INTERIM GUIDELINES

FOR POSTGRADUATE RESEARCH

www.biust.ac.bw

Driving Change
Table of Content
Table of Content ................................................... 2 Appendix M. Evaluation Forms for Master’s
Dissertations ....................................................... 37
Preface .................................................................. 3
Appendix N. Evaluation Form for PhD Theses 40
1 General Introduction .......................................... 3
Appendix O. Evaluation Form of the PhD Viva
2 Concept Paper Preparation .............................. 4
Voce .................................................................... 41
3 Selection and Appointment of Supervisors...... 5
Appendix P. Slides for Oral and Viva Voce
4 Research Proposal ............................................ 6 Presentations...................................................... 42
5 Publications ........................................................ 6
6 Attending Conferences...................................... 7
7 Progress Reports............................................... 8
8 Dissertation/Thesis Format ............................... 8
9 Dissertation/Thesis Examination ...................... 9
10 Oral and Viva Voce Presentations ............... 12
11 Final Submission of a Dissertation/Thesis... 14
12 Discontinuation of PG Studies ...................... 15
13 Upgrading and Downgrading of PG Studies 15
Appendix A. The Format of Concept Paper ...... 17
Appendix B. Title Page for a Concept Paper .... 19
Appendix C. Suggested Proposal Format ........ 20
Appendix D. Title Page for a Research Proposal
............................................................................. 22
Appendix E. Evaluation Form for Master’s
Research Proposal Presentation ....................... 23
Appendix F. Evaluation Form for a PhD
Research Proposal Presentation ....................... 24
Appendix G. Postgraduate Progress Report
Template ............................................................. 25
Appendix H. Suggested Format for the
Dissertation/Thesis as a Monograph................. 29
Appendix I. Title Page for a Dissertation/Thesis
............................................................................. 32
Appendix J. Declaration and Copyright ............. 33
Appendix K. Certification by Supervisor(s) ....... 34
Appendix L. Notice of Intention to Submit
Dissertation/Thesis ............................................. 35
Preface interest to industry in the form of
innovation or patents. PhD students
These guidelines are intended for
participate actively and independently in
postgraduate students and combine key
research that leads to publications in
materials facilitating timely completion of
international refereed scientific literature
their research. The guidelines are limited
or patent applications in collaboration
to issues pertaining to proposal writing,
with stakeholders in society and industry.
conducting postgraduate research, and
preparation and submission of
Postgraduate research results in a
dissertations/theses.
dissertation (for Master’s students) or a
Colleges may modify certain clauses of
thesis (for PhD students). What is a
these guidelines at their discretion.
dissertation/thesis?
1) It demonstrates deep academic
1 General Introduction rigour.
2) literature review is extensive
The postgraduate programmes in BIUST and should:
are currently done (1) by research only, a) identify opposing points of
and (2) by coursework and research. view.
These guidelines deal with postgraduate b) identify gaps in the literature.
research. c) review current practices.
d) identify new research
Postgraduate students are trained in problems and/or new
academic work and scientific methodologies to solve
methodology. At the Master’s level, the them.
aim is to give students the skills to extract 3) It proposes new models,
information from literature and combine theories, methods, algorithms,
with own research, in order to correctly frameworks, etc. or improves
interpret and evaluate scientific results. existing ones by adding new
Furthermore, the Master’s students elements to them. In other
become able to distinguish academic words, in a dissertation/thesis a
results from results that would be of candidate is required to

3
 contribute to the body of concept. Within two months since the first
academic knowledge. For PhD registration, a student is expected to
candidates the contribution have identified a research topic and
should be significant, and its submit a concept paper. Identification of
significance should be a research topic may be done in
demonstrated by a publication consultation with the
of the results in a reputable College/Department and will be
peer-review journal (see influenced by availability of expertise and
Section 5 “Publications”). resources in particular areas, as well as
Alternatively, results could be student's research interests. Based on
documented by publications of this, the student should develop and
patent applications, which submit to the Head of Department a
would require dedicated concept paper comprising 1,200-2,000
contributions from external words (approx. three-five pages).
stakeholders. Recommended Fonts: Times New
4) It provides recommendations Roman, Arial or Calibri; Font Size: 12 pt.;
on how practitioners and Line Spacing: 1.5. Paper Size: A4;
researchers should solve the Margins: Left: 1.2 inches (3.05 cm). Top
problem. = Bottom = Right: 1 inch (2.54 cm). The
submission shall include one hard copy
The work should be in a current and a soft copy. The concept paper shall
advanced topic in the relevant area of contain:
studies. 1) The title of the
dissertation/thesis.
2) Introduction to the problem.
2 Concept Paper
3) A brief background to research
Preparation (i.e., a brief review of relevant
literature).
A student must demonstrate serious 4) A clear problem statement.
academic research capacity by 5) The general and specific
presenting an acceptable research objectives of the research.

4
 6) A brief description of earlier stages (e.g., before or
methodology (optional for immediately after admission). For PhD
Master’s students). candidates, it is important that the topic
7) A list of references (given and the supervisor(s) are identified, and
according to the referencing style the supervisor’s consent is obtained,
adopted in the College). before admission.

The format for a concept paper and the The criteria for selection and
template for a title page are given in appointment of supervisors include the
Appendices A and B respectively. following.
1) The supervisor shall be a PhD
Within two weeks of submitting the holder in a relevant field of study.
concept paper, the students shall obtain 2) The supervisor shall possess an
feedback on it and may be allocated a expertise and an appropriate
day to present their concept papers research track record in the
before the review panel. particular topic of student’s
research.

3 Selection and
Only members of the academic staff
Appointment of Supervisors
holding positions of a Senior Lecturer
and above can be appointed as principal
Upon approval of the concept paper by
supervisors of PhD students. However,
the review panel, supervisor(s) shall be
members of the academic staff holding a
allocated to the student. The exact
position of a Lecturer can be co-
number of supervisors is at the discretion
supervisors for PhD studies, given that
of colleges/departments. As a general
they possess necessary credentials and
rule, the principal supervisor shall be
expertise.
internal to University.
While students’ preferences of
supervisors should be taken into
In some cases (subject to availability of
consideration, the responsibility to
supervisors in the College/Department),
appoint supervisors lies with the
supervisors might be appointed at the
5
College/Department. The number of examiners for the PhD students. A
students allocated to one supervisor supervisor cannot be appointed as an
should be reasonable as not to examiner. A student may also be
compromise the academic quality. required to make an oral presentation of
his/her proposal. The outcome of the

4 Research Proposal proposal examination can be one of the

following:
1) Accepted.
Within two months upon approval of a
2) Accepted subject to minor
concept paper, a student is required to
corrections to the satisfaction of the
develop and submit to the Department a
supervisor.
research proposal. The time allocated for
3) Accepted subject to major
this exercise may be reconsidered and
corrections to the satisfaction of
extended by the decision of the
one (or all) of the examiners.
Department.
4) Rejected, but can be revised and
resubmitted.
PhD students can be only allowed to
5) Rejected outright.
submit their research proposals, if they
successfully pass the qualifying exam.
The evaluation criteria for research
proposals for Master’s and PhD students
The suggested format for the research
are given in Appendices E and F
proposal is given in Appendix C.
respectively.
However, colleges and departments may
A soft copy of a research proposal (as a
suggest their own formats.
PDF file, forwarded by e-mail or

Once approved by the supervisor(s), the uploaded to Google Drive) after effecting

proposal (two print copies for Master’s all necessary corrections has to be

students and three print copies for PhD submitted to the Head of Department.

students) shall be submitted by the

student to the Head of Department and 5 Publications
examined by, at least, two examiners for
the Master’s students and three

6
For Master’s students having
publications is not mandatory, but To be availed travel funds, the student
highly desirable. Supervisors must must meet the following requirements:
encourage Master’s students to publish 1) To have a research paper
by explaining benefits of having high accepted for presentation and
quality papers for their future careers. By publication at the reputable
the time of the submission of a thesis for conference through the peer
examination, a PhD student must publish review process; attending a
at least one paper in a journal from Part conference must result in
A of the list of recommended journals or publishing a full paper (abstracts
at least two papers in journals from Part are not considered as
B of the list of recommended journals or publications).
one paper in a journal from Part B and 2) To present the conference paper
one conference paper. The lists of (after receiving the confirmation
recommended journals are to be from the conference organizers
compiled by Colleges/Departments and that it has been accepted) in the
be available in the BIUST library. College/Department.
3) To demonstrate good progress as
evidenced by the supervisor(s).
6 Attending Conferences
The reputability/quality of the conference
Students might be availed funds to attend
shall be confirmed by the
the academic conferences subject to
College/Department.
availability of funds in the
College/Department. Students are
Upon receiving the invitation letter from
highly encouraged to seek travel funds
the conference organizers explicitly
from sources other than the
stating that the paper has been accepted
College/Departments (for example,
for presentation and publication, the
travel grants for students from
student shall submit the following:
developing countries from conference
1) The letter to the Dean/HoD
organisers or personal funds).
requesting funds (the exact

7
 amount shall be clearly indicated) 8 Dissertation/Thesis
and providing the justification for a
Format
trip, namely how exactly his/her
research will benefit from
After a minimum period of two semesters
attending the conference, as well
(one year) and a maximum period of six
as benefits for the
semesters (three years) a full-time
College/Department and BIUST
Master’s student is required to submit to
as a whole.
the College a dissertation. For a part-time
2) The copy of the invitation letter.
Master’s student the maximum period is
3) The most complete information
ten semesters (five years). For a full-time
about the conference, including
PhD student, the minimum period is six
the URL of the conference site.
semesters (three years), and the
4) The print copy of the accepted
maximum period is eight semesters (four
paper.
years). For a part-time PhD student, the
5) The budget for the travel.
maximum period is twelve semesters (six
6) Details of application(s) for
years).
outside finding (optional)

As a general rule, the dissertation/thesis

7 Progress Reports
should be written in a monograph
format. The suggested format for a
Progress Reports must be submitted to
dissertation/thesis as a monograph is
the College/Department by the student
given in Appendix H.
through the supervisor at the end of
In exceptional cases, where a student
every semester. Failure to submit a
published at least five papers containing
Progress Report may lead to
the main aspects of research in
discontinuation of studies. The template
reputable, peer reviewed journals (see
for the Progress Report is given in
Chapter 5, “Publications”), he/she might
Appendix G.
be allowed to submit a dissertation/thesis
in a manuscript-based format. The
decision whether the student may submit
the dissertation/thesis in a manuscript-
8
based format has to be made by the supervisor(s) shall also furnish a report
College/Department Board after the on the conduct of the student’s work.
thorough analysis of the publications. In When a student and a supervisor are not
the case of a manuscript-based in agreement on whether or not the
dissertation/thesis, it shall contain the dissertation/thesis is ready for
Title Page, Declaration and Copyright submission, the student still might be
page, Certification page, allowed to submit by the decision of the
Acknowledgements, Table of Contents, College Postgraduate Examination
Abstract, Introduction, one copy of each Committee.
published paper, and Conclusion.
An HOD is responsible, after consultation

9 Dissertation/Thesis with supervisor(s), for identifying

candidates for the roles of internal and
Examination
external examiners and obtaining CVs
and other relevant documents for each of
At least one month for Master’s students
them. These names and accompanying
and three months for PhD students
documents shall be submitted to the
before the dissertation/thesis is to be
Dean’s office.
submitted for examination, a student
shall give notice, in writing, to the Dean
The dissertation (two print spirally bound
of College through the supervisor and the
copies) for Master’s students or the
HOD (see Appendix L). If the student fails
thesis (three print spirally bound copies)
to submit the dissertation/thesis for
for PhD students shall be submitted by
examination within the stated period, the
the student to the College through the
notice will lapse, and a further notice of
supervisor and the HOD. A soft copy also
intention shall be submitted.
shall be submitted as to effect the check-
up for plagiarism.
Before submitting the dissertation/thesis
to the College, it has to be approved by
After receiving the dissertation/thesis,
the principal supervisor by putting his/her
the Dean convenes the meeting of the
signatures on the title and certification
College Postgraduate Examination
pages (see Appendices I and K). The
9
Committee where the dissertation/thesis
submission has to be formally approved, A dissertation/thesis shall be sent to the
and internal/external examiners are examiners within one month of the
selected. The Master’s dissertation shall submission date. Examination is to be
be examined by two examiners – one done within two months for Master’s
internal and one external to the dissertations and within three months for
university. The PhD thesis shall be PhD theses from the date when an
examined by three examiners. Of these examiner receives it.
examiners at least two have to be
external to BIUST and one internal. If Examiners’ reports are to be forwarded to
there is no internal examiner with the the Dean of College. If an examiner fails
relevant area of expertise available within to submit the report in time, he/she shall
BIUST, then all three examiners shall be be reminded. In a case of the complete
external. A supervisor shall not be failure of an examiner, new examiner
appointed as an examiner. Names of the shall be appointed.
examiners should be kept confidential.
The evaluation forms for dissertations of
The Dean of College appoints examiners Master’s students and theses of PhD
by sending them Letters of Appointment. students are given in Appendices M and
The Appointment Letter should explicitly N respectively. Each examiner must also
state the name of the Master’s/PhD submit a narrative report on the items 1-
student, the title of dissertation/thesis, 10 as indicated on the evaluation forms.
the deadline for submitting reports and
the remuneration amount (for external The outcome of the dissertation/thesis
examiners only). The appointment letter examination can be one of the following:
requests them to formally agree to serve • The dissertation/thesis is
as examiners. After examiners have accepted as it is/ subject to
expressed their agreement, hard copies correction of typographical errors
of dissertations/theses, accompanied by (90-100)
the guidelines and evaluation forms, are • The dissertation/thesis is
sent by the Dean’s office to examiners. accepted subject to minor

10
 revisions to the satisfaction of the 60, then the student has failed, and the
supervisor(s) (80-89) dissertation/thesis shall be rejected outright.

• The dissertation/thesis is
accepted subject to major A dissertation/thesis shall be given

revisions to the satisfaction of the special consideration by the College

internal examiner (70-79) Postgraduate Examination Committee in

• The candidate is allowed to revise one of the following cases:

the dissertation/thesis and 1) where one of the examiners states

resubmit for re-examination (60- that the dissertation/thesis is to be

69) rejected outright, but the average

• The dissertation/thesis is rejected points are 60 or above,

2) where there is a difference of 20
outright (less than 60)
points or more between

After all reports have been received, the evaluations submitted by

examiners.
Dean convenes the meeting of the
College Postgraduate Examination
Committee. The committee is The College Postgraduate Examination

responsible for considering examiners Committee has to examine the case and

reports and making a general verdict on recommend one of the following actions:

whether the student is allowed to • the recommendation of the

proceed towards graduation. The external examiner shall be

committee also makes a decision if a adopted; or

Master’s student should present to a • an additional external

panel (an oral presentation) or a PhD examiner shall be appointed.

student should have a Viva Voce. The

decision depends on the evaluation of In all other cases when the examiners

the examiners, as per their reports. are not in agreement, the overall

If the average of the points for the recommendation shall be derived based

dissertation/thesis submitted by the upon the average points.

internal and external examiners is below

11
The dissertation/thesis recommended for The HOD is responsible for providing the
revision and resubmission has to be student with comments made by
resubmitted within six months. examiners, however, their names at this
Resubmission is allowed only once. The stage shall remain confidential.
dissertation/thesis rejected outright may
only be re-examined in exceptional cases 10 Oral and Viva Voce
based on the decision of the College
Presentations
Postgraduate Examination Committee.
The College Postgraduate Examination
Committee is responsible for making a
After that the Dean informs the student
decision whether a student shall have an
and his/her supervisor(s), through the
oral/Viva Voce presentation.
HOD, about the outcome of the
dissertation examination. In cases of the
The notice to the student in both cases
dissertation/thesis being accepted as it
has to be given at least two weeks prior
is/ subject to correction of typographical
the Viva Voce/oral presentation. A
errors, minor or major revisions, the
Master’s student is requested to submit
student is allowed to proceed towards
two spirally bound hard copies of the
graduation, under the condition that all
dissertation. A PhD student is requested
corrections are effected in stipulated
to submit five to seven spirally bound
time. However, the final decision on
hard copies of the thesis (the exact
whether the student will be awarded a
number of copies depends on the
degree will be made by the BIUST
number of members of the Viva Voce
Senate.
examination panel – see below).
Corrections in the dissertation/thesis
accepted subject to correction of
As a general rule, external examiners for
typographical errors have to be effected
Master’s dissertations are not requested
within two weeks, minor corrections –
to attend oral presentations of the
within one month, major corrections –
candidates. Evaluation of an oral
within three months, since the date of
presentation is to be performed by an
receiving the official communication from
internal examiner only (as per the
the Dean.
evaluation form in Appendix M).
12
 • The thesis is accepted as it is/
The Viva Voce examination panel shall subject to correction of
comprise: typographical errors (90-100)
i. the Dean/Head of Department • The thesis is accepted subject to
(chairperson) or their minor revisions to the satisfaction
representative. of the supervisor(s) (80-89)
ii. at least two members from the • The thesis is accepted subject to
student’s major field of study (one major revisions to the satisfaction
or both of them shall be the of the internal examiner (70-79)
examiners for the dissertation in • The candidate is allowed to revise
question), and the thesis and resubmit for re-
iii. at least two other experts deemed examination (60-69)
helpful in the pursuit of the study • The thesis is rejected outright
in question. (less than 60)

The representative from the College With the exception of resubmission

Postgraduate Examination Committee cases, candidates are expected to make
shall be present and oversee the corrections and submit final versions of
procedure; however, he/she cannot their theses within a period of three
evaluate the Viva Voce. months. In case of resubmission,
candidates are expected to resubmit their
Each member of the Viva Voce theses for re-examination within a period
examination panel shall fill in and submit of six months. Failure to comply without
the Viva Voce evaluation form (Appendix due explanations will mean that the
O). Then the average of the points for the candidate has failed; hence such a
dissertation provided by the members of candidate will not graduate.
the panel is to be calculated. The Resubmission is allowed only once. The
outcome of the Viva Voce examination thesis rejected outright may only be re-
can be one of the following: examined in exceptional cases based on
the decision of the College Postgraduate
Examination Committee.

13
 loose hard copies of the
The suggested structure of the oral dissertation/thesis and a soft copy on a
presentation (slides) is given in Appendix CD. Hard copies of the
P. Master’s students’ oral presentations dissertation/thesis shall be signed by the
should include approximately twenty (20) candidate (Declaration page) and the
slides. Each oral presentation shall take principal supervisor(s) (Certification
a maximum of 20 minutes. The structure page).
of the Viva Voce presentation is the After receiving the notice and error-free
same, but the number of slides might be copies of the dissertation/thesis, the
greater. The Viva Voce presentation by Dean of College informs the DVC-AA.
the candidate shall take a maximum of 30 The DVC-AA brings the issue to BIUST
minutes. Senate.
BIUST Senate makes a final decision on
The presentation is followed by questions whether the student is to be awarded a
and discussions by the members of the degree. It is responsibility of the Dean of
panel. Observers are allowed to attend College to inform the student, through the
oral and Viva Voce presentations but HOD, about the Senate’s decision,
should not ask questions. specifically if he/she is awarded a
degree, and what is the tentative date of

11 Final Submission of a graduation.

The responsibility to bind hard copies lies
Dissertation/Thesis
with the BIUST Library. Hard copies of
After effecting necessary corrections to
the dissertation/thesis are to be bound in
the satisfaction of a supervisor (in cases
colours that represent BIUST. The spine
of typographical errors or minor
of the dissertation/thesis should be
corrections) or an internal examiner (in
embossed in gold with the surname and
case of major corrections), the student
initials of the candidate, the degree for
shall give notice of intention to submit the
which the dissertation/thesis is being
error-free copy of the dissertation/thesis,
submitted, and the year. The writing
in writing, to the Dean of College through
should read from the bottom to the top of
the principal supervisor and the HOD
the spine.
(see Appendix Q), accompanied by two
14
 7. If the dissertation/thesis is rejected

12 Discontinuation of PG outright by examiner(s).

Studies
No re-admission in the above cases is
allowed.
A postgraduate student can be
discontinued from studies by the College
Postgraduate students may temporarily
Board for one or more of the following
stop their studies for medical reasons for
reasons:
the period of time not exceeding six
1. Failure to produce a concept paper
months. In this case the medical
after three months since the first
certificate from the registered medical
registration.
practitioner shall be produced. It shall
2. Failure to produce a research
clearly state the reason(s) why the
proposal after six months since the
studies should be temporarily stopped
first registration.
and for how long. After six months, if the
3. Failure to submit research progress
medical condition persists, students may
reports for two consecutive
stop their studies for another six months.
semesters and/ or less than
After that, they will be requested to
satisfactory research progress as
withdraw from studies; however, they
evidenced by the supervisor(s).
shall be allowed to re-apply.
4. Absconding from studies for more
than three months.
13 Upgrading and
5. Failure to submit a
dissertation/thesis after exceeding Downgrading of PG Studies
the maximum period of studies (see
Section 8). Candidates, registered for a Master’s
6. Failure to submit the final version of programme by research, can in
the dissertation/thesis within three exceptional cases be upgraded to PhD
months after the successful Viva students without having to complete the
Voce/oral presentation; in case of requirements for the Master’s degree.
re-submission – after six months. This can be done only after at least two
semesters after first registration.
15
 fulfilled by the student in order to be
The requirements for upgrading Master’s awarded the Master’s degree. A
studies to PhD studies are as follows: submitted work, which does not meet
Good research progress as requirements to a PhD thesis, may be
evidenced by the supervisors and accepted as a Master’s dissertation or be
supported by research progress reports re-worked into a Master’s dissertation.
for two consecutive semesters (Appendix
G).
PhD proposal approved by the
College/Department.

The PhD proposal format, evaluation

criteria and examination process are
presented in Section 4 “Research
Proposal”.

The final decision on upgrading Master’s

studies to PhD studies shall be made by
the special committee chaired by the
DVC-AA/Dean of School of Postgraduate
Studies. The special committee shall
comprise at least one representative
from each college. The exact
composition of the special committee is
at the discretion of the DVC-AA/Dean of
School of Postgraduate Studies.

Candidates, registered for a PhD

programme, might be downgraded to a
Master’s programme. The College Board
decides what requirements need to be

16
Appendix A. The Format of _______________________________________
_________________________________
Concept Paper _______________________________________
_________________________________
_______________________________________
_________________________________
Introduction (Maximum four lines): _______________________________________
_________________________________
_______________________________________
_________________________________ The problem this research will address is:
_______________________________________
_________________________________ _______________________________________
_______________________________________ _________________________________
_________________________________ _______________________________________
_______________________________________ _________________________________
_________________________________ _______________________________________
_________________________________
Background to the problem (Maximum 20 _______________________________________
lines): _________________________________
_______________________________________
_______________________________________ _________________________________
_________________________________
_______________________________________ The general objective of this research is:
_________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________
_________________________________ The specific objectives this research will
_______________________________________ achieve to accomplish that the general
_________________________________ objective are (three-four lines):
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________
_______________________________________ _______________________________________
_________________________________ _________________________________

17
_______________________________________
_________________________________

The methodology to be used to accomplish the

above objectives is (Optional for Master’s
students):

_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________

References:

_______________________________________
_________________________________
_______________________________________
_________________________________
_______________________________________
_________________________________

18
Appendix B. Title Page for a
Concept Paper

PUBLIC TRANSPORT OPERATIONS’

MONITORING AND TRACKING SYSTEM

Month, Year
by

MOROLONG LEBOGANG
Reg. No:
BSc (Information Systems) (UoB), MSc
(Information Systems) (Leeds)

Department of Computer Science and

Information Systems,
College of Science,
Botswana International University of Science and
Technology
Student E-mail Address, Phone Number
including the code (+267)

A Concept Paper Submitted to the College of

Science for the Study Leading to a Research
Proposal in Partial Fulfilment of the
Requirements for the Award of the Degree of
Doctor of Philosophy in Information Systems of
BIUST
19
Appendix C. Suggested Statement,
General
Proposal Format Objective,
Specific
Objectives,
Hypotheses/Rese
The length of the proposal should not arch Questions,
exceed 8,000 words (approx. 20 pages) Expected
Outcomes,
for Master’s students and 10,000 words Justification of
(approx. 25 pages) for PhD students the Study,
Proposal
respectively, excluding the list of Structure
references and appendices. 6. Section 2. Literature Brief literature
Review review:
Recommended Fonts: Times New reviewing the
current status of
Roman, Arial or Calibri; Font Size: 12 pt;
the research
Line Spacing: 1.5. Paper Size: A4; problem,
identifying the
Margins: Left: 1.2 inches (3.05 cm). Top
existing gaps and
= Bottom = Right: 1 inch (2.54 cm). justifying the
research
methods.
S/ Item Item Description 7. Section 3. Methodology is a
N Methodology/Theor brief description
1. Title Page See the format in etical Framework of the research
Appendix D. methods. The
2. Abstract A brief summary preferable way of
of the proposal in dealing with
not more than methodology is
one page (on a to take each of
separate page) the specific
3. Table of Contents Computer objectives and
generated page address it precise
of the main and method(s) of
sub-titles. how to achieve it.
4. List of Abbreviations Only A student might
(optional) abbreviations opt for a
used in the theoretical
proposal. framework
5. Section 1. Contains the providing a
Introduction subsections: context for
Introduction to examining a
the Problem, problem.
Background, 8. References Only sources
Problem used in the
proposal and

20
 referenced in
text. In-text
references as
well as the
Reference List
have to follow
the adopted
referencing style.
9. Appendix A. A Gantt chart
Schedule of representing
Activities duration of
activities.
10 Appendix B. The budget is
. Indicative Research indicative and is
Budget subject of
availability of
funds in the
College/Departm
ent.

21
Appendix D. Title Page for a Supervisor(s): Title, Names
Department of Information Systems,
Research Proposal
College of ICT, BIUST
E-mail Address, Phone Number including the
PUBLIC TRANSPORT OPERATIONS’
code (+267)
MONITORING AND TRACKING SYSTEM
Signature ____________________ Date:
_______________
by

MOROLONG LEBOGANG
Month, Year
Reg. No:

BSc (Information Systems) (UoB), MSc

(Information Systems) (Leeds)

Department of Information Systems,

College of Information and Communications
Technology,
Botswana International University of Science and
Technology
Student E-mail Address, Phone Number
including the code (+267)

A Research Proposal Submitted to the College of

ICT for the Study Leading to a
Dissertation/Thesis in Partial Fulfilment of the
Requirements for the Award of the Degree of
Master of Science/Doctor of Philosophy in
Information Systems of BIUST

22
 3. Literature Review: 20
Appendix E. Evaluation reviewing the
current status of the
Form for Master’s Research research problem,
identifying the
existing gaps and
Proposal Presentation justifying the
research methods
4. Research 10
Methodology/Theor
etical Framework
Master’s Research Proposal Presentation 5. Quality of 10
Student’s Name and Reg. Number: Organization of
....................................................................... the Proposal
.......................... 6. Quality of Oral 20
Name of the Programme and Level of Presentation
Study: Total Points 100
.......................................................................
........... Please indicate if:
Research Topic: Research Proposal is:
Accepted (90-100)
…………….........................................................
.........................................................
□
.......................................................................
Accepted subject to minor corrections
....................................................................... to the satisfaction of the supervisor (80-89)
............ □
Date and Time of Presentation: Accepted subject to major corrections
....................................................................... to the satisfaction of the examiner(s) (70-79)
................................ □
Rejected, but can be revised and
S/ Item for Max. Points resubmitted (60-69)
N Assessment Poin Award □
ts ed Rejected outright (<60)
1. Abstract 10
2. Introduction to the 30 □
Problem, Comments (use the reverse side if
Background, necessary)
Problem Statement,
General Objective, Panel Member:
Specific Objectives, Names: ………………………................
Hypotheses/Researc Designation: …………………………… Signature:
h Questions,
……………………………
Expected Outcomes,
Justification of the
Study, Proposal
Structure

23
Appendix F. Evaluation 3. Literature Review: 15
reviewing the
Form for a PhD Research current status of the
research problem,
Proposal Presentation identifying the
existing gaps and
justifying the
research methods.
4. Research 10
Methodology/Theor
PhD Research Proposal Presentation etical Framework
Student’s Name and Reg. Number: 5. Evidence of 10
…………………………………………………………………… Originality
……………………….. 6. Quality of 5
Name of the Programme and Level of Organization of
Study: the Proposal
....................................................................... 7. Quality of Oral 20
........... Presentation
Research Topic: Total Points 100
…………….........................................................
......................................................... Please indicate if:
....................................................................... Research Proposal is:
....................................................................... Accepted (90-100)
............
□
Date and Time of Presentation:
Accepted subject to minor corrections
....................................................................... to the satisfaction of the supervisor (80-89)
................................ □
Accepted subject to major corrections
S/ Item for Max. Points to the satisfaction of the examiner(s) (70-79)
N Assessment Poin Award □
ts ed Rejected, but can be revised and
1. Abstract 10 resubmitted (60-69)
2. Introduction to the 30 □
Problem, Rejected outright (<60)
Background,
Problem Statement, □
General Objective, Comments (use the reverse side if
Specific Objectives, necessary)
Hypotheses/Researc
h Questions,
Panel Member:
Expected Outcomes,
Names: ………………………................
Justification of the
Study, Proposal Designation: …………………………… Signature:
Structure ……………………………

24
Appendix G. Postgraduate Research ____________________
Proposal ____________
Progress Report Template Comple ____________________
ted ____________
____________________
Part A (filled by the student) □ ____________
Student’s Name and Reg. Number: Submit ____________________
…………………………………………………………………… ted for ____________
……………………….. examination ____________________
Name of the Programme and Level of ____________
Studies: □ ____________________
....................................................................... Accept ____________
....... ed ____________________
Research Topic: ____________
……………......................................................... □ ____________________
......................................................... Papers ____________
....................................................................... (Journal/Confe ____________________
....................................................................... rence) ____________
............ ______ ____________________
Date when joined the /_______ ____________
programme.................................................... Written ____________________
............................................... ____________
Date of dissertation/thesis submission ______ ____________________
(tentatively)……………………………………………… /_______ ____________
……………………. Submit ____________________
ted ____________
Concept Paper Add a comment if you ______ ____________________
wish /_______ ____________
____________________ Accept ____________________
____________ ed for ____________
Comple ____________________ Publication ____________________
ted ____________ ______ ____________
____________________ /_______ ____________________
□ ____________ Publish ____________
Submit ____________________ ed ____________________
ted for ____________ ______ ____________
examination ____________________ /_______ ____________________
____________ Conferences ____________
□ ____________________ attended
Accept ____________ ______
ed ____________________ Dissertation/T
____________ hesis
□ ____________________ Chapte
____________ r One

25
 □ □
Chapte Ready for
r Two graduation

□
Chapte □
r Three

□
Chapte
r Four

□
Other
Chapters (if
applicable)

□
Comple
ted

First Draft

Second Draft

Other Drafts (if

applicable)
□
Submit
ted for
examination

□
Examin
ed

□
Final
Submission

26
Part B (filled by the student)
Brief description of activities undertaken in
the six months’ period since the previous
report

Brief description of planned activities for

the next six months’ period

27
Part C (filled by the supervisor) Signature:
Comments and description of the student …………………………. Date:
progress in the three months’ period since …….……………………………….
the previous report

Student: Names:
…………………………………………………………
Signature:
…………………………. Date:
…….……………………………….

Comments on the activities planned by the

students in the next three month’s period

The student has demonstrated:

Good Progress
□
Satisfactory Progress
□
Unsatisfactory Progress
□
Poor Progress
□

Principal Supervisor: Names:

……………………………. Designation:
……………………………

28
Appendix H. Suggested university before. It
must be signed by
Format for the the student.
“Copyright” states
Dissertation/Thesis as a that the
dissertation is
protected
Monograph copyright material.
See the format in
Appendix J.
The length should not exceed 60,000 3. Certification This states that
words (approx. 150 pages) for Master’s supervisor(s)
recommend the
dissertations and 80,000 words (approx. dissertation for
200 pages) for PhD theses respectively, acceptance by the
College. The
including list of references and supervisor(s) have
to sign the
appendices. The length of a
certification page.
dissertation/thesis also depends on the See the format in
Appendix K.
discipline and may be defined by internal
4. Acknowledgeme Acknowledgement
college/departmental regulations. nts entails recognition
of mentors,
Recommended Fonts: Times New colleagues,
Roman, Arial or Calibri; Font Size: 12 pt; individuals,
sponsors and
Line Spacing: 1.5. Paper Size: A4; institutions which
Margins: Left: 1.2 inches (3.05 cm). Top supported
research.
= Bottom = Right: 1 inch (2.54 cm). 5. Dedication Dedication
(optional) mentions name(s)
of the people the
research is
S/N Item Item Description dedicated to as
1. Title Page See the format in decided by the
Appendix I. student.
2. Declaration and “Declaration” is a 6. Table of Computer
Copyright pronouncement by Contents generated page of
the candidate that the main and sub-
his/her study is titles.
original and has not 7. List of Tables Lists tables in the
been published (optional) dissertation/thesis
and/or submitted and their
for any other corresponding
degree award to pages.
any other

29
 8. List of Figures Lists figures in the theoretical
(optional) dissertation/thesis framework.
and their 15. Results Presentation of the
corresponding results obtained
pages. during the research
9. List of Lists appendices in process.
Appendices the 16. Discussion of In-depth analysis of
(optional) dissertation/thesis Results the main results of
and their research.
corresponding Note: Results can
pages be presented
10. List of Refers to together with
Abbreviations abbreviations used discussion as
(optional) in the Chapter 4 or in two
dissertation/thesis separate chapters,
other than those for example:
commonly used i) Presentation of
11. Abstract A brief summary of Results as Chapter
the 4
dissertation/thesis ii) Discussion of
in not more than Results as Chapter
one page (on a 5.
separate page) 17. Conclusions and Summary, research
12. Chapter 1 Contains the Recommendatio based outcomes,
Introduction 1 following sub- ns recommendations
sections: and the way
Introduction, forward should
Statement of come as Chapter 5
Problem, or 6 depending on
Objectives, how the student
Hypotheses/Resear has presented the
ch Questions, preceding
Significance of chapters.
Study *18 References Only sources used
13. Chapter 2 Reviews the . in the proposal and
Literature current status of a referenced in text.
Review research problem, In-text references
identifying the gaps as well as the
and justifying the Reference List have
methods used in to follow the
research. adopted
14. Chapter 3 In-depth referencing style.
Methodology/ description of the 19. Appendices Published papers,
Theoretical methods used in program listings,
Framework research or a questionnaires,

1
Chapters One and Two can be merged.

30
interview guides,
location maps, etc.

31
Appendix I. Title Page for a Department of Information Systems,
College of ICT, BIUST
Dissertation/Thesis
E-mail Address, Phone Number including the
code (+267)
PUBLIC TRANSPORT OPERATIONS’
Signature: ____________________ Date:
MONITORING AND TRACKING SYSTEM
_______________

by

MOROLONG LEBOGANG
Reg. No:
Month, Year
BSc (Information Systems) (UoB), MSc
(Information Systems) (Leeds)

Department of Information Systems,

College of Information and Communications
Technology,
Botswana International University of Science and
Technology
Student E-mail Address, Phone Number
including the code (+267)

A Dissertation/Thesis Submitted to the College of

ICT in Partial Fulfilment of the Requirements for
the Award of the Degree of Master of
Science/Doctor of Philosophy in Information
Systems of BIUST

Supervisor(s): Title, Names

32
Appendix J. Declaration and short extracts in fair dealing; for
researcher private study, critical
Copyright
scholarly review or discourse with an
acknowledgement, without the written
DECLARATION AND COPYRIGHT
permission of the office of the Provost, on
behalf of both the author and the BIUST.
I,
________________________________
____, declare that this dissertation/thesis
is my own original work and that it has not
been presented and will not be presented
to any other university for a similar or any
other degree award.

Signature ………………………………

This dissertation/thesis is copyright

material protected under the Berne
Convention, the Copyright Act of 1999
and other international and national
enactments, in that behalf, on intellectual
property. It must not be reproduced by
any means, in full or in part, except for
33
Appendix K. Certification by
Supervisor(s)

CERTIFICATION

The undersigned certifies that he/she has

read and hereby recommends for
acceptance by the College of … a
dissertation/thesis titled:
________________________________
________________________________
__, in fulfilment of the requirements for
the degree of Master of Science/Doctor
of Philosophy in (Programme of Study) of
the BIUST.

…………………………
……………………………
Dr.
Dr.
(Supervisor)
(Co-Supervisor)

Date: …………
Date: …………

34
Appendix L. Notice of Intention ____________________________________
____________________________________
to Submit Dissertation/Thesis ______
Name:
____________________________Signature
: __________________Date: ____________

C: To be filled by the Head of Department:

The Department is proposing the following
Intention to Submit examination arrangements:
Dissertation/Thesis Internal Examiner(s) (1)
A: To be filled by the candidate ___________________________ (2)
Student's Name and Reg. Number: ____________________________
_______________________________________ Proposed External Examiners (at least
________________ three):
College/Programme/Level of Studies: (1) Name and Affiliation:
_______________________________________ ____________________________________
____________ _____________________
Title of Dissertation/Thesis: Address:
____________________________________ ____________________________________
___________________ __________________________________
____________________________________ (2) Name and Affiliation:
____________________________________ ____________________________________
______ _____________________
Date of Registration: Address:
____________________________________ ____________________________________
_________________________ __________________________________
Supervisor(s): (3) Name and Affiliation:
____________________________________ ____________________________________
______________________________ _____________________
I confirm that I shall submit my Address:
dissertation/thesis on: ____________________________________
_________________________________ __________________________________
Candidate’s Signature: (Department should attach a CV for each
______________________ Date: candidate)
________________________________ Comments:
____________________________________
B: To be filled by the Principal Supervisor: ________________________________
Please indicate if submission is ____________________________________
Approved □ Not approved ____________________________________
□ ______
Supervisor’s Comments: Name:
____________________________________ ____________________________Signature
______________________ : __________________Date: ____________

35
D: The Dean of College Approval
The proposed examination arrangements
have been noted and approved
Name:
____________________________Signature
: __________________Date: ____________

36
 Quality of Literature
3. 10
Appendix M. Evaluation Review
Research
Forms for Master’s 4. Methodology/Theor 10
etical Framework
Dissertations Findings and
5. 25
Discussion
Conclusions and
6. 10
Recommendations
Evidence of
7. 5
originality
Contribution to the
Evaluation of the Master’s 8. 5
body of knowledge
Dissertation (Internal Examiner) Relevance to the
9. 5
discipline
Student's Name and Reg. Number: Quality of
____________________________________ 1
organization of the 5
__________ 0.
dissertation
Programme of Study: 1 Quality of oral
____________________________________ 10
1. presentation*
_____________________
TOTAL POINTS 100
Title of the Dissertation:
* To be evaluated by an internal examiner
____________________________________
only after attending the oral presentation
___________________
Please indicate if:
____________________________________
The dissertation is accepted as it
____________________________________
is/subject to correction of typographical
___
errors (90-100)
Date of Defence (Oral Presentation):
_______________
□
The dissertation is accepted subject
Item for Assessment Max Points
to minor revisions (80-89)
. Award
□
Poin ed
The dissertation is accepted subject
ts
to major revisions (70-79)
1. Abstract 5
□
Introduction, The candidate is allowed to revise
Statement of the dissertation and resubmit for re-
Problem, examination (60-69)
Objectives,
2. 10
Hypotheses/Resear □
ch Questions, The dissertation is rejected outright
Significance of (less than 60)
Study □

37
Name: _________________Signature:
__________________Date of submission:
____________

38
 Conclusions and
6. 10
Recommendations
Evidence of
7. 5
originality
Contribution to the
8. 5
body of knowledge
Relevance to the
Evaluation of the Master’s 9. 5
discipline
Dissertation (External Examiner) Quality of
1
organization of the 5
0.
Student's Name and Reg. Number: dissertation
____________________________________ TOTAL POINTS 100
__________
Programme of Study: Please indicate if:
____________________________________ The dissertation is accepted as it
_____________________ is/subject to correction of typographical
Title of the Dissertation: errors (90-100)
____________________________________
___________________ □
____________________________________ The dissertation is accepted subject
____________________________________ to minor revisions (80-89)
___ □
The dissertation is accepted subject
Item for Assessment Max Points to major revisions (70-79)
. Award □
Poin ed The candidate is allowed to revise
ts the dissertation and resubmit for re-
1. Abstract 5 examination (60-69)
Introduction,
Statement of □
Problem, The dissertation is rejected outright
Objectives, (less than 60)
2. 10
Hypotheses/Resear □
ch Questions,
Significance of Name: _________________Signature:
Study
__________________Date of submission:
Quality of Literature
3. 10
Review ____________
Research
4. Methodology/Theor 10
etical Framework
Findings and
5. 35
Discussion

39
Appendix N. Evaluation Findings and
5. 25
Discussion
Form for PhD Theses 6.
Conclusion and
10
Recommendations
Evidence of
7. 10
originality
Contribution to the
8. 10
body of knowledge
Relevance to the
9. 5
discipline
Quality of
Evaluation of the PhD Thesis 1
organization of the 5
0.
thesis
Student's Name and Reg. Number:
TOTAL POINTS 100
____________________________________
Please indicate if:
__________
The thesis is accepted as it is/subject
Programme of Study:
to correction of typographical errors (90-
____________________________________
100)
_____________________
Title of the Thesis:
□
____________________________________
The thesis is accepted subject to
________________________
minor revisions (80-89)
____________________________________
□
____________________________________
The thesis is accepted subject to
___
major revisions (70-79)
□
Item for Assessment Max Points
The candidate is allowed to revise
. Award
the thesis and resubmit for re-
Poin ed
examination (60-69)
ts
1. Abstract 5
□
Introduction,
The thesis is rejected outright (less
Statement of
than 60)
Problem,
□
Objectives,
2. 10
Hypotheses/Resear
Name: _________________Signature:
ch Question &
Significance of __________________Date of submission:
Study
____________
Quality of Literature
3. 10
Review
Research
4. Methodology/Theor 10
etical Framework

40
 6 Evidence of
10
Appendix O. Evaluation . originality
7 Contribution to the
10
Form of the PhD Viva Voce . body of knowledge
8 Relevance to the
5
. discipline
9 Quality of oral
10
. presentation
TOTAL POINTS 100

Evaluation of the PhD Viva Voce Please indicate if:

The thesis is accepted as it is or
Student's Name and Reg. Number: subject to correction of typographical errors
____________________________________ (90-100)
__________
Programme of Study: □
____________________________________ The thesis is accepted subject to
_____________________ minor revisions (80-89)
Title of the Thesis: □
____________________________________ The thesis is accepted subject to
________________________ major revisions (70-79)
____________________________________ □
____________________________________ The candidate is allowed to revise
___ the thesis and resubmit for re-
Date of the Viva Voce: _______________ examination (60-69)

Item for Assessment Max. Points □

Poin Award The thesis is rejected outright (less
ts ed than 60)
Introduction, □
Statement of Name: _________________Signature:
1 Problem, Objectives,
10 __________________Date of submission:
. Hypotheses/Researc
h Question & ____________
Significance of Study
2 Quality of Literature
10
. Review
Research
3
Methodology/Theor 10
.
etical Framework
4 Findings and
25
. Discussion
5 Conclusion and
10
. Recommendations

41
Appendix P. Slides for Oral
and Viva Voce
Presentations

1. Title Slide
2. Introduction/Background
3. Statement of the Problem
4. Objectives of the Study
5. Significance of the Study
6. Literature Review
7. Methodology/Approach
8. Findings/Implementation
9. Conclusions
10. Recommendations
11. Future work
12. References

42
Appendix Q. Notice of Intention Comments:
____________________________________
to Submit Error-Free Copies of ________________________________
____________________________________
Dissertation/Thesis
____________________________________
______
Name:
____________________________Signature
: __________________Date: ____________

C: To be filled by the Head of Department:

Intention to Submit Error-Free Please indicate if submission is
Copies of Dissertation/Thesis Approved □ Not approved
A: To be filled by the candidate □
Student's Name and Reg. Number: Comments:
_______________________________________ ____________________________________
________________ ________________________________
College/Programme/Level of Studies: ____________________________________
_______________________________________
____________________________________
____________
______
Title of Dissertation/Thesis:
Name:
____________________________________
____________________________Signature
___________________
: __________________Date: ____________
____________________________________
____________________________________
D: The Dean of College Approval
______
Please indicate if submission is
Date of Registration:
Approved □ Not approved
____________________________________
□
_________________________
Comments:
Supervisor(s):
____________________________________
____________________________________
________________________________
______________________________
____________________________________
I confirm that my dissertation/thesis is error-
____________________________________
free:
______
____________________________________
Name:
__
Candidate’s Signature: ____________________________Signature
______________________ Date: : __________________Date: ____________
________________________________

B: To be filled by the Principal Supervisor:

Please indicate if submission is
Approved □ Not approved
□

43
44