Thesis & Dissertation – Supervisor User Manual

1. Getting Started

1. The system can be accessed from UMPortal (http://portal.um.edu.my/)

2. Login to UMPortal using your ummail account.

3. Select the tab ‘Academic’.

4. Click on the icon ‘Supervision’ (Figure 1a).

Figure 1a

5. Click on the icon ‘Thesis Supervisor’(Figure 1b).

Figure 1b

2. Thesis Titles List

There are four categories in thesis titles list.

2.1. Pending Approval

2.2. Agreed

2.3. Disagreed

2.4. Examiner Reallocation

Figure 2a

2.1. Pending Approval

The list of thesis titles which are waiting for supervisor(s) approval, are displayed under this category as shown in the below screen (Figure 2.1a).

Figure 2.1a

1. Click on the icon ( ) under titles details column to view the details of the thesis title and approve / disapprove the thesis title (Figure 2.1.1a).

2.1.1. Thesis Details view & Approve / Disapprove

Thesis titles details screen will be showed as shown in the below screen (Figure 2.1.1a)

Figure 2.1.1a

1. View Title & Read abstract.

2. Seminar, Candidature Defence & Publication Agree / Disagree.

3. Thesis Title Approval.

4. Examiner Nomination.

5. Check the declaration at the bottom of the form.

6. Click Submit to save title approve / unapprove.

2.1.2. View Title & Read Abstract

Click on the abstract link to view the thesis title abstract on a popup window (Figure 2.1.2b) for every language as shown in the screen (Figure 2.1.2a).

Figure 2.1.2a

Figure 2.1.2b

2.1.3. Seminar, Candidature Defence & Publication Approve / Disapprove

1. Click on the document’s name to view the uploaded document by the student (Figure 2.1.3a).

2. Select the Approve / Disapprove radio button against each seminar /candidature defence/ publication (Figure 2.1.3a) to approve / disapprove the respective activity / publication.

3. Click on comments to enter comments in a popup window (Figure 2.1.3b) against each seminar /candidature defence / publication.

4. Enter your comments into text area and click ok button to save.

Figure 2.1.3a

Figure 2.1.3b

2.1.4. Thesis Title Approval

7. Select the Agree / Disagree radio button to agree / disagree the title (Figure 2.1.4a).

8. If Disagree, system allows to enter Suggested Titles and Comments if any.

Figure 2.1.4a

2.1.5. Examiner Nomination

Examiner nomination showed as shown in the below screen (Figure 2.1.5a).

Figure 2.1.5a

2.1.5.1. Internal Examiner

1. Select faculty to filter the staffs (Figure 2.1.5.1a).

2. Select staff for internal examiner.

Figure 2.1.5.1a

2.1.5.2. External Examiner(1,2 & Reserved)

1. Type in Examiners Name (Eg. Stephen C. Bayne) to list out examiners with similar name.

2. Type “ALL” to view list of all examiners from pool of approved examiners by name(Figure 2.1.5.2a).

Figure 2.1.5.2a

3. OR select the field of specialization to filter the examiners to select from pool of approved examiners by field of specialization (Figure 2.1.5.2b).

4. And select the examiner.

5. OR Click Add New Examiner to add new examiner.

6. Click on view profile to view the selected examiner profile (Figure 2.1.5.2c).

Figure 2.1.5.2b

7. Click on print in profile view window to print the examiner profile.

Figure 2.1.5.2c

2.1.5.3. Add New Examiner

Add New Examiner page will be showed as shown in the below screen (Figure 2.1.5.3a)

Figure 2.1.5.3a

2.1.5.3.1.Personal information

1. Select Position.

2. Enter Name

3. Enter Email

4. Enter alternate Email

5. Select working university.

6. Enter address1 & address2, post code & city.

7. Select state / country.

8. Enter Telephone, Hand phone & Fax.

Figure 2.1.5.3.1a

9. Click on the “Add” button to add Educational qualification and it open a popup window(Figure 2.1.5.3.1b).

Figure 2.1.5.3.1b

10. Select examiner qualification level.

11. Enter field of specialization.

12. Select country and affiliation and year.

13. Click on save button to save examiner qualification.

14. Click on reset to reset the examiner qualification form.

15. Repeat the add examiner educational qualification steps to add more qualification details.

Figure 2.1.5.3.1c

16. Select Doctoral Specialization at least one and less than 3.

17. Enter background of the examiner.

18. Upload Curriculum Vitae. The file type should be pdf, doc, and docx only.

Figure 2.1.5.3.1d

19. Enter publication details minimum 5 and less than or equal to 10(Figure 2.1.5.3.1e).

20. Click on reset to reset the add new examiner form.

21. Click on submit to save the new examiner information.

Figure 2.1.5.3.1e

2.2. Agreed

The list of thesis titles which are approved by the supervisor(s), are displayed under this category as shown in the below screen (Figure 2.2a).

Figure 2.2a

1. Click on the icon ( ) under titles details column to view the details of the thesis title and update the thesis title agreed information (Figure 2.2a).

2. Change all the information as in the Pending Approval steps.

3. Click “Submit” to save the agreed title details changes.

2.3. Disagreed

The list of thesis titles which are approved by the supervisor(s), are displayed under this category as shown in the below screen (Figure 2.2a).

Figure 2.3a

1. Click on the icon ( ) under titles details column to view the details of the thesis title and update the thesis title disagreed information (Figure 2.2a).

2. Change all the information as in the Pending Approval steps.

3. Click “Submit” to save the disagreed title details changes.

2.4. Examiner Reallocation

The list of thesis titles which are allocated examiner(s) meetings disapproved by the facuty, are displayed under Examiner reallocation category as shown in the below screen (Figure 2.4a).

Figure 2.4a

1. Click on the icon ( ) under titles details column to view the details of the thesis title and update the examiner nomination information (Figure 2.2a).

2. Reallocate the examiner for the thesis titles which are meetings disapproved by the faculty as in the Pending Approval examiner nomination steps.

3. Click “Submit” to save the reallocated examiner details changes.