SOP FOR VIVA VOCE

Start

Student download Notice of Thesis Submission from IPS website, fill and submits
the form to Supervisor for approval

Supervisor nominates examiners and submits the form to School

Endorsement by Dean of School and Majlis

School submits the completed Notice of Thesis Submission to IPS

Student checks with IPS or check in Campus Online on the status of Thesis
Submission (Draft thesis can be submitted after NOS is processed by IPS and
completes the minimum candidature period)

Student download Verification and Draft Thesis Submission Form from IPS
website and fill up

Student submits the softcopy of the draft thesis for Turnitin screening to the
School (turnitin_pbt@usm.my / thevinachiyal@usm.my)

Student submits draft thesis in softcopy (pdf) and Verification Form for Draft
Thesis Submission through email to IPS (draft_thesis@usm.my)

IPS checks the thesis format

No
Conforms to
thesis guidelines

Yes
Endorsement by Supervisor(s) and Dean of School (norkarimah@usm.my):

i. Draft Thesis
ii. Verification Form for Draft Thesis Submission
iii. Draft Thesis Submission Form
iv. Turnitin Report
v. Proof of thesis examination fee payment
 SOP FOR VIVA VOCE

Student completed and submits all documents required to IPS

(draft_thesis@usm.my) and cc School (norkarimah@usm.my):

i. Draft Thesis (protected with a password student Matric Num.)

ii. Verification Form for Draft Thesis Submission
iii. Draft Thesis Submission Form
iv. Turnitin Report
v. Proof of thesis examination fee payment

Student settles tuition fees and examination fees payment through Bursary
(upkbendahari@usm.my). Get the full statement payment and forward to IPS
(draft_thesis@usm.my) and cc School (norkarimah@usm.my)

No
Completed

Yes
Student submits draft thesis (protected with a password student Matric Num.) to
School (norkarimah@usm.my)

School submits draft thesis to Internal Examiner and External Examiner through
email and updated in the SMU-PPENG system
Reviewing period:
Master 1 month 10 days
PhD 2 months 10 days

School sets the date of viva and informs IPS, student and Supervisor(s)

IPS appoints the Chairperson and prepares the viva documents

Viva Voce

School submits the result and reports of the viva to IPS, student and
Supervisor(s)
No
(Re-Viva)
Pass

Yes
Student made correction as required by thesis examination panel and submits to
Supervisor(s) / Internal Examiner. Please attach:
i. Viva Voce decision
ii. Endorsement of Correction Made as Required by Thesis Examination
Panel
 SOP FOR VIVA VOCE

Student download Verification Form for Final Thesis Submission and Final Thesis
Submission Form from IPS website and fill up

Student submits final thesis in softcopy (pdf) and Verification Form for Final
Thesis Submission through email to IPS (final_thesis@usm.my)

IPS checks the thesis format

No
Conforms to
thesis guidelines

Yes
Endorsement by Supervisor(s) and Dean of School (norkarimah@usm.my):
i. Final Thesis
ii. Verification Form for Final Thesis Submission
iii. Final Thesis Submission Form
iv. Scroll (Student’s Particulars)
v. Endorsement of Correction Made as Required by Thesis Examination
Panel
vi. First page of publication(s)/acceptance letter from publisher/Citation
Report as proof of evidence (applies to registered students from SA
2017/2018 onwards)

Student completed and submits all documents required to IPS

(final_thesis@usm.my) and cc School (norkarimah@usm.my):
i. Final Thesis (protected with a password student Matric Num.)
ii. Verification Form for Final Thesis Submission
iii. Final Thesis Submission Form
iv. Scroll (Student’s Particulars)
v. Endorsement of Correction Made as Required by Thesis Examination
Panel
vi. Photocopy of IC/Passport
vii. Viva Voce decision
viii. First page of publication(s)/acceptance letter from publisher/Citation
Report as proof of evidence

No
Completed

Yes
IPS will process and submit to MPSU and Senate for graduation approval

End