Week 1 (9/10/2024) : Coordinating the Scheduling Process for PhD Proposal Defence


 

I was taught by Madam Zaiton to oversee the process of setting a date for a PhD student's Proposal Defence. The first step is to review all the required items listed in the Proposal Defence checklist. Once the student's submitted documents meet the necessary criteria, we proceed by preparing the 'Insertion' form, which should be printed at least four copies—one each for the chairperson, examiners, and supervisor. After printing, stamp the names on all the copies, except for the supervisors.

Once this is completed, place the 'Insertion,' the student's proposal, and the required documents in an envelope to be posted or handed over to the chairperson and the examiners. Following that, a WhatsApp group is created for the Proposal Defence. Initially, this group only includes the chairperson and the examiners, so they can choose from three proposed dates suggested by the Viva Unit. These dates allow flexibility for the chairperson and examiners to agree on a suitable time for the defence. Once a date is finalized, the Viva Unit adds the student and their supervisor to the group and communicates the confirmed date to the student for their Proposal Defence session.


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