Postgraduate Supervision and Submission of Research Outputs Policy

Approval Date
1 June 2020
Approved By
Chief Executive
Next Review
30 November 2022
Deputy Chief Executive: Academic Delivery
Baldrige Criteria
Customer focus

This policy applies to postgraduate programmes that require research outputs including but not limited to theses, dissertations, artistic works, and professional practice projects and/or reports for courses delivered by Otago Polytechnic Limited (Ltd) or delivered under the auspices of Otago Polytechnic Limited (Ltd).

This policy must be read with the accompanying guidelines Postgraduate Supervision and Submission Guidelines which have been designed to enable staff and learners to meet the requirements of this policy.


·      Public Records Act 2005, and all subsequent amendments.

·      Official Information Act 1982, and all subsequent amendments.

·      Copyright Act 1994, and all subsequent amendments.

·       NZQA Degrees and related qualifications: Guidelines for programme approval and accreditation to provide programmes


Supervision / Mentoring

1. Postgraduate learners will be provided:

a. A primary supervisor/academic mentor from the College offering the qualification, at the commencement of their research

b. Where appropriate, a secondary supervisor/professional mentor.

2. Supervisors/mentors shall be appointed by the Head of College after a process of negotiation with the Programme Head, learner, and supervisor(s).

3. Supervisors/mentors are responsible for overseeing learner progress in the research from the time of their appointment until the learner submits their research output.


4. Learners will notify their supervisor and Programme Head of their intention to submit their research output. Upon receipt of the notification the Programme Head will appoint the examination panel and schedule the process.

5. Research outputs are to be submitted in accordance with associated guidelines and to specifications in the relevant programme document.

6. Research outputs shall be submitted accompanied by a declaration signed by learners relating to:

a. Authorship

b. Dissemination

c. Reproduction

Final assessment

7. Final assessments are to be conducted in accordance with specifications in the relevant programme document and policies Assessment and Moderation and Academic Integrity to ensure academic and research integrity.

8. Grading of assessment will follow the specifications as outlined in the programme document and in policy Grade Tables.

9. The examination panel will assess the research output in accordance with the criteria specified in the programme document to ensure the output provides evidence of the learner’s ability to carry out independent research and produce an original contribution to practice.

10. The research should be at a level which a diligent and competent learner might reasonably be expected to complete within the period of full-time or part-time study as set out in the programme document.

11. Resubmission of a thesis is not permitted except on the recommendation of the examination panel.

12. Where a research output has been rejected the author is not precluded from being a candidate on a future occasion for the degree in which he or she has previously failed.


13.  It is expected that learners upon successful completion and final assessment of their research output (thesis or dissertation) will deposit a digital copy in the Otago Polytechnic Ltd repository and may also deposit a bound hardcopy to the Robertson Library.

14.  Candidates may request redaction[1] of part of their research output, embargo for a period of one to three years, or exemption from the dissemination requirement. Requests will be considered by a subcommittee of three members of the Research and Postgraduate Committee nominated by the Committee Chair who do not have a conflict of interest. The subcommittee will consider the content of the research output and any comments on the candidate’s request from the primary supervisor / academic mentor and from the Programme Head. Requests may be granted only in exceptional circumstances on grounds of commercial sensitivity, sensitive content, publications pending, or other reason consistent with the Official Information Act or the Privacy Act.

15. Restriction of both digital and hardcopy public access will be permitted only for exceptional reasons and requires the permission of the Supervisor and Programme Leader.

16. Research outputs may be withdrawn from the archive if the Deputy Chief Executive: Learning and Teaching Services considers it necessary due to one of the following conditions:

a. Copyright violation or plagiarism

b. Legal requirements or legal violations

c. National security

d. Falsified research

e. Unethical research


[1] Redaction means that the text has been edited for publication. This could be the censoring or obscuring of part of a text for legal or security purposes or when it contains sensitive material, or a version of the text, such as a new edition or an abridged version.

  • Curriculum Development and Review
  • Postgraduate Supervision and Submission Guidelines
  • Recognition of Prior Learning
  • Academic Appeal Process for Learners
  • Learner Discipline and Exclusion
  • Monitoring of Degree and Postgraduate Qualifications
  • Delivery of Programmes by external contracts
  • Work Placements and OSH for Learners in the Workplace
  • Intellectual Property
  • Assessment and Moderation
  • Academic Integrity

megan gibbons signature

Approved by:
Dr. Megan Gibbons
Chief Executive