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HDR online thesis

Examiner

Last modified: 09/10/2015 Version 1

HDR online thesis - Examiner

Last modified on 09/10/2015 HDR lifecycle user guide- examiners v1.docx

Contents

Section 1. Accessing the Griffith University staff portal ........................................................ 3

1.1. Activating a Griffith University account ....................................................................... 3

Section 2. On-line thesis examination .................................................................................. 8

2.1. Accessing the online thesis ........................................................................................ 8

2.2. To open a candidate submission for evaluation ........................................................ 11

2.3. Saving the thesis ...................................................................................................... 12

To save the attachment ..................................................................................... 12 2.3.1.2.4. Adding comments within the thesis .......................................................................... 13

Adding comments in Adobe Reader .................................................................. 13 2.4.1. Sticky notes ....................................................................................................... 14 2.4.2.

2.5. Save the thesis / attachment .................................................................................... 16

2.6. Uploading an attachment ......................................................................................... 17

2.7. Entering criteria rating .............................................................................................. 19

Criteria rating comments ................................................................................... 20 2.7.1.2.8. Recommendation and overall comments .................................................................. 20

2.9. Save examination comments ................................................................................... 21

2.10. Submit evaluation ................................................................................................. 21

* * * * *



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.

1.1. Activating a Griffith University account When you accept the role of examiner, the Higher Degree by Research (HDR) Student Centre will send an email which includes your username and a link to activate your account. (Refer Figure 1.)

Figure 1 Sample email from HDR Student Centre



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

Your username is included in the email.

Enter your email address.

Hint

Use the same email address that the email advising the availability of the thesis was sent to.



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 email account. (Refer Figure 3)

Figure 3 Activate account window

An account verification email will be sent to your email address. (Refer Figure 4.)

Figure 4 Account verification email



Choose the link in the email. 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 email 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. (https://www.griffith.edu.au/griffith-portal-support/login-help)



Figure 6 Change password window



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 email 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.

2.1. Accessing the online thesis Log into the Griffith staff portal by choosing Staff from the Griffith homepage (www.griffith.edu.au) (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



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.




5 Evaluation list The list of evaluations which match the selected filters.

2.2. Evaluation decision entry window

Figure 11 Evaluation decision window


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.



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.)



Figure 14 Evaluation attachments window

Choose View. The selected attachment will open in a new tab. (Refer Figure 15.)

Figure 15 Attachments open in a new tab.

2.4. Saving the thesis 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.

To save the attachment 2.4.1.

Choose (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.



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 2.5.1.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.)



Figure 18 Comment pane

A range of comment and annotation tools are available.

Sticky notes 2.5.2.Sticky notes are the easiest way to comment in a PDF file.

2.5.2.1. 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.)



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.

2.5.2.2. Move a sticky note Left-click the required (sticky note icon). Drag to the required location.

2.5.2.3. Edit a sticky note Double-click the required (sticky note icon). Rewrite the comment.

2.5.2.4. 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)



Figure 23 Right-cick to change the sticky note appearance.

2.6. 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.



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.



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.



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.

2.8. 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.



Criteria rating comments 2.8.1.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).

2.9. 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.



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).

2.11. 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).

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