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Information for Current Postgraduate Students

The formal re-registration process

Details about the formal re-registration process can be found here: http://www.science.uct.ac.za/sci/postgrad/current/registration.

If you are in the first year of study for the degree, please go here for details about registration: https://www.cs.uct.ac.za/applications. If you are in your second, or later, year of study, please read on.

If you are a Masters by Coursework and Dissertation student who is about to register for your dissertation for the first time, you and your supervisor need to sign and complete a Memorandum of Agreement, and your supervisor needs to sign the curriculum form. Once these documents have been signed and completed, you need to get the signature of the Postgraduate Coordinator on the curriculum form. To do so, send (signed and completed) electronic copies of the documents to the Postgraduate Coordinator (pgcoordinator at cs dot uct dot ac dot za), who will sign the curriculum form and email both forms back to you.

If you are an MIT student who is about to register for your dissertation for the first time, you and your supervisor need to sign and complete a Memorandum of Agreement, and your supervisor needs to sign the curriculum form. Once these documents have been signed and completed, you need to get the signature of the MIT Coordinator on the curriculum form. To do so, send (signed and completed) electronic copies of the documents to the MIT Coordinator (mit at cs dot uct dot ac dot za), who will sign the curriculum form and email both forms back to you.

If you are a PhD student, or a Masters by Dissertation student, and you are in your second, or later, year of study, you and your supervisor need to sign and complete a Progress and Planned Activity Report, and your supervisor needs to sign the curriculum form. Once these documents have been signed and completed, you need to get the signature of the Postgraduate Coordinator on the curriculum form. To do so, send (signed and completed) electronic copies of the documents to the Postgraduate Coordinator (pgcoordinator at cs dot uct dot ac dot za), who will sign the curriculum form and email both forms back to you.

Please ensure that all the relevant documents are signed and completed in full before sending them to the Postgraduate Coordinator or MIT Coordinator. Failure to do so may delay the registration process.

Once the Postgraduate Coordinator, or MIT Coordinator, has sent the documents back to you, you can either email them to Shahieda Samsodien in the Faculty Office, or deliver them in person at the Faculty Office. Your registration will only be accepted once all the documents have been completed.

Details on Proposal Presentation Sessions for Postgraduate Students

All PhD students, Masters by Dissertation students, and Masters by Coursework and Dissertation students are required to prepare a research proposal, and present the proposal, in the first year of registration. This does not apply to MIT students.

The written proposal will be developed in collaboration with your supervisor. Below is a summary of the process to be followed for the presentation. More details can be found in the Computer Science Postgraduate Handbook (in the case of any conflict, the information provided in this summary will override information in the Postgraduate Handbook).

Preparing for the Presentation Session

  • Pick a committee: Your committee must be made up of at least three academics. The chair of your committee will be your primary supervisor, which means you need to find two other people to be on your committee. At least one of the two other committee members must be a non-­supervisor from the Department of Computer Science at UCT.
  • Find a date and time: You are responsible for coordinating with your committee to find a suitable date and time for your proposal presentation.
  • Book a venue: You are responsible for finding a suitable venue for your presentation (make sure there is a projector). Ask your supervisor for help if you are unsure how to do so. You can book a venue by contacting Thelma Jenneker (thelma.jenneker at uct dot ac dot za).
  • Notify the postgraduate coordinator about your presentation: Submit details of your presentation to the Postgraduate Coordinator (pgcoordinator at cs dot uct dot ac dot za) and the Postgraduate Teaching Assistant (pgta at cs dot uct dot ac dot za) in the form of the following template and wait for approval from the Postgraduate Coordinator. Once it is approved Postgraduate TA will add the details to the CS Postgraduate calendar.
  • Advertise your presentation: Send an email with details about your presentation to staff (staff at cs dot uct dot ac dot za) and postgraduate students (grads at cs dot uct dot ac dot za). The template mentioned above contains details about the structure of the email. This email should be sent at least one week before your presentation.
  • Make your proposal available: Submit your written proposal to all your committee members at least one week before your presentation. MSc proposals should be at most eight pages. PhD proposals should be at most ten pages.
  • Advertise your presentation again: One day before your presentation, send another email with details about your presentation to staff (staff at cs dot uct dot ac dot za) and postgraduate students (grads at cs dot uct dot ac dot za).

The Presentation Session

  • MSc presentation sessions should take no more than 30 minutes, but book a venue for at least 45 minutes to be sure there is enough time. PhD presentation sessions should take no more than 45 minutes, but book a venue for at least 60 minutes to be sure there is enough time.
  • All committee members have to attend the presentation. For committee members who are not physically located in Cape Town, remote attendance (e.g., via Skype) is permissible. This needs to be taken into account when you pick a venue.
  • The chair of your committee (your primary supervisor) chairs the session, and needs to ensure that the session starts on time, and that the process and time lines are adhered to.
  • The session starts with the presentation itself. For MSc students the presentation should be 8-10 minutes long. For PhD students the presentation should be 15-20 minutes long.
  • Once the presentation is over the members of your committee, other than your supervisors (whether primary or co-supervisor), get to ask your questions and provide feedback. This is followed by questions from other members of the audience.
  • Once question time is over, only the committee members remain in the venue to discuss and vote on the outcome of the presentation. Once this is concluded, the presentation session is over.

The Proposal Outcome

  • Your committee chair needs to email the result of your thesis proposal presentation to you and the postgraduate coordinator with any necessary comment. The other members of the committee have to be cc'ed on this email. If the members of the committee are of the opinion that ethical clearance may be needed for parts of your work, and this was not mentioned in your presentation, this will be pointed out explicitly in the feedback provided to you. It is the student’s responsibility to ensure that the supervisor sends this email.
  • There are three possible outcomes to the thesis proposal presentation:
    1. Pass: You have passed and no further action is required on your part.
    2. Pass with edits approved by the committee chair: You will be given explicit feedback and asked to address that feedback in written form. If the feedback comes from a particular committee member, your supervisor may request that you seek specific approval of your changes from that committee member to ensure that it is adequately addressed.
    3. Fail with the option to reschedule: In this case you will receive more substantial feedback from the committee. They will determine the amount of time that you have to address the concerns, and present in front of the committee a second time.

Deadlines for Proposal Presentation Sessions

  • Masters by Coursework and Dissertation: 24 December
  • Masters by Dissertation: 31 July
  • PhD: 30 September
last modified 2018-11-19 09:13