Roles and Responsibilities

Student

    • Stay informed, and meet the graduate program requirements and deadlines.
    • Follow policies and procedures as specified in the University Catalog.
    • Ensure the completion of the program requirements within the study period as specified in the University Catalog
    • Adhere to the Academic Integrity requirements.
    • Identify a thesis supervisor and agree with him/her/them on the thesis supervision. The Approval of Thesis Supervision Form is to be used. Graduate Studies forms are available here.
    • Develop a thesis proposal as per the requirements of the program.
    • Be aware that the thesis is an independent piece of research work with the guidance, mentorship and intellectual support of the supervisor(s).
    • Follow IRB requirements and CAPMAS approval where applicable.
    • Embark on the thesis work under the guidance of the thesis supervisor(s)
    • Meet regularly with thesis supervisor(s) during the semester for sharing progress on thesis work and obtaining feedback on it. The Thesis Progress Report Form is to be used.  Graduate Studies forms are available here
    • Follow AUC’s academic integrity standards in writing the thesis. Thesis drafts are to be submitted to Turnitin.com for checking their originality. If the thesis entails major revisions after the defense, the originality of the finalized version is to be checked again.
    • Carefully proofread drafts before submitting them.
    • Obtain copyright permission as needed.
    • Submit thesis drafts as in a timely manner, meeting the specified deadlines.
    • Adequately address feedback on your thesis draft in a timely manner.
    • In case you decide to change the thesis supervisor, use the Changing Thesis Supervisor Form. Graduate Studies forms are available here.
    • Prepare well for your thesis defense and adhere to the specified date.
    • Update the thesis draft after your defense with the comments and feedback provided by the members of the Thesis Defense Committee.
    • Submit the finalized thesis draft, with all the needed forms, by the deadlines specified in the University Catalog.
    • Submit the finalized thesis draft to DAR.
    • Register for the comprehensive examination credits in the semester you will be sitting for these examinations.
    • Be aware of the examinations’ date.
    • Prepare well for the examinations.

Program Director

    • Act as the academic advisor to students before they have selected their thesis supervisor, where applicable.
    • Maintain up-to-date program policies and procedures, and ensure they are aligned with the university ones.
    • Publicize requirements and deadlines in a timely manner.
    • Promote the university resources such as the library, graduate workshops, institutional grants, Social Research Center and Mohamed Taymour Writing Center.
    • Promote best thesis awards, where applicable.
    • Promote applications to the Graduate Student Support Grants.
    • Be available to students for any issues and/or concerns.
    • Monitor the program performance with regards to admissions, student progress, completion rates, study period.
    • Coordinate the application to/renewal of program equivalence from the Supreme Council of Egyptian Universities, where applicable.
    • Maintain the catalog description of your program up to date.
    • Oversee the processing of graduate admission applications, readmission requests, and fellowship applicants in a timely manner and within the specified deadlines.
    • Regularly attend the Graduate Advisory Council (GAC) meetings, bringing to the department, center, and/or program steering committee, the issues discussed therein. 
    • Be actively involved in student recruitment to the program.

     

    • Direct and coordinate, where applicable, the process of thesis proposal submission, review and approval.
    • Oversee the processes and completion of the related forms for thesis supervisor selection, thesis progress, thesis defense approval, formation of thesis defense committee, change of thesis supervisor and withdrawal from thesis supervision.
    • Ensure that updated student records are maintained, including thesis supervisor name, thesis title, and names of examiners/readers.
    • Ensure all necessary forms for thesis defense and finale thesis submission are completed.
    • Communicate the dates of the examinations early on in the semester to concerned students.
    • Advise students on best practices and material covered by the examinations.
    • Coordinate with concerned faculty members in the program for preparing, administering, marking and grading the examinations.
    • Do not provide examinations grades to concerned students before the end of the semester when grades are submitted to the Office of the Registrar. 

Administrative Assistant/Program Managers

    • Assist the program director in publicizing requirements and deadlines in a timely manner, particularly for: registration, payment, fellowship application, Graduate Student Support Grants application, readmission application, the extension of study period requests.
    • Maintain a record of fellowship nominations (Scoring Sheet).
    • Stay abreast of requirements from the Office of Dean of Graduate Studies.
    • Assist the program director in managing graduate admission applications, fellowship applications, readmission applications, and extension of study period requests.
    • Review and update contact list of graduate students in the program every semester
    • Retrieve or review the degree audit in consultation with the registrar to determine academic lack of progress and inform the program director.
    • Contribute to student recruitment to the program.
    • Follow up with students for finalized thesis submission by due dates specified in the University Catalog.
    • Maintain an updated record of all students in the program conducting thesis work.
    • Maintain on record the Thesis Progress Report forms for each graduate student in the program conducting thesis work. Graduate Studies forms are available here
    • Assist in the organization of thesis defenses and in ensuring all necessary forms for thesis defense and finale thesis submission are completed.
    • Obtain the necessary details from external thesis examiners/readers and communicate these to the Office of the Dean of Graduate Studies. Follow up with the Accounting Office on the processing of the compensation to the external examiners/readers.
    • Communicate the dates of the examinations early on in the semester to concerned students.
    • Ensure that only students registered for the comprehensive examinations credits sit for the examinations.
    • Coordinate with concerned faculty members in the program for preparing, administering, marking and grading the examinations.
    • Do not provide examinations grades to concerned students before the end of the semester when grades are submitted to the Office of the Registrar.

Thesis Supervisor

    • Notify the program director of the thesis supervision. The Approval of Thesis Supervision Form is to be used. Graduate Studies forms are available here.
    • Guide and monitor the progress of the graduate students in conducting the thesis work. The Thesis Progress Report Form is to be used. Graduate Studies forms are available here.
    • Advise the student on the application for IRB approval and CAPMAS approval where applicable.
    • Provide feedback on thesis drafts as needed and in a timely manner.
    • Uphold standards of academic integrity, ensuring the student submits the thesis draft to Turnitin.com for checking originality.
    • Oversee thesis completion within.
    • Coordinate obtaining feedback from examiners/readers on the thesis draft and communicate this feedback to the student 
    • Ensure that the student updates the thesis draft with examiners/readers’ and thesis supervisor’s feedback and comments.
    • Ensure that the completed thesis meets program and university standards/requirements for content, style, and form.
    • Ensure the student is registered in thesis guidance credits during the semester he/she is expecting to complete the thesis and have the defense.
    • If the thesis supervisor decides to withdraw from thesis supervision, he/she should inform the program director. The Withdrawal from Thesis Supervision Form is to be used. Graduate Studies forms are available here.

Thesis Examiner/Reader

    • Provide feedback and comments on the thesis draft in a timely manner and through the thesis supervisor. In the case of graduate programs in Sciences and Engineering, the examiners provide their feedback after the thesis defense. 
    • Take part in the thesis defense.
    • Maintain the confidentiality of deliberations of the defense.