The Appointment of HDR Examiners and Chairperson of Examiners Guidelines set out:

  • specific requirements that must be met for an examiner to be appointed to examine an HDR thesis,
  • the number of examiners required for examination of theses for each type of HDR program,
  • the process for the nomination and appointment of the examiner, and
  • types of relationships or activities between the examiner, the candidate, supervisors, the University, the subject matter or other examiners that constitute a conflict of interest.

Appointment of HDR Examiners and Chairperson of Examiners Guidelines

Who examines an HDR thesis?

Examination of an HDR thesis must be undertaken by examiners who are:

  • Of international standing in the field of research
  • Independent of the conduct of the candidate’s research project and free from any real or perceived bias
  • Competent to undertake the assessment.

Who is responsible for nominating and appointing HDR examiners?

The administrative principal supervisor is responsible for nominating the examiners for their HDR candidate’s thesis examination. They will also nominate a Chairperson of Examiners – a Griffith University staff member (normally from the candidate’s School/Department), whose role is to consider the reports of the examiners and make a recommendation to the Dean, Griffith Graduate Research School on the outcome of the examination.

In the nomination of examiners and Chairperson of Examiners, the principal supervisor acts as the representative of ALL members of the supervisory team (including associate and external supervisors). This includes identifying and disclosing any real or perceived conflicts of interest that any member of the supervisory team (or the candidate) may have with an examiner.

The Dean (Research) is responsible for appointing examiners from the nominations provided by the principal supervisor.

Process for nominating examiners

Timeframe: Six months prior to planned thesis submission date.

The supervisory team discusses potential examiners with the candidate

  • purpose is to give the candidate the opportunity to raise any issues and request the exclusion of specific individuals
  • NOTE: the final nominations MUST NOT be disclosed to the candidate
Timeframe: Three months prior to planned thesis submission.

Supervisor emails potential examiners to invite them to exam the thesis

  • There are a number of details the supervisor should include in this initial email to the examiner
  • Use the example email invitation to structure your email.
Timeframe:  At least two months prior to planned submission.

Candidate lodges the Notice of Intention to Submit form.

Timeframe: Following approval of the Notice of Intention to Submit form.

Supervisor completes the Nomination of Examiners form assigned to them via a service request.

Timeframe: Nomination must be approved at least one week prior to thesis submission. Supervisors may track the progress of the Nomination of Examiners service request at any time via Staff portal > Research > Academic resources > Search candidate requests.

Appointment of examiners

Conflict of Interest in the appointment of HDR examiners – what is it?

In alignment with the University’s Conflict of Interest Policy, a conflict of interest in HDR thesis examination is where an examiner or Chairperson of Examiners may be influenced (real) or appear to be influenced (perceived) by a private interest or commitment which is in conflict with the requirement to act independently when carrying out their duties in examining the thesis. An examiner may have a conflict of interest in relation to the candidate, the supervisors, the University, the subject matter of the thesis and/or another examiner.

What sorts of relationship or circumstances might give rise to a Conflict of Interest in an HDR examination?

The Appointment of HDR Examiners and Chairperson of Examiners Guidelines set out guidance and examples of the types of major and minor conflict of interest that may arise in the context of an HDR examination.

Major conflicts of interest normally result in the non-appointment of an examiner or Chairperson of Examiners. However, it is understood that it can be difficult for supervisors to nominate an examiner or Chairperson that has no potential Conflict of Interest, particularly if the field of research is highly specialised. The Guidelines do identify where mitigating circumstances may apply in the case of some major Conflicts of Interest and all examiner nominations are considered by the Dean (Research) on a case-by-case basis.

Why is it important to identify and explain a Conflict of Interest when nominating examiners?

  • Disclosing real or perceived Conflict of Interest is required by Griffith University policy
  • Where a Conflict of Interest is found during the approval process for the nomination of examiners, the failure to disclose it is viewed as either deceptive or as a lack of critical awareness which makes it most likely that the nomination will not be approved.
  • Unidentified conflicts of interest can delay appointment of examiners which has a negative effect on the candidate.
  • Where a Conflict of Interest is identified and a clear statement made as to the minor nature of the conflict and how it will be managed, it is more likely that the nomination will be approved.

Do all Conflicts of Interest make a potential examiner ineligible?

No, some Conflicts may be deemed to be minor and able to be managed. However all real or perceived conflicts must be identified and explained - if in doubt, call it out.

How to declare a Conflict of Interest on the Nomination of Examiners form

When you are identifying a potential Conflict of Interest, you need to state:

  • What the potential Conflict of Interest is
  • Why the Conflict of Interest does not risk the independence of the examination process
  • Why the examiner should be considered appropriate
  • How the Conflict of Interest could be managed (where applicable).

Examples of how to identify and explain a potential Conflict of Interest:

Supervisor holds a current grant with an examiner

Supervisor has co-published with the examiner

Supervisor has had personal contact and been on a conference organising committee with the examiner

Griffith Graduate Research School

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