University policy

Awarding Postgraduate Qualifications: Higher Diploma, Master's and Doctorate

The legal and administrative steps after a successful defence: completing and verifying corrections, format review and printing, library deposits, clearance, council minutes, the University award order and issue of the qualification.

Area
Postgraduate Studies
Responsible office
Directorate of Postgraduate Studies; review by the Strategic Planning and Policy Office
Approval date
To be confirmed

Purpose

This policy regulates, standardises and clarifies the legal and administrative procedures following the thesis defence, completion of corrections, and formal award of Master's and doctoral qualifications at Soran University.

Policy Statement

Postgraduate academic qualifications (Higher Diploma, Master's and Doctorate) shall be awarded only after the required level of academic quality has been achieved, all examining committee requirements have been fulfilled, and all legal stages have been completed transparently and equitably.

Policy Summary

This policy explains how postgraduate students shall complete corrections and implement the examining committee's recommendations after successfully defending their research. It covers final verification of corrections by the committee; assessment of the dissertation or thesis format by the Directorate of Postgraduate Studies before printing; submission of departmental and faculty council minutes to the University Council/President for approval; issue of the University award order; and receipt of the formal qualification after the required procedures and University library deposits have been completed.

Responsible Office and Implementation

Review: Strategic Planning and Policy Office. Approval and implementation: Soran University Council.

The policy shall operate at University level, involving the Vice-President for Scientific Affairs, Directorate of Postgraduate Studies, faculties and academic departments, and at the level of postgraduate students undertaking Higher Diploma, Master's and doctoral studies.

Relevant Parties

  • University Presidency/Vice-President for Scientific Affairs: overall oversight, final approval and issue of the University order.
  • Faculties and academic departments: organisation of the process and submission of departmental and faculty council minutes.
  • Directorate of Postgraduate Studies: formal oversight, plagiarism review, dissertation/thesis formatting and administrative follow-up.
  • Supervisor: guidance, monitoring and support throughout the student's final stages.
  • Examining committee: assessment and final approval of corrections.
  • Student: completion of all corrections, recommendations and required administrative and financial procedures.

Scope

The policy covers all postgraduate programmes (Higher Diploma, Master's and Doctorate) in all faculties and academic departments of Soran University. Its legal and administrative framework begins after successful completion of the research defence. It defines how corrections and recommendations shall be implemented and verified; the final approval procedure involving the examiners; formatting requirements before printing; the application process; and the issue of the University's award order and the final qualification. Responsibilities are assigned to the student, examining committee, supervisor, departmental council, faculty council, Directorate of Postgraduate Studies and University Presidency.

Part One: Higher Diploma

The award procedure for a Higher Diploma differs from that for a Master's or doctorate. It does not involve writing a Master's dissertation or doctoral thesis or undergoing a research defence; it involves successful completion of one academic year. Academically, a Higher Diploma may be used to improve the Bachelor's degree average for the purpose of applying for a Master's programme.

Part Two: Corrections and Final Review

  1. A student who has successfully defended a Master's dissertation or doctoral thesis shall implement all corrections recorded in the defence minutes by the examining committee. After completing them, the student shall send an electronic copy to the Directorate of Postgraduate Studies through its official email and the Student Information System (SIS). The Directorate shall then email an electronic copy to every examining committee member to verify that the corrections have been made.
  2. The student shall complete the corrections within the period specified by the examining committee and shall obtain all committee members' approval. If the student cannot complete them within that period, an extension shall be requested. The student shall submit a written application to the dissertation/thesis examining committee, explaining the reasons and supporting evidence for the extension.
  3. Once the committee has confirmed completion of the corrections, it shall notify the Directorate of Postgraduate Studies of the outcome. The student shall then become eligible for completion of the award process.
  4. A student receiving a Higher Diploma or doctorate shall obtain clearance from the library for the return of books and the Directorate of Student Affairs for return of the graduation gown, where used. The student shall also clear all financial liabilities, including dormitory charges, parallel-study fees and any other financial obligations. A completed clearance form covering the library, accommodation and finance shall be submitted to the Directorate of Postgraduate Studies.

Part Three: Administrative Procedures and Printing for Master's and Doctoral Students

  1. Before printing, the student shall email an electronic copy of the dissertation or thesis to the Directorate of Postgraduate Studies for a further review of its format and layout.
  2. For the award of a Master's or doctorate, the student shall submit an electronic dissertation/thesis copy through the Directorate's email and SIS. Two hard copies, bound in accordance with the Directorate's prescribed format, shall be delivered to the University's central library. One copy on CD shall be submitted to the Directorate of Postgraduate Studies.

Part Four: University Order and Award of the Qualification

  1. After the procedures have been completed, the Directorate of Postgraduate Studies shall notify the relevant academic department. The department shall prepare a council minute containing a recommendation to award the qualification. It shall be submitted through the faculty dean to the University President. Following the President's approval, the University award order shall be issued.
  2. After issue of that order, the graduate may request a transcript or graduation certificate directly from the Directorate of Postgraduate Studies. The qualification shall be issued after the Vice-President for Scientific Affairs has approved it.