The application Management of the Evaluation and Deposit of Doctoral Theses

The application Management of the Evaluation and Deposit of Doctoral Theses allows the evaluators and the members of the examination committee to collaborate in the different processes for evaluating and approving the doctoral theses submitted by doctoral candidates.

Access to the application

As an evaluator or member of the thesis examination committee, the Doctoral School has sent you an email (Subject: Notification as evaluator) to tell you that you have been proposed to review a thesis by its supervisor.

The email message contains a link that you can use to accept or decline the invitation to take part in this procedure.

To access the application, click on the link included in said email message.

Who can use the application Management of the Evaluation and Deposit of Doctoral Theses?

This application is useful for anyone who has been appointed evaluator or member of a doctoral thesis examination committee, following a proposal by the thesis supervisor.

The evaluator / member of the examination committee must carry out the review and evaluation of the doctoral thesis after it has been reviewed by other bodies, such as the Doctoral Programme Academic Committee), the Doctoral School and the supervisor and the tutor responsible for the doctoral thesis. Moreover, they are also members of the thesis examination committee.

Homepage of the application Management of the Evaluation and Deposit of Doctoral Theses

The first screen of the application shows Details of the thesis:

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Screen Details of the doctoral thesis

Further information on How to use the homepage can be found in the document Elements Common to all Applications.

A detailed explanation of all the actions and tasks that can be carried out with the application is given below.

How can I accept or decline to participate as a reviewer of the thesis?

The corresponding button can be found on the home screen.

If you do not wish to take part, please click on I decline to participate as a reviewer of this doctoral thesis.

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Button to decline the invitation to take part in reviewing the doctoral thesis

If you decline to take part, the system saves the data and will display your choice on the screen.

You do not have to do anything else.

If you accept the invitation to take part, please tick this box:

I undertake to keep confidentiality on all the personal, academic and scientific information provided to me by Doctoral School after accepting my appointment as reviewer of this doctoral thesis.

Do you have a six-year research period evaluated favourably in the last six years?

· If the answer is Yes, a tab will be displayed in which you must provide details on the last favourably evaluated six-year period (Spanish research system only).

· If the answer is No, you do not have to do anything else.

If you choose Not appropriate, you must state the reason in the corresponding section.

• I defended my doctoral thesis less than two years ago: mark Yes, if this is your case.

• I retired more than one year ago: state whether you have retired or not, or whether you are an emeritus professor.

  After filling in these mandatory fields, click on Submit information.

The homepage of the application will indicate that the data has been submitted to the Doctoral School for them to check whether the professional requirements comply with the regulations.

If the answer is Yes, you will receive an email with the appointment and a link enabling you to access the thesis documents.

How do evaluators participate in the doctoral thesis?

Evaluation of the doctoral thesis

Once you have confirmed your participation by clicking on the link provided by the Doctoral School, you will be able to issue the report on the thesis.

The section Type of documents includes the information documents in PDF format (Similarity report and Doctoral Student Activity Portfolio) and the doctoral thesis.

The doctoral thesis may appear divided into a number of parts.

The screen also displays a warning with the deadline for the evaluation.

To complete the Evaluation of the doctoral thesis you have to fill in the following fields:

· Theoretical framework and bibliography

· Originality of the subject matter

· Methodology

· Relevance of the results

· Evaluation

Choose one of the three options in the section Final recommendation:

· I issue a favourable report on this thesis.

· I issue a favourable report on the thesis, with some changes.

· I issue an unfavourable report on this thesis.

Finally, please state your identity document/Passport number and nationality. These data are necessary to be able to reimburse you for your contribution to the evaluation.

If you have filled in all the data, please click on Finish the evaluation.

If any fields still need to be completed, you can click on Save evaluation. The system will keep all the information and you will be able to continue at a later time.

How appointment as a member of the examination committee begins

The Doctoral School will send you an email requesting you to participate as a member of the doctoral thesis defence committee.

The members of the thesis examination committee are the following:

· Chair

· Secretary

· Member

· Substitute

The email message contains a link that you can use to accept or decline the invitation to be a member of the examination committee.

Agreeing to sit on the thesis examination committee

If you want to be a member of the proposed committee, please click on: Yes, I accept the invitation to be a member of the committee.

The system will display this new information on the screen.

You do not have to do anything else.

Declining the invitation to sit on the thesis examination committee

If you do not want to sit on the proposed committee, please click on No, I decline the invitation to sit on the proposed committee.

The system will display this new information on the screen.

You do not have to do anything else.

How are the date, time and mode of the defence of the doctoral thesis communicated?

Secretary of the examination committee

Once the examination committee has been validated by the Doctoral School, the secretary will inform the School of the date, time and mode of the doctoral thesis defence. This date must be agreed with the other members of the examination committee

In order to choose the date, time and modality of the defence, the secretary must take into account the availability of the organisation of the Doctoral School. To this end, you should check the agenda of activities organised by the Doctoral School and the other events involving the defence of doctoral theses shown by day and month.

In view of this information, you must choose a day that suits the Doctoral School.

Select the final date in the section Proposal for the date of the doctoral thesis defence.

In the section Mode of doctoral thesis defence, you must choose one of the following options:

· Face-to-face: with all the members of the examination committee present.

· Synchronous online: with all the members of the examination committee connected via videoconference. The Doctoral School will send the invitation via Calendar and will email you with the two links needed to connect:

· the public room, which can be accessed by the members of the examination committee, the thesis supervisor and anyone else wishing to attend as members of the public.

· the private room, which can only be used by the members of the examination committee. This room is where the committee will be established 15 minutes before the start of the proceedings and, after the defence, the place where it will meet to deliberate.

· Blended: with some member of the committee or the doctoral candidate online. In this case, links should also be sent for the private room and the public room, as participation is both face-to-face and online, simultaneously.

Click on the button Notify the Doctoral School of the date of the thesis defence to validate it and communicate it to the rest of the examination committee, the supervisor, the tutor, the doctoral candidate and the corresponding management unit.

Evaluation of the defence of the doctoral thesis

One week before the date of the doctoral thesis defence, you will receive two notifications from the Doctoral School with the following documents.

Please fill them in and submit them as indicated in each case:

1. Overall evaluation sheet: the administrative documents that the secretary of the examining committee must submit to the Doctoral School in PDF format. It must be sent to tesis@uji.es, signed by the chair, the secretary and the other member(s). The document can be signed in any of a number of ways: digital, handwritten, scanned or affixed.

If the thesis is eligible for the "International Doctor" distinction, it is necessary to attach a second certificate, as proof of having been awarded the distinction, which is only signed by the secretary of the examining board.

2. Report by the examination committee on the defence of the thesis: you will receive a link to complete the post-defence reports to be issued by the committee in which they must justify the grade awarded.

3. Google Form: at the time of deliberation you will be emailed a Google Form allowing you to vote secretly and anonymously on whether the thesis is awarded the Cum laude distinction, as well as the relevant observations if it is considered eligible for the special doctoral award.

The Doctoral School is responsible for notifying doctoral candidates whether they have obtained the Cum laude distinction, not the examination committee, within 48 hours.

Completing the doctoral thesis examination committee's report

One week before the date of the thesis defence, you will receive the link allowing you to fill in the form after the defence.

This report must be completed and submitted within 48 hours of the defence. It comprises the following fields:

· Evaluation of the training activities.

· Execution of the presentation.

· Competence in the answers.

· Novelty of the subject matter.

· Methodology used.

· Relevance of the results.

In the General evaluation section, choose one of the following options:

Fail / F, Pass / C, Good / B or Excellent / A.

Click on Finish the report if you want to submit it now, or Save the report to submit it later.

Dealing with queries

If you have any doubts or queries regarding the operation or steps of the application, please contact the Doctoral School at tesis@uji.es.

Solving issues

If you have any problem with the functioning of the application, please contact the Service Desk (CAU) of the Universitat Jaume I Computer Service.

CAU

Telephone: (+34 964 38) 7400 within office hours (from Monday to Thursday from 8.30 am to 7 pm and Fridays from 9.30 am to 5 pm). Email address: cau@uji.es. Reporting an incident: CAU