Manage Thesis Registration and Submission

Manage Thesis Registration and Submission

Register thesis topics, track progress, manage extensions, and conduct evaluations for research programs.

Time: 15–30 minutes for full workflow Module: OpenEduCat Thesis Management Permissions: Thesis Supervisor, Thesis HoD, or Thesis Administrator

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Prerequisites

• Student enrolled in thesis-required program
• Faculty members configured as supervisors/examiners
• Evaluation templates created
• Extension reasons defined
• Access to Thesis menu

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Overview

The Thesis Management system enables:

• Thesis topic registration with committee assignment
• Progress report tracking with supervisor feedback
• Deadline extension request workflow
• Document submission and review
• Structured evaluation with scoring rubrics
• Multi-role approval (Supervisor → HoD)

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Complete Thesis Workflow

Registration
    ↓
Draft → Submitted → Approved → In Progress
                                    ↓
                            Progress Reports
                            Extensions (if needed)
                                    ↓
                            Submit Thesis
                                    ↓
Submission
Draft → Submitted → Under Review → Approved → Evaluated → Completed
                         ↓
                      Rejected → Revision → Resubmit

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Steps

1. Configure Program for Thesis

1. Navigate to Programs configuration
2. Open the program record
3. In Thesis Configuration tab:

Field	Action
Required Thesis	Check to enable thesis requirement
Thesis Duration	Set duration in months (e.g., 6)
Evaluation Template	Select grading rubric
Thesis Guidelines	Enter guidelines (HTML)

4. Click Save

2. Register Thesis Topic

1. Navigate to Thesis → Thesis Management → Registrations
2. Click New
3. Complete the registration form:

Field	Action
Code	Auto-generated
Title	Enter thesis title
Student	Select the student
Program	Select from available programs
Research Area	Select research domain
Registration Date	Defaults to today

4. View computed fields:

   • Thesis Duration: From program settings
   • Default Deadline: Calculated (registration + duration)

5. Click Save (Draft state)

6. Click Submit to send for approval

3. Add Committee Members

1. Open the thesis registration
2. In Committee Members tab, click Add a line or Add Committee Member button
3. Configure each member:

Field	Action
Faculty Member	Select faculty
Role	Select role type
Email	Auto-populated from faculty
Phone	Auto-populated from faculty

Available Roles:

• Supervisor (required, only one allowed)
• Co-Supervisor
• Advisory Committee Member
• Examiner (required for evaluation)

4. Click Save

Validation: Cannot approve without Supervisor and Examiner assigned.

4. Approve Registration (HoD)

1. Navigate to Registrations

2. Filter by Submitted status

3. Open the registration

4. Review:

   • Student eligibility
   • Committee completeness
   • Research area appropriateness

5. Click Approve

6. State changes to Approved

7. Final Submission Deadline is set

5. Start Research Work

1. Open an Approved registration
2. Click Start Research
3. State changes to In Progress
4. Student can now submit progress reports

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Progress Reports

Submit a Progress Report

1. Navigate to Thesis → Progress Reports
2. Click New
3. Complete the form:

Field	Action
Report Title	Enter descriptive title
Thesis Registration	Select the thesis
Report Type	Select type (e.g., Monthly, Quarterly)
Report Date	Defaults to today
Report Content	Enter HTML content

4. In Attachments tab:

   • Upload supporting documents

5. Click Save (Draft state)

6. Click Submit to send to supervisor

Provide Supervisor Feedback

1. Open a Submitted progress report
2. Click Provide Feedback
3. In the wizard:

Field	Action
Feedback	Enter supervisor comments (HTML)
Recommendation	Select Approve or Request Revision

4. Click Submit Feedback

Outcomes:

• Approve: Report approved, feedback recorded
• Request Revision: Report returned for revision

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Extension Requests

Submit Extension Request

1. Navigate to Thesis → Extension Requests
2. Click New
3. Complete the form:

Field	Action
Thesis Registration	Select the thesis
Request Date	Defaults to today
Current Deadline	Auto-filled from registration
Requested Deadline	Enter new deadline
Extension Days	Auto-calculated
Reason	Select predefined reason
Detailed Reason	Explain circumstances

4. Upload Supporting Documents if applicable
5. Click Save (Draft state)
6. Click Submit

Supervisor Review

1. Open a Submitted extension request
2. Review details and justification
3. Add Supervisor Comment
4. Click Approve as Supervisor or Reject as Supervisor

If approved: Forwards to HoD for final approval

HoD Final Approval

1. Open request in HoD Review state
2. Review supervisor recommendation
3. Add HoD Comment
4. Click Approve as HoD or Reject as HoD

If approved: Registration deadline automatically updated

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Thesis Submission

Submit Final Thesis

1. Open an In Progress registration
2. Click Submit Thesis
3. A new submission record is created
4. Complete the submission form:

Field	Action
Reference	Auto-generated
Thesis Registration	Pre-filled
Final Title	Enter final thesis title
Thesis Document	Upload PDF/document
Additional Document	Upload supporting files (optional)

5. Click Submit

Review Process

1. Open a Submitted submission
2. Click Start Review (Supervisor/HoD)
3. State changes to Under Review
4. Review the thesis document

Decision options:

• Approve: Move to evaluation phase
• Request Revision: Return with comments

Request Revision

1. In Under Review state
2. Enter Revision Comments
3. Click Request Revision
4. State changes to Rejected
5. Student revises and resubmits

Invite Examiner

1. Click Invite Examiner button
2. In the wizard:

Field	Action
Faculty	Select internal faculty (optional)
Name	Enter examiner name
Email	Enter email (required)
Phone	Enter phone

3. Click Invite
4. Examiner added to committee

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Evaluation

Configure Evaluation Template

1. Navigate to Thesis → Configuration → Evaluation Templates
2. Click New
3. Configure:

Field	Action
Name	Template name
Total Marks	Maximum score

4. In Parameters section, add criteria:

Parameter Name	Max Marks
Literature Review	20
Methodology	25
Analysis	25
Presentation	15
Originality	15

Validation: Sum of parameter marks must equal total marks.

5. Click Save (Draft state)
6. Click Set In Use to activate

Submit Evaluation

1. Open an Approved submission

2. In Evaluation tab:

   • Parameters auto-populated from template
   • Enter Score for each parameter (cannot exceed max)

3. Click Submit Evaluation

4. Total Score calculated automatically

5. State changes to Evaluated

Complete Thesis

1. Open an Evaluated submission
2. Review final scores
3. Click Complete
4. Submission state: Completed
5. Registration state: Completed

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Field Reference

Thesis Registration (op.thesis.registration)

Field	Technical Name	Type	Required	Description
Code	code	Char	Auto	Registration ID
Title	name	Char	Yes	Thesis title
Student	student_id	Many2one	Yes	Registering student
Program	program_id	Many2one	Yes	Enrolled program
Department	department_id	Many2one	Computed	From program
Research Area	research_area	Many2one	Yes	Research domain
Registration Date	registration_date	Date	No	Start date
Default Deadline	default_submission_deadline	Date	Computed	Calculated
Final Deadline	final_submission_deadline	Date	Readonly	Approved deadline
State	state	Selection	No	Workflow state
Committee	committee_ids	One2many	No	Committee members
Progress Reports	progress_report_ids	One2many	No	Linked reports
Extensions	extension_ids	One2many	No	Extension requests

Thesis Submission (op.thesis.submission)

Field	Technical Name	Type	Required	Description
Reference	name	Char	Auto	Submission ID
Registration	registration_id	Many2one	Yes	Parent registration
Title	title	Char	Yes	Final thesis title
Submission Date	submission_date	Date	Readonly	Upload date
Thesis File	thesis_file	Binary	Yes	Main document
Additional File	additonal_file	Binary	No	Supporting docs
Evaluation Template	evaluation_template_id	Many2one	No	Grading rubric
Evaluation Lines	evaluation_lines	One2many	No	Scored criteria
Total Score	total_score	Float	Computed	Final score
Revision Comments	revision_comments	Text	No	Feedback
State	state	Selection	No	Workflow state

Committee Member (op.thesis.committee)

Field	Technical Name	Type	Required	Description
Registration	registration_id	Many2one	Yes	Parent thesis
Faculty	faculty_id	Many2one	Yes	Committee member
Role	role	Selection	Yes	Member role
Email	email	Char	No	Contact email
Phone	phone	Char	No	Contact phone

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Troubleshooting

Issue	Cause	Solution
Cannot approve registration	Missing supervisor or examiner	Add required committee members
Program not available	Thesis not required	Enable thesis in program settings
Extension rejected	Deadline in past	Request valid future date
Evaluation score error	Exceeds max marks	Reduce score to within limits
Template locked	Already in use	Create new template if changes needed
Cannot start research	Not approved	Get HoD approval first

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Best Practices

1. Early registration: Register thesis topic early in program
2. Regular progress: Submit progress reports on schedule
3. Committee communication: Maintain contact with supervisor
4. Extension planning: Request extensions before deadline
5. Document quality: Upload properly formatted thesis documents
6. Template consistency: Use standardized evaluation templates

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Security Notes

Role	Capabilities
Thesis Administrator	Full CRUD on all records
Thesis HoD	Read, write (no delete); approve at HoD level
Thesis Supervisor	Read, write; provide feedback, approve at supervisor level
Student	Read, write own records via portal

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Related Tasks

• Configure Research Areas
• Manage Faculty Records
• Create Evaluation Templates