School of Graduate Studies / Thesis
Forms, Templates and FAQ
Official SGS thesis forms, templates, the final submission checklist and answers to common questions.
16Forms and Templates
All forms are available from the SGS office and the SGS website. Completed forms are submitted to SGS and kept on the student’s file.
| Code | Form | Completed by | When |
|---|---|---|---|
| SGS/TH‑01 | Supervisor Appointment and Supervision Agreement | Student, supervisor, HoD | On appointment |
| SGS/TH‑02 | Research Proposal Approval | Review panel | After proposal defence |
| SGS/TH‑03 | Supervision Meeting Log | Student and supervisor | Each meeting |
| SGS/TH‑04 | Ethics Clearance Application | Student, endorsed by supervisor | Before data collection |
| SGS/TH‑05 | Notice of Intention to Submit (for students submitting their thesis before the SGS deadline) | Student and supervisor | 1 month before submission |
| SGS/TH‑06 | Supervisor’s Consent to Submit | Supervisor | At submission |
| SGS/TH‑07 | Declaration of Originality and AI Use | Student | At submission |
| SGS/TH‑08 | Nomination of Examiners | Director of SGS | After Notice of Intention or SGS deadline |
| SGS/TH‑09 | Examiner’s Report | Each examiner | After reading the thesis |
| SGS/TH‑10 | Oral Defence Report | Panel Chair | At the defence |
| SGS/TH‑11 | Corrections Clearance | Internal examiner | After corrections |
| SGS/TH‑12 | Repository Deposit Licence and Embargo Request | Student (and supervisor for embargo) | At final submission |
| SGS/TH‑13 | Extension Request | Student, supported by supervisor | Before the deadline expires |
| SGS/TH‑14 | Appeal | Student | Within 30 days of decision |
Templates
- SGS Thesis Template (Word) — pre-set margins, styles, headings, captions and page numbering.
- Title page, Declaration and Approval page models (Appendices A–C of these guidelines).
- Final Submission Checklist (Appendix D).
Frequently asked questions
Can I submit my thesis as a collection of published papers?
No. The University of Hargeisa accepts the traditional (monograph) thesis only. You may publish papers from your research and incorporate that work, rewritten, into the relevant chapters, with proper citation and disclosure in your Declaration of Originality.
Does SGS offer doctoral (PhD) programmes?
Not at present. SGS currently offers master’s programmes only, and these guidelines apply to master’s theses. Separate guidelines will be issued for doctoral programmes once introduced.
Which referencing style should I use?
APA 7th edition is the default. Your program may require another recognised style (for example OSCOLA for law or IEEE for engineering). Use one style consistently.
What similarity score is acceptable?
Overall similarity of no more than 20%, and no more than 5% from any single source, excluding the reference list and properly quoted material. Your supervisor submits the check and attaches the report to your submission.
May I use ChatGPT or other AI tools?
Only transparently and within the limits in these guidelines — for example, checking grammar or debugging code. You may not use AI to generate the substance of your thesis, and every thesis must include an AI-use statement. Agree any use beyond language checking with your supervisor in advance.
Can I choose or contact my examiners?
No. Examiners are nominated by your Department academic committee and approved by SGS. Their identity is confidential until the defence, and you must not contact them about your thesis before the examination is complete.
Can my external examiner attend the defence online?
Yes. The external examiner may join by secure video link, provided the Chair is satisfied the connection allows a fair examination.
How long will the examination take?
Plan on about three months from submission to the defence, plus up to three months for corrections depending on the outcome.
My research uses confidential company or government data. What can I do?
Obtain written permission before collecting the data, anonymise it in the thesis where possible, and request an embargo of up to two years at final submission if needed.
Do I have to be registered while my thesis is being examined?
Yes. You must remain registered and financially cleared until your final submission is accepted.
When will I graduate?
When your final submission is complete, your result has been approved by Senate and your clearances are in place. Check the academic calendar for the final submission deadline for each graduation ceremony.
School of Graduate Studies / Thesis
Forms, Templates and FAQ
Official SGS thesis forms, templates, the final submission checklist and answers to common questions.
16Forms and Templates
All forms are available from the SGS office and the SGS website. Completed forms are submitted to SGS and kept on the student’s file.
| Code | Form | Completed by | When |
|---|---|---|---|
| SGS/TH‑01 | Supervisor Appointment and Supervision Agreement | Student, supervisor, HoD | On appointment |
| SGS/TH‑02 | Research Proposal Approval | Review panel | After proposal defence |
| SGS/TH‑03 | Supervision Meeting Log | Student and supervisor | Each meeting |
| SGS/TH‑04 | Ethics Clearance Application | Student, endorsed by supervisor | Before data collection |
| SGS/TH‑05 | Notice of Intention to Submit (for students submitting their thesis before the SGS deadline) | Student and supervisor | 1 month before submission |
| SGS/TH‑06 | Supervisor’s Consent to Submit | Supervisor | At submission |
| SGS/TH‑07 | Declaration of Originality and AI Use | Student | At submission |
| SGS/TH‑08 | Nomination of Examiners | Director of SGS | After Notice of Intention or SGS deadline |
| SGS/TH‑09 | Examiner’s Report | Each examiner | After reading the thesis |
| SGS/TH‑10 | Oral Defence Report | Panel Chair | At the defence |
| SGS/TH‑11 | Corrections Clearance | Internal examiner | After corrections |
| SGS/TH‑12 | Repository Deposit Licence and Embargo Request | Student (and supervisor for embargo) | At final submission |
| SGS/TH‑13 | Extension Request | Student, supported by supervisor | Before the deadline expires |
| SGS/TH‑14 | Appeal | Student | Within 30 days of decision |
Templates
- SGS Thesis Template (Word) — pre-set margins, styles, headings, captions and page numbering.
- Title page, Declaration and Approval page models (Appendices A–C of these guidelines).
- Final Submission Checklist (Appendix D).
Frequently asked questions
Can I submit my thesis as a collection of published papers?
No. The University of Hargeisa accepts the traditional (monograph) thesis only. You may publish papers from your research and incorporate that work, rewritten, into the relevant chapters, with proper citation and disclosure in your Declaration of Originality.
Does SGS offer doctoral (PhD) programmes?
Not at present. SGS currently offers master’s programmes only, and these guidelines apply to master’s theses. Separate guidelines will be issued for doctoral programmes once introduced.
Which referencing style should I use?
APA 7th edition is the default. Your program may require another recognised style (for example OSCOLA for law or IEEE for engineering). Use one style consistently.
What similarity score is acceptable?
Overall similarity of no more than 20%, and no more than 5% from any single source, excluding the reference list and properly quoted material. Your supervisor submits the check and attaches the report to your submission.
May I use ChatGPT or other AI tools?
Only transparently and within the limits in these guidelines — for example, checking grammar or debugging code. You may not use AI to generate the substance of your thesis, and every thesis must include an AI-use statement. Agree any use beyond language checking with your supervisor in advance.
Can I choose or contact my examiners?
No. Examiners are nominated by your Department academic committee and approved by SGS. Their identity is confidential until the defence, and you must not contact them about your thesis before the examination is complete.
Can my external examiner attend the defence online?
Yes. The external examiner may join by secure video link, provided the Chair is satisfied the connection allows a fair examination.
How long will the examination take?
Plan on about three months from submission to the defence, plus up to three months for corrections depending on the outcome.
My research uses confidential company or government data. What can I do?
Obtain written permission before collecting the data, anonymise it in the thesis where possible, and request an embargo of up to two years at final submission if needed.
Do I have to be registered while my thesis is being examined?
Yes. You must remain registered and financially cleared until your final submission is accepted.
When will I graduate?
When your final submission is complete, your result has been approved by Senate and your clearances are in place. Check the academic calendar for the final submission deadline for each graduation ceremony.