The Academic Supervision for the Postgraduate Students in Umm Al-Qura University

Introduction:

The Academic Supervisor: is a faculty member who has been selected as a supervisor on students upon a decision by the Postgraduate Studies Deanship Council following the approval of both councils of the department and college.

Supervision & Follow-up: is a planned and organized process aiming at assisting those students who seek to have the scientific research skills so as to attain the educational objectives. Also, it allows those students to effectively finish their projects and research.

How to select the academic supervisor:

Attributes of Good Academic Supervisor are:

• To have a skill of discussing all the thesis-related details with the student.
• To be dedicated to the supervision process to be completely fulfilled.
• To be a good guide for the student in all administrative and scientific matters.
• To be aware of the various ways and approaches of scientific research.
• To be familiar with the subject of the study (not necessarily full knowledge).

The supervisor’s main task is to mentor the student, but s\he is not required to help the student in writing the research or collecting information to relieve the student’s effort in researching. Collecting information and data is an easy process; however,   the difficulty is in how to formulate and use that information correctly.

The supervisor should be a skilled and cooperative guide. Even if the supervisor does not have the information, the guidance does not require deep knowledge in the subject, but it is the skill of discussing with the student and encouraging them to search the subject deeply, choose the best and know what is required.

Academic Supervision Regulations and Rules:

Article 42: Every postgraduate student shall, upon the completion of at least 50% of the courses at a grade not less than (very good), submit the thesis project. In the case of recommending the approval, the Department Council proposes the name of the thesis supervisor, and this shall be submitted to the College Council and the Deanship of Graduate Studies for approval.

Article 43: The topics of MA thesis should be characterized by potency and originality. Doctoral dissertations should be characterized by originality, innovation and active contribution to the development of knowledge in the student's discipline.

Article 45

• The scientific theses shall be supervised by professors and associate professors of the faculty members in the university. The assistant professor may supervise the Master’s thesis if two years passed on his assignment and has two research abstracts at least in his discipline that are published or approved to be published in a scientific journal.
• The assistant professors shall be allowed to supervise the scientific theses for two years. The renewal of this permission requires the publication of two other studies or the promotion to the associate professor position.

Article 46

The scientific theses may be supervised by supervisors with distinguished experience and scientific competence in the field of research and not from the university faculty members, upon a decision from the Univer5sity Council that is based on a recommendation by the relevant department council, the concerned college council and the Deanship of Postgraduate Studies Deanship.

Article 47

A faculty member from other departments may be assisted in supervising the thesis according to the nature of the thesis, provided that the principal supervisor is from the department in which the student studies.

Article 48:

The supervisor may, solely or jointly with others, supervise a maximum of four messages at a time. In the cases of extreme necessity, it may be recommended by the Department Council and approved by both the concerned College Councils and the Deanship of Postgraduate Studies to increase the number of theses to five, and the supervision of each letter shall be calculated by one hour from the quorum of the faculty member if he is a sole supervisor or principal supervisor.

Article 49:

In the event that the supervisor is unable to continue supervising the thesis or to terminate his service at the university, the department shall propose an alternative supervisor to take his place, and shall be approved by the College Council concerned and the Deanship of Postgraduate Studies Council.

Article 50:

At the end of each semester, the supervisor shall submit a detailed report to the head of the department on the progress of the student in his studies, and shall send a copy of the report to the Dean of Postgraduate Studies.

Article 51:

After the student completes his thesis, the supervisor of the thesis shall prepare a report on its completion to the head of the department in preparation for the completion of the procedures determined by the Council of the Deanship of Postgraduate Studies.

Article 52:

If it is proved that the student is not serious in the study or violates any of his academic duties based on a report from the supervisor of their studies, the student shall be warned by a letter from the concerned department. If the student is warned twice and does not avoid the reasons for warning, the Council of the Deanship of Graduate Studies, based on the recommendation of the Department Council, shall cancel their enrolment.

 

 

Tasks and Responsibilities of Academic Supervisor:

1. Making sure that the student is completely aware of his the postgraduate studies regulation.

2.  Ensuring that the topics of MA thesis are characterized by potency, originality and active contribution to the development of knowledge in the student's discipline.

3- Beginning the supervision of the thesis after all formal procedures for registering the subject are finished.

4- Guiding students using all scientific and practical methods related to scientific research.

5- The supervisor should submit a detailed e-report on the progress of the student in his study on the date specified in the calendar of the Deanship.

6- The supervisor shall submit a report to the head of the department until the student is warned by a letter from the concerned department in the following cases:

• If the percentage of absence (with or without excuse) exceeds 25%.
• If the student does not respond to the supervisor's scientific instructions.
• If the student is unable to write scientific formulation to suit the stage in which s\he is studying.

Note: (If the student is warned twice and the reasons for the warning are not avoided, the student's enrolment shall be canceled by a decision of the competent councils).

7- Reviewing the thesis when it is received, and informing the student with the most important changes.

8- Following up all administrative matters related to the appointment of the Discussion Committee, the date of discussion and the completion of the discussion file after the announcement of the result, if accepted.

9- The supervisor submits a report on the completion of the thesis after the student finishes its preparation.

Note: (The final report shows that the thesis is completed and in its final form).

The duration of the thesis shall be limited to a maximum of four months and shall be counted within the maximum period for obtaining the degree.

Tasks & Responsibilities of Discussion Committee:

1- Each member shall submit a detailed report on the thesis according to the form prepared for that, and during the specified period.

2- In the event that the supervisor of the thesis is unable to participate in the Discussion Committee, the department shall propose a substitute for them, and shall take the approval of the competent councils.

3- The alternative supervisor shall be a member of the Discussion Committee in terms of financial rights.

4- The Discussion Committee shall prepare a report signed by all its members within one week from the date of discussion.

5- Ensuring that one of the members of the Discussion Committee is delegated to award the degree.

6- Each member of the Discussion Committee shall submit a detailed report within a period not exceeding two weeks from the date of discussion on the choice of direction (Refusal of the thesis).

7- The student's grade of the thesis shall be based on the average of what is assessed by the members of the Discussion Committee.

8- The final score of the thesis shall be counted out of 80 if it is accepted after being re-discussed.

9- The report of the Discussion Committee shall be submitted to the Dean of Postgraduate Studies not later than three weeks from the date of discussion.

 

Tasks & Responsibilities of M\F Students:

 

1- The student is responsible for his/her academic performance and what he/she presents in his/ her scientific thesis. The role of the supervisor is to guide and assist the student in writing the research and find solutions to the problems that may be encountered.

2- It is necessary to review the Unified Regulation of Postgraduate Studies and to understand the rules and regulations relating to postgraduate studies.

3- Respecting the academic supervisor and complying with all instructions and directions issued by him/her.

4- Committing to meet with the academic supervisor and keep him updated on writing the thesis regularly

5- Implement the supervisor's recommendations regarding the agreed notes on the draft thesis before submitting them to the members of the Discussion Committee.

6- Knowing all administrative matters related to the discussion procedures, from reserving the hall and specifying the date after coordination with the supervisor and the members of the committee to choose the appropriate date.

7- Follow-up with the competent department to submit the final report and the matters of granting the degree after the delivery of the thesis.

8- Complying with the clearance form procedures in order to receive the graduation certificate.