are completed and regulations are followed in a timely manner.

33.4 Candidate should also consult the Examination Branch on regulations governing the type of academic gown to be worn.

34. Revocation of Award

34.1 The Council on the recommendation of the Senate and the Board of Graduate Studies may revoke an award made under these regulations as permitted by the By-Laws and Regulations of the FGS and the University.

PART IV

Interpretations

In these By-Laws unless the context otherwise requires “University” or "SUSL" means the Sabaragamuwa University of Sri Lanka “Council” means the Council of the Sabaragamuwa University of Sri Lanka constituted under the Universities Act.
No.16 of 1978 as amended by Act No. 07 of 1985.

“Senate” means the Senate of the Sabaragamuwa University of Sri Lanka constituted under the Universities Act. No.16 of 1978 as amended by Act No. 07 of 1985.

“Faculty” or "FGS" means the Faculty of Graduate Studies of the Sabaragamuwa University of Sri Lanka established under the Graduate Studies Ordinance No. 3 of 1987.

“Vice Chancellor” means the Vice Chancellor or Acting Vice Chancellor of the Sabaragamuwa University of Sri Lanka.

“Dean” means the Dean of the Faculty of Graduate Studies or the Acting Dean of the Faculty of Graduate Studies of the Sabaragamuwa University of Sri Lanka.

“Registrar” means the Registrar, the Acting Registrar, Deputy Registrar, or any other officer authorized to sign for and on behalf of the Registrar of the Sabaragamuwa University of Sri Lanka.