GENERAL ACADEMIC REGULATIONS FOR MASTER OF PHILOSOPHY AND DOCTOR OF PHILOSOPHY DEGREES.

1. PREAMBLE
   • The Senate shall be the final authority for the interpretation of these Regulations.
   • The Senate reserves the right to alter, amend, repeal, suspend or replace any of these Regulations.
   • A candidate who has started a programme of study following one set of Regulations shall not be affected by a new set of Regulations.
   • The General Academic Regulations shall take precedence over Faculty Regulations.
   • Every candidate, by the act of registering, agrees to abide by all the rules, regulations and policies of the University and of the relevant Faculty and Department.
   • Candidates shall be held liable for contravening any of these regulations.
   • In these Regulations the following terms shall be used as described: –

“Programme”

A plan of study lasting over a period of time, which leads to the awarding of a degree of the University.

“Level”

A prescribed phase of study.

“Semester”

A prescribed period of study normally made up of six (6) months.

“Subject”

A field of study offered by the Department.

 “Thesis”

A defined practical assignment, which is separately examinable.

“Progress Report”

A document that outlines work done in a particular semester.

“Deferment”

Suspension of studies for a period of at least one semester.

“Presumed Withdrawn”

A candidate is presumed to have withdrawn from his/her studies, when after the candidate has completed all registration formalities and without explanation, fails to submit progress report.

“Voluntary Termination of Studies”

This is a voluntary decision by the student to terminate his/her studies at the University.

“Forced Termination of Studies”

A candidate’s studies may be terminated on academic or non-academic grounds such as when they fail to meet the requirements set out in the General Academic Regulations for Master of Philosophy and Doctor of Philosophy Degrees.

“Concept Note”

A three (3) to five (5) page document that outlines an area and nature of study.

2. GENERAL PROVISIONS
   • The MPhil and DPhil degrees are Postgraduate degrees carried out primarily through supervised research work.
   • Studies shall be pursued on a full-time or part-time basis.
   • The degrees shall be offered in all Faculties, Departments and Schools. Fields of study or research shall be determined by Senate on the recommendations of the Deans’ Committee on Academic Regulations (DCAR).
3. FACULTY REGULATIONS

There shall be Faculty and Departmental Regulations, which shall be read in conjunction with the General Academic Regulations for Master of Philosophy and Doctor of Philosophy Degrees. Specific restrictions on the area of study and additional requirements shall be prescribed in the department and Faculty Regulations.

4. POSTGRADUATE DEGREES

The University shall offer the following higher degrees by research.

• Master of Philosophy (MPhil).
• Doctor of Philosophy (DPhil).

5. GENERAL REQUIREMENTS FOR ADMISSION
   • Master of Philosophy Degree

Applicants must have obtained an appropriate honours degree in the First or Upper Second Division.

• Doctor of Philosophy

A good Master’s Degree in the relevant field shall be required to register for a DPhil Degree.

6. APPLICATION PROCEDURE
   • Application forms for the various programmes shall be obtainable from:

Admissions, Registration and Student Statistics Office 

Midlands State University

P Bag 9055

Gweru

Zimbabwe

Alternatively, forms can be downloaded from the University Website, www4.msu.ac.zw.

• The completed application forms for MPhil & DPhil degrees must be returned to the Research and Postgraduate Studies Office together with a concept note of the candidate’s proposed study. The concept note guidelines can be downloaded from the university website. The other requirements are indicated in the application form.
• There is no deadline for submission of applications for the MPhil and DPhil programmes.
• Applications shall be processed by the Research and Postgraduate Studies Office and forwarded for consideration by the relevant department, Faculty Higher Degrees Committee and the Deans’ Committee on Academic Regulations.
• The Deans’ Committee on Academic Regulations’ decision on the application shall be communicated to the applicant through the Research and Postgraduate Studies Office.
• The Deputy Registrar (Academic Affairs) shall issue a provisional offer letter to successful applicants.
• The provisional offer letter shall be valid for 3 months. Failure to provisionally register within the prescribed period shall result in the applicant forfeiting the offer.

7. REGISTRATION
   • Provisional Registration
     • Candidates shall be provisionally registered for the DPhil/MPhil degree when they first enrol. The purpose of provisional registration is:

1. to allow the candidate time to develop an acceptable proposal for the thesis; and
2. to allow the candidate to demonstrate suitability for the degree, by meeting the requirements established by the University.
   • Provisional registration shall not normally exceed twelve (12) months for DPhil candidates.
   • Provisional registration shall not normally exceed six (6) months for MPhil candidates.
   • The period of provisional registration shall count towards the stipulated minimum period of registration.

• Full Registration

At the end of provisional registration period, a candidate shall be required to apply for full registration for the degree provided they have successfully presented their final proposals at scheduled Faculty Seminar Series.

• If a candidate does not meet the requirements for full registration within the stipulated time, the Faculty Higher Degrees Committee shall recommend to the Deans’ Committee on Academic Regulations that the candidate’s provisional registration be terminated.
• Normally, MPhil and DPhil candidates are not required to attend any taught graduate classes as part of the degree, but must participate in workshops, seminars and other educational opportunities offered by the Research and Postgraduate Studies Office and Faculties.
• Candidates shall register for their studies every semester throughout the duration of the study.

8. DURATION OF STUDY FOR PROGRAMMES
   • The following shall normally be the duration for the completion of the MPhil/DPhil degrees:

PROGRAMME	MINIMUM PERIOD	MAXIMUM PERMITTED DURATION (Including registration)
MPhil
Full-Time	1 ½ years	3 years
Part-Time	2 years	4 years
DPhil
Full-Time	3 years	5 years
Part-Time	3 years	6 years

• Re-registration: Upon the expiry of the stipulated study period, a candidate who has not been able to complete the programme may be allowed to re-register for an additional one year only to complete the programme on the following terms:
  • Such a candidate shall complete the requisite registration forms, stating clearly the reasons for his/her inability to complete the programme within the stipulated period.
  • The candidates’ supervisor(s) shall also indicate clearly the reasons for the delay.
  • The Head of the relevant Department/Institute/School shall forward the application with his/her recommendations to the Faculty Higher Degrees Committee. A copy of the application shall also be sent to the Research and Postgraduate Studies Office.
  • The Faculty Higher Degrees Committee shall make recommendations to the Deans’ Committee on Academic Regulations.

9. UPGRADE FROM MPhil TO DPhil

A candidate registered for the MPhil degree may apply, after completion of not less than twelve months, if his/her supervisor so recommends, for permission to upgrade his/her registration to DPhil. The application must be accompanied by a written recommendation from the Faculty Higher Degrees Committee and must be submitted through the Postgraduate Studies Office to Senate on recommendations of Deans’ Committee on Academic Regulations. The length of further study, if any, which he/she shall be required to pursue for the DPhil shall be prescribed.

10. DOWNGRADE FROM DPhil TO MPhil

A candidate registered for the DPhil, who wishes to downgrade to MPhil, may, if his/her supervisor so recommends, apply for permission to downgrade his/her registration to MPhil. The application must be accompanied by a written recommendation from the Faculty Higher Degrees Committee and must be submitted through the Postgraduate Studies Office to the Senate upon recommendation by the Deans’ Committee on Academic Regulations. The length of further study, if any, which he/she will be required to pursue for the MPhil shall be prescribed.

11. SUPERVISION OF MPHIL/DPHIL STUDIES
    • Supervision Requirements
      • Candidates shall conduct their research under the guidance of a supervisor(s) approved by the Dean’s Committee on Academic Regulations on the recommendation of the relevant Department and Faculty Higher Degrees Committee. The following shall hold:
      • Each DPhil degree candidate shall normally be assigned a main supervisor and a co-supervisor from Midlands State University or any other national, regional, international universities and research institutions.
      • Where there is capacity, the main supervisor shall be from Midlands State University.
      • A candidate can have one supervisor provided the supervisor is a Professor and a recognised authority in the candidate’s proposed area of study.
      • Each MPhil degree candidate shall normally be assigned one supervisor from Midlands State University or any other national, regional, international university or research institution.
      • Departments have the mandate to secure supervisors for candidates.
      • All members of the supervisory team shall be suitably qualified scholars.
      • The Executive Dean of Research and Postgraduate Studies shall appoint the approved supervisors.
    • Qualifications of Supervisors
      • DPhil candidates’ academic supervisors must:

1. have a PhD;
2. have previous experience of postgraduate supervision; and

• have sufficient or appropriate academic knowledge of the candidate’s research topic/area.
  • The main supervisor must be a Professor.
  • The co-supervisor must have a minimum of eight (8) publications in reputable high impact journals.
  • MPhil candidates’ academic supervisors must:

1. have a PhD;
2. normally have previous experience of postgraduate supervision;

• have sufficient or appropriate academic knowledge of the candidate’s research topic; and

1. have a minimum of five (5) publications in reputable high impact journals.
   • Role of Supervisors
     • The supervisors are responsible for ensuring that the candidate is appropriately advised, supported and resourced (e.g. seeking donor funds/scholarships).
     • Academic supervisors are responsible to the Department and to the University. Their role is to provide expertise in the area of research, supervise candidates to undertake quality research and complete the thesis within the stipulated time.
     • Supervisors and candidates must have an agreed work plan.

11.3.4  The supervisors shall report on each candidate’s progress at the end of each semester to the Postgraduate Studies Office.

• Supervision Load

Normally a supervisor shall be permitted to supervise a maximum of 4 DPhil                     and 5 MPhil Candidates.

• Changes to the Composition of the Supervisory Team
  • Where a supervisor is removed from or added to the supervisory team, the change shall be approved by the DCAR on the recommendation of the Faculty Higher Degrees Committee.
  • Any supervisor-supervisee challenges shall normally be resolved by the Chairperson of the Department in consultation with the Executive Dean of the Faculty and, where necessary, the Executive Dean of Research and Postgraduate Studies.
• Supervision Allowances
  • Supervisors shall be paid an allowance every semester as determined by the University, provided the candidate(s) being supervised is registered and has been supervised for the semester.
  • No supervision allowances shall be paid where a student has submitted his/her thesis for examination, and has passed subject to minor corrections.

12. PROGRAMME OF STUDY
    • Candidates must maintain regular contact with their supervisors.
    • No break in the normal continuity of study shall be permitted, except by permission of the Senate.
    • A full-time candidate may be engaged in teaching at the University, provided that the total demand made by teaching duties does not exceed eight hours of work per week.
    • A candidate who is employed outside the University, or a staff member employed in the University for more than eight hours per week shall normally be accepted for registration only on a part-time basis.
13. DEFERMENT OF STUDIES
    • A candidate who wishes to defer his/her study programme shall apply in advance stating reasons why he/she wants to defer his /her study programme. Permission must duly be granted before he/she leaves the University.
    • A candidate registered for the Postgraduate programme shall not defer his/her programme of study for more than two consecutive semesters without the approval of Senate on the recommendations of the Deans’ Committee on Academic Regulations.
    • The candidate shall make sure the deferment process is finalised before leaving the University. No retrospective authorisation shall be allowed.
    • A candidate who fails to defer studies shall be deemed to have been supervised and their accounts shall be debited with fees for the respective semester(s).
    • Deferment shall be communicated to the candidate’s supervisor(s).
    • Upon resumption of studies, the candidate shall complete the resumption of studies form for approval. A copy of the signed form shall be submitted to the Research and Postgraduate Studies Office.
14. TERMINATION OF STUDIES
    • Voluntary Termination of Studies
      • A candidate may voluntarily terminate his/her studies at any time of the year.
      • A candidate who wishes to terminate his/her studies shall complete a “Termination of Studies” form (obtained from the Research and Postgraduate Studies Office and from the University website) and submit to the Research and Postgraduate Studies Office together with a letter detailing the reasons for withdrawing from studies.
      • Before applying to terminate studies, the candidate shall consult with his/her Supervisor, the Chairperson of Department or the Research and Postgraduate Studies, in order to consider the implications of the termination of studies. These include matters such as access to the University’s facilities and financial issues.
    • Forced Termination of Studies
      • A candidate’s registration may be terminated at any time of the year. A recommendation for termination of studies must be made by the Faculty Higher Degrees Committee to the Deans Committee on Academic Regulations.
      • A candidate’s studies may be terminated for the following reasons:

1. failure to apply for full registration within the stipulated time;
2. poor academic performance or failure to progress;

• ongoing unauthorised absence where the candidate has not contacted his/her supervisor(s), the Department or the Research and Postgraduate Studies Office regarding their absence;

1. failure to re-register after deferment of studies period has elapsed
2. where the candidate has broken University regulations, policy or procedure; and
3. where the candidate has provided false information at the time of application or at any point thereafter.

15. ELIGIBILITY FOR EXAMINATIONS.
    • Only a supervised thesis shall be eligible for examination.
    • DPhil candidates must have at least two publications in reputable refereed journals emanating from the doctoral research.
    • MPhil students must have at least a draft manuscript emanating from the research.
    • The candidate shall present his/her work during a scheduled Faculty Seminar Series before the thesis is submitted for examination.
    • The thesis shall have been language-edited (with proof in the form of a certificate or letter) and subjected to an anti-plagiarism software (attach similarity index report).
16. THESIS SUBMISSION
    • A thesis for the MPhil or DPhil degree must make a significant and substantial contribution to knowledge or practice.
    • The length of a thesis submitted for MPhil/DPhil degree shall normally be as follows excluding preliminary pages and appendices:

Arts

              MPhil                                                              150 pages

              DPhil                                                               250 pages

Commerce

              MPhil                                                              150 pages

              DPhil                                                               250 pages

              Education

              MPhil                                                              150 pages

              DPhil                                                               250 pages

              Law

              MPhil                                                              150 pages

              DPhil                                                               250 pages

              Medicine

              MPhil                                                              100 pages

              DPhil                                                               150 pages

Mining and Mineral Processing

              MPhil                                                              100 pages

              DPhil                                                               200 pages

Natural Resources Management and Agriculture

              MPhil                                                              150 pages

              DPhil                                                               200 pages

              Science and Technology

              MPhil                                                              100 pages

              DPhil                                                               150 pages

              Social Sciences

              MPhil                                                              150 pages       

              DPhil                                                               250 pages

• A candidate shall not be permitted to submit as his/her thesis, a thesis for which a degree has been conferred in this or any other university, but a candidate shall not be precluded from incorporating work which he/she has already submitted for a degree in this or another university provided that he/she shall indicate on his/her form of entry and also in his/her thesis any work which has been incorporated.
• The thesis shall consist of the candidate’s own account of his/her research. It may describe work done in conjunction with other person(s) provided that the candidate states clearly his/her contribution in the investigation and that his/her statement shall have been certified by the supervisor(s).
• Four typed and printed copies of the thesis in spirally bound form shall be submitted to the Research and Postgraduate Studies Office. The size shall be standard A4 paper except for drawings and maps on which no restriction is placed. Where the thesis is typed using 1.5 spacing, font size 12 and Roman Times font, only one side of the paper shall be used with a margin of 5 cm on the left hand side of the paper. After the thesis has been approved, it must be bound in standard form Art Vellum or cloth; overcast; edges uncut; lettered boldly up back in gold (0.5-1.25 cm) degree; date and name; before the award of the degree is published by the Registrar. Four bound copies must be presented to the University with the approval of the Departmental Chairperson.
• Copies of the thesis that have been accepted for the award of the degree shall be distributed as follows:-

• one copy shall be deposited in the University Library.
• second copy shall be presented to the Department,
• a third copy shall be given back to the candidate, and
• the fourth copy shall be kept by the Research and Postgraduate Studies Office.

17. EXAMINATION
    • THESIS EXAMINATION
      • A candidate who intends to submit his/her thesis for examination shall inform the Research and Postgraduate Studies Office by completing and submitting an Intention to Submit Form six months before the proposed date of submission. The form can be obtained from the Research and Postgraduate Studies Office or downloaded from the University website.
      • Upon receipt of the Intention to Submit Form, the relevant Departmental Board shall submit a list of six potential examiners to the Research and Postgraduate Studies Office. A panel comprising one internal and two external examiners shall be appointed by the Research and Postgraduate Studies Office to examine the thesis.
      • A candidate shall complete and submit a Thesis Submission Form together with four copies of the thesis to the Research and Postgraduate Studies Office for examination.
      • A separate report, duly signed, shall be submitted by each Examiner to the Research and Postgraduate Studies Office in respect of the thesis submitted for the degree.
      • The examiners’ reports on the thesis shall indicate as comprehensively as possible whether or not the candidate demonstrates a good general knowledge of the particular field of learning within which the subject of his/her thesis falls; whether or not the presentation of the candidates’ material is satisfactory; and whether or not the thesis meets the requirements of the degree.
      • Upon receipt of the three examiners’ reports, the Executive Dean of Research and Postgraduate Studies Office shall convene an Internal Examination Committee meeting to make a decision on whether or not the candidate shall proceed for an oral examination. The preliminary meeting shall comprise the Executive Dean of Research and Postgraduate Studies Office (chairing), the Faculty Executive Dean, Departmental Chairperson and 2 senior academics from the Faculty.
      • If a thesis submitted for a degree is judged to be inadequate, the Internal Examination Committee shall recommend to the Academic Board that the candidate be permitted to re-submit for examination in a revised form within a stipulated period. The candidate shall register for the stipulated period. The candidate shall be deemed to have failed the degree if he/she does not re-submit the revised thesis within the stipulated period.
      • No candidate shall re-submit thesis for examination more than once.
      • A candidate shall be called for an oral examination if at least two of the examiners pass the thesis.
    • ORAL EXAMINATION
      • The candidate shall be given 1 month notice in writing of the pending examination.
      • An oral examination shall be chaired by the Executive Dean of Research and Postgraduate Studies Office and shall also include at least two (2) examiners; at least one (1) supervisor; the Executive Dean of the Faculty; the Chairperson of the Department; one (1) senior academic member from the Department; one (1) senior academic member nominated by the Dean of the Faculty and the Deputy Registrar (Academic Affairs).
      • The purpose of the oral examination is for the Board of Examiners to satisfy itself that the thesis was done by the candidate and that he/she can articulate its contents.
    • EXAMINATION VERDICT
      • The final decision shall be based on the thesis examination and oral examination.
      • The final examination decision for MPhil and DPhil candidates shall fall within one of the following categories:
    • Pass
    • Pass subject to minor corrections
    • Pass subject to major corrections to the satisfaction of the candidate’s supervisor and the department.
    • • The outcome of the examination shall be forwarded by the Research and Postgraduate Studies Office to the Academic Board for approval of results.
      • In the event of a candidate failing, the candidate may submit a duly motivated appeal in writing to the Executive Dean of Research and Postgraduate Studies Office within one month of the release of results. The Executive Dean of Research and Postgraduate Studies Office shall submit such appeal, together with the examiners’ reports to the Internal Examination Committee. If the appeal is granted, the Executive Dean of Research and Postgraduate Studies Office in consultation with the Faculty Higher Degrees Committee shall appoint an independent examiner who shall act as an arbiter. The verdict of the arbiter shall be final and binding.

18. DEFERMENT OF ORAL EXAMINATION
    • On grounds of ill-heath

A candidate who has satisfied all the requirements, but is unable to take the oral examination on grounds of ill-health, shall, on application to the Deans’ Committee on Academic Regulations, and on provision of a Medical Certificate issued or endorsed by the University Medical Officer, be allowed to defer the examination, and shall be allowed to take them at the next offering. Subsequent application for deferment, on grounds of ill-health, shall be subject to a Medical Certificate issued by a properly constituted Medical Board.

• On grounds other than ill-health

In cases of deferment on grounds other than ill-health, the Executive Dean Research and Postgraduate Studies shall invite the applicant for an interview and advise the University  appropriately. It shall be the candidate’s responsibility to satisfy the University beyond reasonable doubt why he/she wishes to defer the studies.

• In all cases of deferment, the applicant(s) shall obtain written responses from the Registrar before leaving the University.

19. FEES
    • Results of examinations shall be published by the Registrar upon satisfactory fulfilment of all the stipulated requirements for the degree.
    • A result pass list indicating the candidate’s performance in the examination shall be made available to the candidate.
20. PUBLICATION OF RESULTS
    • Results of examinations shall be published by the Registrar upon satisfactory fulfilment of all the stipulated requirements for the degree.
    • A result pass list indicating the candidate’s performance in the examination shall be made available to the candidate.
21. AWARD OF DEGREE
    • An MPhil/DPhil degree appropriately designated shall be awarded to a candidate who has been properly admitted to the University, has followed the approved programme of study over the stipulated period, and has fulfilled both the University and Department requirements.
    • The result of an examination held for the award of an MPhil/DPhil degree shall be laid before the Senate for approval. Thereafter, the Degree shall be conferred under the seal of the University upon each successful candidate.
22. CANCELLATION OF AWARD

Notwithstanding previous confirmation of an award of a degree, Senate may at any time cancel an award, even with retrospective effect, if it becomes known that:-

• a candidate had entered the University with false qualifications, or
• a candidate had impersonated someone else, or
• a candidate had been guilty of an examination malpractice for which a Grade Z would have been awarded, or
• that there are other reasons that would have led to the withholding of confirmation of the award in the first place.

In any such event, the decision of Senate shall be published on the University Notice Board and the candidate is notified.

23. TRANSCRIPT OF ACADEMIC RECORD

At the end of a candidate’s programme, the University shall issue to the particular candidate a complete transcript of his/her academic record.