HDR online thesis. Examiner. Last modified: 09/10/2015 Version 1

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1 HDR online thesis Examiner Last modified: 09/10/2015 Version 1

2 Contents Section 1. Accessing the Griffith University staff portal Activating a Griffith University account... 3 Section 2. On-line thesis examination Accessing the online thesis To open a candidate submission for evaluation Saving the thesis To save the attachment Adding comments within the thesis Adding comments in Adobe Reader Sticky notes Save the thesis / attachment Uploading an attachment Entering criteria rating Criteria rating comments Recommendation and overall comments Save examination comments Submit evaluation * * * * * Page 2

3 Section 1. Accessing the Griffith University staff portal At Griffith University, the examination of thesis is completed online. To access the submitted thesis, you will require access to the Griffith University staff portal. Hint If you have been previously affiliated with Griffith University, you will already have a staff number and password and will not need to complete the steps outlined in this section. If you are a new Griffith University examiner, you will need to activate your account Activating a Griffith University account When you accept the role of examiner, the Higher Degree by Research (HDR) Student Centre will send an which includes your username and a link to activate your account. (Refer Figure 1.) Figure 1 Sample from HDR Student Centre Page 3

4 Choose the link. The Activate Account window will be displayed. (Refer Figure 2.) Figure 2 Activate account window Enter your username (s followed by a series of numbers). Hint Enter your address. Your username is included in the . Hint Use the same address that the advising the availability of the thesis was sent to. Page 4

5 Enter your last name. Read the Code of Practice. Choose (Activate). The Activate account window will be displayed advising that a security code has been sent to your account. (Refer Figure 3) Figure 3 Activate account window An account verification will be sent to your address. (Refer Figure 4.) Figure 4 Account verification Page 5

6 Choose the link in the . Your account will be verified and the success window will be displayed. (Refer Figure 5.) Figure 5 Success window displays when the account is verified. Note If the link does not work, copy the code in the and paste into the Activate Account window. Choose (Check code). Choose (Continue). The Change Password window will be displayed. (Refer Figure 6.) Follow the prompts to change your password. You will now be able to log-in to the Griffith University staff portal. Hint If you require assistance to change the password, self-help resources are available. ( Page 6

7 Figure 6 Change password window Page 7

8 Section 2. On-line thesis examination The candidates will be submitting their thesis online. The examination and evaluation of the thesis will also be completed online. As an examiner, you will receive an which advises how to obtain access to the Griffith staff portal. Once you have a login and password, you will be able to access the online thesis Accessing the online thesis Log into the Griffith staff portal by choosing Staff from the Griffith homepage ( (Refer Figure 7) Figure 7 Choose Staff to access the Griffith Portal. The Griffith Single Sign-on page will be displayed. (Refer Figure 8) Enter the Snumber and your password. Choose (Login). Figure 8 Enter your login details Page 8

9 The Griffith staff portal will be displayed. Choose Research > Academic resources > Evaluation workcenter. (Refer Figure 9) Figure 9 Accessing the HDR dashboard The Evaluation workcenter will be displayed. (Refer Figure 10) Figure 10 Evaluation workcenter Number Name Description 1 Overview Details on how to complete the evaluation. 2 Contact details The contact details for the Griffith University thesis examination support staff will open in a new tab. 3 Evaluation filter Select the required evaluation filter from the drop-down list. The results will be automatically updated. 4 Additional filters If there is a large list of evaluations, you may wish to filter the results. Page 9

10 Number Name Description 5 Evaluation list The list of evaluations which match the selected filters Evaluation decision entry window Figure 11 Evaluation decision window Number Name Description 1 Candidate Candidate name and student ID 2 Evaluation date Date by which the thesis examination should be submitted. 3 Additional information Links to important information that relates to thesis examination. 4 Criteria rating Select the required rating from the drop-down list. 5 Comments Comments in relation to each criteria may be added. (Optional) 6 Recommendation Select required recommendation from the drop-down list. 7 Add or view attachments View thesis and other attachments. Add attachments prior to submitting evaluation. 8 Comments Add any overall comments. Examiner s report may be entered into Comments or attached as a separate document. 9 Submit evaluation Choose submit evaluation when the examination is complete. 10 Save changes Save any entered ratings / comments to return later. 11 Return Return to the Evaluation WorkCentre. Any unsaved ratings / comments will be lost. Page 10

11 2.3. To open a candidate submission for evaluation Select Assigned Evaluations from the filter drop-down list. Select the required candidate from the results list by choosing Select. Figure 12 Select the required thesis evaluation. The thesis evaluation decision window will be displayed. (Refer Figure 13) Figure 13 Evaluation decision window. Choose Add or View Attachments. The evaluation attachments window will be displayed. (Refer Figure 14.) Page 11

12 Figure 14 Evaluation attachments window Choose View. The selected attachment will open in a new tab. (Refer Figure 15.) 2.4. Saving the thesis Figure 15 Attachments open in a new tab. You may wish to save the thesis to your computer. This will allow the thesis to be reviewed when not connected to the internet and provide the opportunity to add comments in a PDF reader application Choose To save the attachment (Download). Figure 16 Choose download to save the attachment. Follow the prompts to save the attachment to your computer. Hint You will need to save the Honorarium Form, complete and attach before submitting your examination recommendation. Page 12

13 2.5. Adding comments within the thesis If you save the thesis and then open in a PDF Reader application (eg Adobe Reader), you can add comments as you examine the thesis. Note If you prefer, comments can be provided in a separate examination report document. How comments are added will be dependent upon the PDF reader application which is used. The following information relates to Adobe Reader which is available for free from Adobe. Hint It is recommended to use the most recent version of the PDF reader application Adding comments in Adobe Reader Open the saved attachment in Adobe Reader. Figure 17 Choose Comment to open the comment tool box. Choose Comment. (Refer Figure 17.) or View, Comment, Annotations. The Comment pane will be displayed. (Refer Figure 18.) Page 13

14 Figure 18 Comment pane A range of comment and annotation tools are available Sticky notes Sticky notes are the easiest way to comment in a PDF file Add a sticky note Choose (Add sticky note). Figure 19 Select Sticky Note. The mouse cursor will change to. Figure 20 Mouse cursor changes when sticky note is selected. Click the page where the comment is required. A comment text box will display. (Refer Figure 21.) Page 14

15 Enter the required comment. Figure 21 Enter the comment in the text box. Hint You may add a sticky note directly to the required area. Right click the area where you want the note to appear, choose Add Sticky Note Figure 22 Right-click to add a sticky note Move a sticky note Left-click the required (sticky note icon). Drag to the required location Edit a sticky note Double-click the required Rewrite the comment. (sticky note icon) Change appearance of the sticky note Right-click the required (sticky note icon). Choose Properties. Select the required icon and colour from the Sticky Note Properties dialog box. (Refer Figure 23) Page 15

16 Figure 23 Right-cick to change the sticky note appearance Save the thesis / attachment If you have annotated the thesis, save the attachment and upload before submitting your examination recommendation. Note How you save the annotated attachment will be dependent on the PDF reader application. Choose File, Save As. (Refer Figure 24.) Figure 24 Choose File, Save As to save the attachment. Page 16

17 The Save As dialog box will be displayed. Enter a file name, select where the file is to be saved and choose (Save). Figure 25 Save As dialog box. Note It is recommended that you add your initials to the thesis file name. eg. Candidate_thesis_AB.pdf 2.7. Uploading an attachment Once you have saved the annotated thesis, you will need to upload the document to the evaluation workcentre. Remember You will also need to upload the completed Honorarium form and your Examination Report. Display the Decision Entry page within the Evaluation Work Centre. (Refer Figure 26.) Choose Add or View Attachments. Page 17

18 Figure 26 Choose Add or View attachments. The Evaluation Attachments window will be displayed. (Refer Figure 27.) Figure 27 Choose Add Attachment. Choose (Add attachment). The File attachment dialog box will be displayed. (Refer Figure 28.) Figure 28 File attachment dialog box. Page 18

19 Choose (Browse). Navigate to and select the saved document. Choose (Upload). The uploaded document will be listed in the attachments. (Refer Figure 29.) Figure 29 Uploaded documents will be listed in the Evaluation Attachments window. Repeat for any additional documents you wish to upload (eg completed Honorarium form). Choose (OK). The Evaluation Decision Entry window will be displayed Entering criteria rating The evaluation criteria are listed in the Evaluation Decision Entry window. Select the required rating from the drop-down box. (Refer Figure 30 Select rating for each criteria. Page 19

20 Criteria rating comments Comments may be added for each criteria rating. Note Criteria rating comments are optional. Choose Add comments for the required criteria. The Comment window will be displayed. (Refer Figure 31.) Figure 31 Comment window. Enter the required comment. Choose (OK) Recommendation and overall comments Select required recommendation from the drop-down list. Enter any required overall comment. (Optional). (Refer Figure 32.) Figure 32 Select required recommendation. Page 20

21 2.10. Save examination comments You can choose to save any information entered into the Evaluation Decision Entry window and return later. Choose (Save changes) Submit evaluation Once the examination of the thesis is completed, and all required documents are uploaded, choose (Submit evaluation). The Submit confirmation window will be displayed. (Refer Figure 33.) Figure 33 Submit confirmation window. Choose (OK). Page 21