guideline AMU msc thesis.pdf

ARBA MINCH UNIVERSITY
SCHOOL OF GRADUATE
STUDIES
MASTERS THESIS GUIDELINE
June 2016
Arba Minch

AMU SGS ii
SCHOOL OF GRADUATE STUDIES
MASTERS THESIS GUIDELINE
June2016
Arba Minch

iii MASTERS THESIS GUIDELINE
TASK FORCE MEMBERS
1. Anto Arkato (PhD) Chairperson and Facilitator
2. Mekonen Ayana (PhD)Member
3. Tesfaye Alemu Member
4. Tesfaye HabtemariamSecretary & Member
REVIEWERS
1. Dr Zenebe Mekonnen (College of Agricultural Sciences)
2. Dr Tolera(College of Natural Sciences)

AMU SGS iv
TABLE OFCONTENTS
TASK FORCE MEMBERS............................................................................................... iii
REVIEWERS..................................................................................................................... iii
1. BACKGROUND TO THE GUIDELINE..................................................................... vii
2. THE MASTER PROPOSAL...........................................................................................1
2.1. Eligibility...................................................................................................................1
2.2. Topic selection and approval.....................................................................................1
2.3. Advisors assignment .................................................................................................2
2.4. Funding......................................................................................................................2
3. COMPONENTS OF THE THESIS PROPOSAL............................................................4
3.1. Title ...........................................................................................................................4
3.2. Introduction ...............................................................................................................4
3.2.1. Background.................................................................................................................... 4
3.2.2. Statement of the problem............................................................................................. 5
3.2.3. Objectives...................................................................................................................... 5
3.2.4. Research questions and/or hypotheses........................................................................ 6
3.2.5. Significance of the study/Benefits and Beneficiaries.................................................... 6
3.2.6. Delimitation/Scope........................................................................................................ 7
3.2.7. Operational Definitions................................................................................................. 7
3.3. Literature Review......................................................................................................7
3.4. Research Methodology..............................................................................................8
3.5. Ethical Consideration ................................................................................................9
3.6. Work plan..................................................................................................................9
3.7. Financial Requirements.............................................................................................9
3.8. References .................................................................................................................9
4. TECHNICAL LAYOUTS OF THE THESIS PROPOSAL ..........................................10
5. SUBMISSION, REVIEW AND APPROVAL OF THESIS PROPOSAL....................11
5.1. Submission ..............................................................................................................11
5.2. Review and Approval..............................................................................................11
6. THE MASTER THESIS................................................................................................13
6.1. Eligibility.................................................................................................................13

v MASTERS THESIS GUIDELINE
6.2. Meeting the Schedule..............................................................................................13
6.3. Withdrawal, Utilization and Settlement of Research Fund.....................................13
6.3.1. Withdrawal and Utilization ......................................................................................... 13
6.4. Data Collection and Analysis..................................................................................14
6.5. Thesis Write-Up ......................................................................................................15
6.5.1. Preliminaries................................................................................................................ 15
6.5.2. Cover page................................................................................................................... 15
6.5.3. Title Page..................................................................................................................... 16
6.5.4. Declaration .................................................................................................................. 16
6.5.5. Approval pages............................................................................................................ 16
6.5.6. Acknowledgement....................................................................................................... 16
6.5.7. Table of Contents ........................................................................................................ 16
6.5.8. List of Tables................................................................................................................ 17
6.7.9. List of Figures and Illustrations.................................................................................... 18
6.7. 10.Main text/body.......................................................................................................... 18
6.7.11. End matters............................................................................................................... 20
6.6. Technical Layouts of a Thesis.................................................................................26
7. SUBMISSION, OPEN DEFENSE AND FINAL APPROVAL....................................28
7.1 Submission of thesis.................................................................................................28
7.2. Thesis Defence ........................................................................................................28
7.2.1. General........................................................................................................................ 28
7.2.2. Purpose of external examiner..................................................................................... 28
7.2.3. Selection and appointment of external examiners..................................................... 28
7.2.6. Thesis defense procedures.......................................................................................... 30
7.3. Decision...................................................................................................................31
7.3.1. Categories of acceptance ............................................................................................ 31
7.3.2. Appeal.......................................................................................................................... 32
7.4. Approval..................................................................................................................32
APPENDICES ...................................................................................................................34
Appendix 1: Letter of Acceptance To A Graduate Program.........................................34
Appendix 2: Contract Agreement between AMU and Organization Sponsored PG
Student............................................................................................................................35

AMU SGS vi
Appendix 3: Contract Agreement between AMU and Self-Sponsored PG Student.....36
Appendix 4: Sample Cover Page (Outer Cover)............................................................36
Appendix 5: Sample Title Page (Inner Cover For Thesis).............................................38
Appendix 6: Work Plan..................................................................................................39
Appendix 7: Budget Plan ...............................................................................................40
Appendix 8: Advisors‟ Proposal Approval Sheet ..........................................................41
Appendix 9: Approval Sheet of Reviewed Proposal......................................................42
Appendix 10: Research Grant Withdrawal Form...........................................................43
Appendix 11: Pity Cash Settlement Application Form..................................................44
Appendix 12: Per Diem Settlement Application Form for Research/Project Activities45
Appendix 13: Declaration ..............................................................................................46
Appendix 14: Advisors‟ Thesis Submission Approval Sheet ........................................47
Appendix 15: Thesis Evaluation Criteria.......................................................................47
Appendix 16: Summary Reports on Master‟s Defence and Delegate‟s Approval.........48
Appendix 17: Examiners‟ Thesis Approval Page ..........................................................49
Appendix 18: Examining Board‟s Delegate Approval of Final Thesis .........................50
Appendix 19: Contract of Agreement (Internal Advisors For Regular Program)..........51
Appendix 20: Contract of Agreement (Internal Advisors For Non-Regular Programs
And External Advisors)..................................................................................................52
Appendix 21: Clearance/ Withdrawal Form .................................................................53

vii MASTERS THESIS GUIDELINE
1.BACKGROUND TO THE GUIDELINE
Arba Minch University has gone through long historical changes to acquire its present
status. Formerly, it was established as Arba Minch Water Technology Institute (AWTI)
in 1986 with an objective of addressing water related issues of the country. After its 18
years of continuous growth, Arba Minch Water Technology Institute was upgraded to
Arba Minch University in June 2004. Currently, the university has one Institute, five
Colleges and four schools located in six different campuses.
School of Graduate Studies (SGS) was established in 2002/03 with two MSc programs:
Hydraulics & Hydropower Engineering and Irrigation Engineering. Additional programs
such as Hydrology & Water Resources Management and Meteorology Science were
opened in 2004/05. Later on, other graduate programs including Electrical Power
Engineering, Geotechnical Engineering, Water Supply and Environmental Engineering
etc were introduced in Institute of Technology. As the school expands, programs are also
launched in other colleges. Currently, the SGS provides educational service in all the
colleges and the institute with 46 programs and more than 1800 students enrolled in
regular, summer, weekend and evening modalities. The school runs twoPhD programs
namely Irrigation and Drainage Engineering in the Institute of Technology and
Operation Research in the College of Natural Science.
With its existing programs and the ones to emerge in years to come, SGS is working
towards the achievement of its vision. As its vision, the school aspires to be a leading
graduate school in the country with regard to the production of well-qualified manpower
and conduction of community-oriented problem solving researches.
In order that the SGS successfully realize its vision, the academic provisions of the
school should equip the students of the school with necessary theoretical understandings
and relevant and practical research skills. The provisions need to enable the students to
integrate their academic learning with research undertakings. To do this, after doing
course works, students in all graduate programs, except in which they are not required,
are mandated to carry out a scientific research (thesis) to fulfill Master‟s and PhD Degree

AMU SGS viii
requirements in their field of specialization. Regarding the importance of
thesis/dissertation work, Article 132 (1) of AMU senate legislation makes clear that a
thesis project gives an opportunity to individual students to make an effort in academic
pursuits to identify and analyze problems with the application of relevant research
methodology.
The production of quality and relevant research outputs (theses) demands the existence of
supportive guideline that directs the various activities of the research work. Towards this
end, Article 132 (3) of AMU senate legislation requires the Research and Development
Committee (RDC) of the university to issue detailed thesis formats and guidelines that
standardize and direct the conduction, supervision and evaluation of theses across all
colleges/institute graduate programs hosted by SGS. In light of this, the SGS took an
initiative to prepare this guideline with a purpose of providing a standardized guidance to
students across all graduate programs of the university in order that they develop sound
proposals, undertake scientific research and produce up to the standard research
report.More specifically, the guideline has the following objectives:
 To offer standard guideline that creates uniform working procedures for proposal
development andfor thesis writing across all graduate programs of the university.
 To ease the process of supervising, reviewing, assessing and approving the proposal
and research report.
 To provide quick reference to department heads, graduate program coordinators and
relevant bodies/institutionsinvolved in thesisactivities.

1 MASTERS THESIS GUIDELINE
2. THE MASTER PROPOSAL
2.1. Eligibility
A graduate student who has successfully completed the course work required by the program
and registered for thesis work is eligible for perusing his/her research.
2.2. Topic selection and approval
At the onset of the thesis work is the selection of researchable, relevant and feasible research
topic. The general potential sources of research topics could be the research thematic areas of
the university and the country‟s development needs. Contact the research directorate office
for the research thematic areas of the university.
Specifically, graduate thesis topics can be initiated by:
(i) Potential advisors who are engaged in research and project studies. Respective
departments which are running graduate programs shall request potential advisors at
the end of second or third semester to submit potential thesis topics on which they are
also working or interested to work. These titles shall be posted to invite interested
students to consult the respective potential advisors. After consultation with advisors,
students shall submit the titles of their interest to the department.
(ii) Graduate student. A student who has developed an interest in specific area may
consult an expert staff in the area and formulate researchable titleto be submitted to
the department.
(iii) Funding organization. When funding organizations, research institutions etc. are
interested to recruit graduate students to do their thesis on specific problems in
which the organizations/institutions are working, the Department Graduate
Committee (DGC) shall select thegraduate students based on the term of reference
(objectives) set by these institutions or other relevant criteria set by the department.

AMU SGS 2
2.3. Advisors assignment
Assignment and approval of advisors shall be made by DGC.
(i) Assignment of advisors shall take into account the expertise and research
experiences of the instructors to be assigned.
(ii) Under normal circumstances, advisors shall be assigned from the university. In
areas where there is shortage of staff, advisors can be assigned from outside the
university.
(iii) In addition to the principal advisor, there may be a co-advisor on condition that
the principal advisor has official commitments, is from outside the university or
the research area requires combined expertise.
(iv) While theprincipal advisor needs to have a minimum academic rank of assistant
professor or equivalent, the co-advisor must possess at least masters degree and
rich experience in the envisaged research area.
(v) It is the responsibility of the principal advisor to ensure that there is a smooth
communication between the candidate and the co-advisor during the course of the
thesis work.
(vi) Advisors shall sign contract of agreement before commencement of theadvisory
duties(See Appendix 19 and 20).
(vii) The maximum number of students that an instructor can advise shall be five for
non-office holding staff and three for office holders unless otherwise specially
justified.
2.4. Funding
Access to research fund depends on modality of sponsorship, availability of other fund sources and
competition for the fund.
(i) Students from public Universities shall automatically obtain funds from the
Ministry of Education through the hosting university.
(ii) Students from other government and non-government organizations shall obtain
funds from their respective sponsoring organizations.
(iii) Self-sponsored students can seek for other fund sources. In this case, SGS shall
write support letters to students.
(iv) The University shall also provide limited funding opportunities on competitive bases.
Students in categories (ii) and (iii) should enter an agreement with the SGS through their sponsors or
themselves for their sponsorship. The students need to pass through the following steps.

(i) After receiving admissionletter(Appendix 1) from SGS, they need to contact
their respective college/institute graduate program coordinator to collect the
contract agreement form (Appendices 19 & 20), toknow the amount to pay, and
to fill the form in the presence of the coordinator.
(ii) Students ofcategory (ii) above are required to take the form to their organization
and get the form signed by the head of their organization. The agreement
enforces each organization to pay the total study fee (including research grant)of
the student within a semester after the student has begun the study. Once the
total amount is paid by the sponsor, the students are required to register each
semester bearing the receipt of payment to graduate program coordinator and
the registrar office.
(iii) Students of category (iii) above need to sign the agreement form themselves to
pay thesemester feeat the start of each semester. In making the fee, students
need to:
a. First, transfer the semester fee to university account (to be obtained from
SGS) at Commercial Bank of Ethiopia.
b. Then, take the bank invoice to the university finance toobtainthe university
receipt.
c. Next, show theuniversity receipt to institute/college graduate program
coordinator and collect registration slip.
d. Lastly, take the signed slip, together with the university receipt, to the
registrar office to finalize the registration.

AMU SGS 4
3. COMPONENTS OF THE THESIS PROPOSAL
The thesis proposal shall contain the following elements.
 Title
 Introduction
o Background
o Statement of problem
o Objectives
o Research questions and/or hypotheses
o Significance of the study/Benefits and Beneficiaries
o Delimitation/Scope
o Operational Definitions
 Literature review
 Research Design /Methods and Procedures/Materials and Methods/
 Ethical Consideration
 Work plan
 Financial Requirements
 References
Details of these components are provided hereby.
3.1. Title
Research proposal title should demarcate the main focus or theme of the proposed study. It
should be informative/descriptive yet discrete and contain the key words of the proposal. In
addition, it should be concise, simple and appealing. Preferably, it should not exceed 20
words.
3.2. Introduction
The introduction should set the background to the study, give a clear and concise statement
of the problem including objectives and research questions of the study or the hypothesis
involved, significance of the study, definitions of the important terms, and scope/delimitation
of the study. These are described in the following subsections.
3.2.1. Background
This section has to provide background information starting from broader perspective of the
topic to be studied leading to the specific problem to be addressed. This part usually
integrates review of related literature to place the study within the larger context of the
scholarly literature. The purpose of this section is to lay the broad foundation for the problem

that leads to the study,to create reader interest in the topic, and to make the reader feel the
urgency of the problem and the need to study it.
In writing, it particularly:
 Starts from already known theoretical framework of the study topic.
 Review related literature to show gaps in the existing knowledge and practice so as to
provide justification for the current research
 Concisely sets the aims of the research and show how it fills the identified gaps in the
literature and practice.
Please note that the background section gives you an opportunity to show that you have a
good knowledge of the body of literature, the wider context in which your research belongs
and that you have awareness of methodologies and related theories.
3.2.2. Statement of the problem
Nearly all research proposals are designed to respond to a particular problem. A problem
might be defined as the issue that exists in the literature, theory or practice that leads to a
need for the study. The problem statement
 Clearly and precisely describes the issue that initiated the researcher to conduct the
study on the topic.
 Should be presented within the context in which the problem is imbedded.
 Answers the question “What practical and theoretical gaps necessitated the study to be
conducted.” If a researcher is unable to answer this question clearly and accurately,
there is a problem of confusion and lack of proper understanding of the problem to be
addressed. This usually results in rejection of the proposal.
 Establishes the foundation for procedures to be followed in the proposal and will avoid
conceptual and methodological obstacles typically encountered during the process of
proposal development.
3.2.3. Objectives
The objective of the research should emerge from the statement of the problem and the topic
of the study. The main purpose of the research objective is to interlink the topic and
statement of the problem and to show the focus, direction and the ultimate goal of the study.
Objectives should be simple (not complex), specific (not vague), stated in advance (not after
the research is done), and stated using “action verbs” that are specific enough to be
measured.

AMU SGS 6
A thesis proposal may have general and specific objectives. General objective provides a
short statement of the scientific goal to be pursued by the research. It should be stated
correctly as per the topic. Specific objectives are directly drawn from the general objective
and be written in action oriented words such as to examine, to explore, to evaluate, to
innovate, to design, etc. Specific objectives should not be less than two and more than five.
Please remember that your specific objectives are indicators against which the success of
your research will be judged.
3.2.4. Research questions and/or hypotheses
Research questions
The research questions emerge from the objectives of the study and always written in
question forms. Even if some research guidelines dictate that either the objectives (general
and specific) or the research questions (general and specific) should appear in a proposal,
graduate students of AMU are required to use objectives (general and specific) and specific
research questions together.
Hypotheses
These are statements that predict the relationship between two or more variables. These
statements are supposed to be proved/accepted or disproved/rejected at the end of the study.
They should originate from the objectives and usually serve as a substitute to the research
questions in quantitative studies. Hypotheses can be null and alternative.
 The null hypothesis (H0) represents a theory that has been put forward, either because
it is believed to be true or because it is to be used as a basis for argument, but has not
been proved.
 The alternative hypothesis (H1) is a statement of what a hypothesis test is set up to
establish. It is opposite of Null Hypothesis and only reached if H0 is rejected.
Make a clear and careful distinction between the dependent and independent variables and be
certain that they are clear to the reader.
3.2.5. Significance of the study/Benefits and Beneficiaries
It indicates how the proposed research will contribute to existing knowledge and practices in
the field of study.
When thinking about the significance of the study, keep in mind addressing the following
questions:
 What are the expected outputs of the study?

 Who are the potential beneficiaries?
 How the expected results enhance the work of practitioners, researchers, experts,
policy makers, etc.?
 How will results influence programs, methods, and/or interventions?
3.2.6. Delimitation/Scope
A research should be delimited to a specific area of study. Delimitation addresses how a
study is narrowed in scope in terms of time and space. This section specifies the context,
population, methodological procedures, and issues to be addressed.
3.2.7. Operational Definitions
When the researcher thinks that some of the key words are used in a special manner in the
context of the current study, he/she needs to provide a section with operational definitions of
terms. Similarly, when the researcher thinks that some termsin the study are unfamiliar to
the reader, he /she has to provide definitions of the key terms in a section named definitions
of the key terms.
3.3. Literature Review
The main aim of review of related literature at the proposal stage is to show how the current
study relates to previous studies and to highlight gaps in the existing body of knowledge and
practices. In principle, the literature review is guided by research objectives/research
questions. In a thesis proposal, the literature review is generally brief. Only more relevant
references should be selected and included with the aim of identifying different
methodologies used in the literature and making a selection of appropriate methodological
approach applicable to the current study.
Make sure to follow appropriate style of in-text citation and reference listing.
So in this section, the researcher may:
 compare and contrast different authors' views on issues related to the current study
and show own stand,
 group ideas of different authors who draw similar conclusions,
 make critical review ofdifferent components of previous research papers on the area,
 identify different methodologies used in the literature and make a selection of
appropriate methodological approach applicable to the current study,
 place the current study within the existing state of the art knowledge

AMU SGS 8
It is important that you take special care to include sources which are very essential and
current publications.
It is important to note that your review should not be simply a description/summary of what
others have said, rather it should take the form of a critical discussion, showing insight and
an awareness of differing arguments, theories and approaches. It should be a synthesis and
analysis of the relevant published work, linked at all times to your own purpose and
rationale.
A good literature review, therefore, is critical of what has been written, identifies areas of
controversy, raises questions and identifies areas which need further research.
3.4. Research Methodology
This section might be named „Methods and Procedures‟, „Materials and Methods‟, „Research
Methodology‟ depending on the agreements in different fields. In this section, the researcher
needs to identify and provide detailed step-by-step description of the methodology in the
study so as to enable a reviewer or any other reader to clearly understand it. Thus, the section
describes the design opted for the study, subjects/participants used to provide data,
tools/methods used to gather data, and procedures followed to collect and analyze data.
Specifically, the section includes:
 Description of the study area
 Description of study design (historical, descriptive survey, experimental or quasi
experimental, mathematical modeling, etc.)
 Description of study participants/subjects
 Determination of sample size and selection process (sampling techniques)
 Methods (tools) of data collection
 Strategies of ensuring data quality
 Description of materials and procedure
 Description of your methods of data analysis, including reference to any
specialized statistical software and simulation models (e.g., ANOVA,
MANCOVA, AQUAD, SAS, SPSS, SYSTAT, STATA, EVIEW, etc)
In some studies as a part of the research design conceptual framework/theoretical
framework/analytical framework is included. It provides the structure/content for the whole
study.
Make sure that this section is written in the future tense at the proposal stage.

3.5. Ethical Consideration
Ethics of research here refers to the morals of investigation or intervention with
regard to minimal abuse or disregard of social and psychological wellbeing of persons,
community and/or animals participate in the research work.
Therefore, the researcher needs to include a statement of ethical consideration and needs to
obtain ethical clearance. Here, the benefits, and any harm to the study participants should be
clearly presented. The issue of confidentiality (keeping the information only for intended
purpose without using any personal identifiers) should be indicated. Any research which
involves experiment on human subjects needs national ethical clearance.
3.6. Work plan
In the work plan (Appendix 6), specific activities needed to achieve the objectives of the
research should be identified, listed in chronological order and assigned to defined time
periods for implementation. This is the general time schedule that indicates: when the
research starts and ends, whether there are particular stages in the research and which
activities are to be accomplished when. Therefore, work plan is used to guide, monitor and
evaluate progress of research activities.
3.7. Financial Requirements
This is the financial plan (Appendix 7) for implementation of the research. It should be clear,
realistic, reasonable and estimated based on real market price. Based on the requirement,
budget may be itemized under the following categories:
 equipment, stationery, materials,
 travel expenses (transport or fuel, perdiem, etc),
 research assistance (advisor, data collection, laborers etc),
 services (secretarial, photocopying, printing, and binding etc.),
 and others (to be specified).
3.8. References
This section includes a list of works cited in the proposal. Some of the well-accepted and
standardized formats/styles of reference (APA, MLA, Harvard or VANCOUVER styles)
should be applied consistently.See the APA referencing style provided under section3.3.1 of
this guideline as a sample.

AMU SGS 10
4. TECHNICAL LAYOUTS OF THE THESIS PROPOSAL
To maintain uniformity among all research proposals, they have to comply with the standard format
provided under.
1) Paper specification
Items guideline
Color Black and white
Size 21 cm x 29.7cm (A4)
Paper weight >80gm
Typing with Computer
Left margin 1.25 inch
Right margin 1 inch
Top margin 1 inch
Bottom margin 1 inch
Spacing (between lines) 1.5
Spacing (paragraph) 6pt before and after
Font size (text) 12
Font size (Heading 1,2,3) 14,13,12 respectively.
Font type Times New Roman
Font style Regular
Breaking a word on 2 lines Not allowed
Correction with fluid Not allowed
Overwriting Not allowed
Printing quality Laser or better quality
Copying High quality photocopy
Binding Spiral
2) Illustrations (Figures, Tables and photographs)
 Illustrations should be of good quality (clear, explanatory, well labeled, etc.)
 Place illustrations within the text at appropriate places
 Type table captions (titles) immediately above the table with the font type used in the text
 Type figure captions (titles) immediately below the figure with the font type used in the
text
 Table and figure titles should be single spaced and aligned justified
3) Cover page(A sample is given in Appendix 4)
Typed in all capital letters, should include
 Approved thesis title typed in the middle of the page
 Name of the degree, e g. M.Sc./MA… Thesis
 Full name of the author typed in the middle of the page
 Name and location of the University
 Month and year of thesis submission typed 5 cm above the bottom margin
4) Title page (A sample is given in Appendix 5)

It is the first page under the cover page typed in all capital letters and center justified on each line
with the following information.
 Approved thesis title 5 lines below the top of the page
 Full name of the author typed 8 lines below the title
 Further 3 lines below, the following should be typed:
o Month and year of final copy of thesis submission should be given at the
bottom line
5) Approval Sheet
 Each proposal submitted for review will have two certificates
o Approval Sheet from the principaland/or co-advisor (Appendix-8)
o Approval Sheet from the Reviewers(Appendix -9)
5. SUBMISSION, REVIEW AND APPROVAL OF THESIS
PROPOSAL
5.1. Submission
i. A thesis proposal written following the specifications given in this guideline and in
close consultation with advisor/s shall be submitted to the respective departments
after the approval of the advisor(s).
ii. The proposal has to be submitted in three hard copies signed by the student and the
advisor(s).
iii. The thesis proposalshall be submitted to the respective departmentstwo weeks ahead
of the review date notified by the department.
5.2. Reviewand Approval
i) The DGC identifies a potential reviewer and a chairperson for each proposal to be
reviewed.
ii) The reviewer has to be an assistant professor or above. In cases where there is lack of
a person with such rank, a lecturer with rich research experience can be assigned.
iii) Submitted proposals have to be sent to the identified reviewers 10 days ahead of the
review event.
iv) The reviewer has to read the whole body of the proposal and make critical comments
with the view to improve the proposal.
v) An open presentation of proposals has to be arranged by the respective departments
so that the proposals are presented and reviewed.

AMU SGS 12
vi) A student has to make 20 minutes of presentation followed by 30 minutes comments
and suggestion by review members.
vii) Other participants can attend the session, ask questions and give comments and
suggestions.
viii) The reviewer is required to submit the review protocol to the chairperson of the
review committee at the end of the open presentation session.
ix) The chairperson of the review session has to take notes of the comments and
suggestions made and submit the minute of the review process to the department.
x) Students have to collect copies of the minutes with suggestions made and agreed
upon by the review members from their respective departments for further
consideration of suggestions in their final proposal.
xi) The final proposal has to be submitted to the respective departments within one week
after the review process.
xii) The reviewer thoroughly checks the inclusion of the agreed corrections and
suggestions in the final version.
xiii) The revised version of the proposal should be signed by the student, advisor(s) and
reviewer and be submitted in 3 copies to the department. Then, the DGC
chairperson signs on approval pages of the proposal, puts a stamp and sends one
copy to the advisor, one to the department, one to College/institute Graduate
Programme coordinator.

6. THE MASTERS THESIS
6.1. Eligibility
A graduate student who has got an approved proposal and registered for thesis work is
eligible for perusing his/her main research.
6.2. Meeting the Schedule
The commencement and completion of the research tasks should comply with the timeframe
specified in the curriculum of the respective programs and academic calendar of the
university. Moreover, it is important for the graduate student to follow steps and procedures
indicated in the methodology and work plans of the research proposal to accomplish the
activities. A graduate student will be held responsible, if he/she fails to meet the schedule
with no valid reason.
6.3. Withdrawal,Utilization andSettlement ofResearch Fund
In case the research has got specific fund for execution, students are required to strictly
follow financial rules and regulations of the university and fund provider while withdrawing,
spending and settling the money earmarked for their research.
6.3.1. Withdrawal and Utilization
In order to withdraw the research fund the student has to follow the following procedures.
i. After getting his/her proposal approved, the student should collect two copies of
research fund withdrawal form(Appendix 10) from college/institute graduate
program coordination office and fill it.
ii. Then, he/she needs to get the form signed by the thesis advisor, the department
head, graduate program coordinator and director of school of graduate studies.
iii. Later, he/she presents the research grant withdrawal form accompanied by a
letter from SGS to the head of the finance office that also signs onthe
withdrawal form and facilitates the withdrawal.
After withdrawing the fund, students need to utilize it in line withbudget breakdown of the
research proposal. They also need to settle the fund as described next.
6.3.2. Settlement
The fund received and utilized for research activities is settled in two forms:pity cash
settlement (Appendix 11) and per diem settlement (Appendix 12) forms. In both forms,
students follow similar steps listed next.
a. Theycollect two copies of per diem/pity cash settlement form from college graduate
program coordination office and fill it.

AMU SGS 14
b. Then, they get the forms signed by the thesis advisor, the department head, the
graduate program coordinator and the director of SGS. Here they make sure that they
bear necessary receipts and supporting evidences. The receipts are checked and
signed by the director of SGS.
c. Finally, they present per diem/pity cash settlement form accompanied by a letter from
SGS to the finance office head,who also signs on the form andfacilitates the
finalization of the settlement.
6.4. Progress report
Regular monitoring and supervision of student research is important to ensure quality
research outputs and help students complete their researches on time. Therefore, advisors are
required to consistently follow-up the status of research under their supervision. Students are
required to submit progress report at least twice (after the completion of data collection and
data analysis). The major advisor, after receiving and evaluating the progress report, has to
forward the same to DGC with recommendations as to whether the research can be
completed within the plan or special consideration is required.
6.4. Data Collection and Analysis
Data collection and analysis is the central part of any research. It involves the collection and
analysis of relevant information and data using instruments described in the methodology
section of the proposal.
 Make sure that there is a close link between the data collection methods/instruments
(including items of the data collection methods/instruments)and objectives/research
questions.
 Remember to collect the required data by yourselves. If assistance is required, you
have to closely supervise the assistant(s) during the data collection
 Keep-in-touch with your advisor(s) while you are in the field mission to collect
data.
 Do not forget to store your raw and processed data in a safe place to provide them
any time you are requested.
 Please note that the quality of the research depends upon the quality
(representativeness, validity, reliability) of the data collected.
After the relevant and adequate data are collected, careful analyses is required. Therefore,
make sure

 to analyze the data using appropriate methods of data analysis indicated in the
proposal
 to present and organize the results of the analysis in a way that enables you to draw
inferences and conclusions in line with the objectives/research questions.
6.5. Thesis Write-up
After data collection and analysis is completed, students are required to compile their thesis
following the standard format given in this guideline.
A thesis shall contain the following major components:
 Preliminaries,
 Main text/body,
 End matters
6.5.1. Preliminaries
As the preliminaries form a significant part of the whole thesis report, due attention should be
given in preparing them. A general standard pattern suggested here in each case will be
helpful for a researcher.
Preliminaries of a thesis include:
 Cover page
 Title page
 Declaration
 Approval pages (Advisor‟s approval page, Board of Examiners page)
 Acknowledgements
 Acronyms
 Table of contents
 List of tables (if any)
 List of figures/illustration (if any)
 Abstract
6.5.2. Cover page
Cover page (Appendix4)
 Logo of the university (3 cm diameter)in the middle top of the page
 Thesis title typed in the middle of the page
 Name of the degree, e g. M.Sc./MA… Thesis in the middle of the page

AMU SGS 16
 Name and location of the University on bottom right corner
below the name of the university
6.5.3. Title Page
This is the second page of a thesis(Appendix 5). It includes:
 Title of the thesis
 Name of the candidate
 Purpose or relationship of the thesis to the requirement
 College/institute/school and/or department to which the candidate submits the
thesis
 Name of the university to which it is submitted
 Month and year of submission
6.5.4. Declaration
The thesis shall contain a statement(s) of the student declaring(Appendix13) that the thesis
presented is the result of the student‟s own original work, all related works in the study are
duly acknowledged and that it has not been submitted in candidature for a degree/diploma of
this or any other university.
6.5.5. Approval pages
Two forms of approval pages are to be provided: advisor‟s and board of examiners.
 Advisor‟s approval page should state that the thesis presented is done under his/her
supervision and is recommended for evaluation(Appendix14).
 Board of Examiners approval page indicates that the thesis is read, critically
commented, defended, and comments and suggestions are incorporated. Thus, the
thesis is accepted and approved in the eyes of the examiners(Appendix17 and 18).
6.5.6. Acknowledgement
This includes provision of credit to persons and organizations that have made helpful
contributions or support to the investigator for the successful completion of the study. The
support could be financial, professional, moral or in other form. Since this is an academic
and secular document, you should not be religious in your acknowledgment.
6.5.7. Table of Contents
Table of contents provides an outline of the contents of the thesis report. Contents should
neither be too detailed nor should too sketchy.
The section:

 Starts listing the preliminaries like acknowledgement, list of tables, list of figures,
abstract and their respective pages in small Roman numbers
 Continues with main chapter headings and the essential sub-headings in each section
with appropriate page numbers in Arabic numerals against each.
 Finalizes with the end matters such as appendices, and indexes.
An example has been given bellow.
TABLE OF CONTENTS
CONTENTS PAGE
Acknowledgements
Acronyms (if any)
Table of contents
List of tables (if any)
List of figures/illustration (if any)
Abstract
CHAPTER ONE: INTRODUCTION
1.1. Background
1.2. Statement of problem
1.3. Objectives
1.4. Research questions and/or hypotheses
1.5. Significance of the study/Benefits and Beneficiaries
1.6. Delimitation/Scope
1.7. Operational Definitions
CHAPTER TWO: REVIEW OF RELATED LITERATURE
CHAPTER THREE: RESEARCH METHODOLOGY
CHAPTER FOUR: RESULTS AND DISCUSSIONS
CHAPTER FIVE: CONCLUSIONS AND RECOMMENDATIONS
REFERENCES
APPENDICES
6.5.8. List of Tables
The table of contents is followed by the list of tables on a separate page.
 This list should consistof the titles or captions of the tables included in the thesis
along with the page numbers
 They should appear in the list of tables in the order they exist in the text.
 The capitalized title „LIST OF TABLES‟ should be the central heading of the page
 The capital words „TABLE‟ and „PAGE‟ should lead the lists and page numbers at
the left and right margins, respectively.
Please note that you will have this section only when you have more than five tables in the
text.

AMU SGS 18
6.7.9. List of Figures and Illustrations
If any charts, graphs or any other illustrations are used in the thesis, a list of figures on a
separate page is prepared in the same form as the list of tables.
6.7. 10.Main text/body
The text body of the thesis should contain the following chapters.
CHAPTER ONE: INTRODUCTION
CHAPTER TWO: REVIEW OF RELATED LITERATURE
CHAPTER THREE: RESEARCH METHODOLOGY
CHAPTER FOUR: RESULTS ANDDISCUSSIONS
CHAPTER FIVE: CONCLUSIONS AND RECOMMENDATIONS
These chapters should be further structured to include relevant sub-titles as deemed
necessary.
Details of MainBody of the Report
The body of the thesis is the most important section in the organization of the research report.
It serves the function of communicating the research findings to the reader in a clear and
comprehensible manner. Therefore, you have to write this section with a great care. As
indicated, generally the main body of the research report consists of a minimum of five
chapters.
Chapter 1: Introduction
As stated in the proposal section of this guideline, the introduction should set the
background to the study, give a clear and concise statement of the problem including
objectives and research questions of the study or the hypothesis involved, significance of the
study, definitions of the important terms, and scope/delimitation of the study. The details of
the subsectionsof this section are more or less similar to that of the proposal section. Hence,
you are advised to adapt them.
Chapter 2: Review of Related Literature
This chapter is essential in any research work as it critically reviews related studies, gives
account of up-to-date knowledge in area of study and identifies areas which need further
research. It also provides theoretical and conceptual framework upon which your research is
built.It is important to note that your review should not be simply a description/summary of
what others have said, rather it should take the form of a critical discussion, showing insight
and an awareness of differing arguments, theories and approaches. It should be a synthesis

and analysis of the relevant published work, linked at all times to your own purpose and
rationale.
Chapter 3: Methodology of Research
As stated in the proposal, in this chapter, the researcher needs toprovide detailed step-by-step
description of the methodology followed in the study.Remember that in this chapter you
write the methodology indicated in the proposal. However, practical experiences show
thatsome minor changes may be made due to practical reasons. In this case, the changes have
to be approved by the advisor.
Unlike the proposal this section is written in the past tense.
Chapter 4: Results and Discussions
In this chapter,present your findings in line with the specific objectives/research questions of
the study. Accordingly, this section should be structured into sub-sections based on the
research objectives/questions. Presentations can be made using tables, graphs, charts, texts,
etc. Thus, choose appropriate presentation forms that help you clearly convey the
results.Then, make adequate interpretation (textual description) of the results presented in
any form of your choice.
Followingthe interpretations of the results of each sub-section, adequate discussions have to
be made. In the discussions, you use conceptual and theoretical knowledge of the area to give
explanation and implications of the results of the study. Moreover, you have to connect your
findings with other related studies and justify deviations if any. Here, you may also discuss
the limitations of the study related to generalizability and other methodological issues.
Chapter 5: Conclusions and Recommendations
This is the final chapter of the report. It requires the creative and reflective ability of the
researcher. The chapter consists of conclusions and recommendations.
In the conclusion section of the chapter, you should
 summarizethe main findings (results) of the study in relation to the research
objectives/questions
 show your views drawn from the results and discussions of the study
 report the original contributions of your study to the existing practice or knowledge
Next to the conclusions, the chapter should provide recommendations based on the
conclusions made. In the recommendations section, you should
 suggest measures to be taken by different stakeholders to improve practices,
policies,knowledge, etc.

AMU SGS 20
 recommend areaswhere further studies should focus
6.7.11. End matters
After the main text the end matters come. These include:
Reference
Appendices
Index or glossary (if any).
The detailed explanation of each specific section is given as follows.
6.7.11.1. References
References refer to the list of materials which are cited in the text. Different standard citation
styles could be used in the text and in the reference lists. However,
 In making in-text citations and reference listing, you should follow the same citing
style (e.g. APA, MLA, HARVARD, and CHICAGO, etc., ) consistently throughout
the thesis.
 Make sure that all materials cited in the text are also included in the reference list and
vice-versa.
 Be aware that taking ideas without acknowledging the source is plagiarism (an
academic theft) and can lead to severe punishment including rejection of the thesis.
APA (American Psychological Association) and Harvard styles are commonly used styles in
social and natural sciences respectively. To provide an example, how in-text citations and
referencing are used in APA style is briefly discussed next.
A. In-text citation
In-text citation is applied when you summarize, paraphrase, or quote related ideas from
sources. The style uses author-date citation method; that is the surname of the authors and the
year of publication are put in the parenthesis in the text at the appropriate point. For direct
quotations, page number is also included, like (Guskey, 2000, p. 20). But if the name of the
author appears as part of narrative, you need to cite only the year of publication in
parentheses. Look at the examples below.
Professional development program become effective when it is properly managed
(Guskey, 2000).
“An effective professional development program has some unique qualities” (Guskey,
2000, p.20). (for direct quotation).

Guskey(2000) has identified some unique qualities of an effective professional
development program.
Within a paragraph after citing the author (s) and the year of publication once, you need not
to include the year in subsequent references.
According to Thijs (2002) teacher support materials enhance teacher professional
growth……… Thijs added that the materials encourage collaboration among
teachers.
When reference is made to two or more works of an author (s) in the same year, the
publication should be numbered as (a) and (b) of that year with the earliest publication of the
year being designated (a) and so on.
(Voogt, 2013a, 2013b)
A work by multiple authors
When a work has two authors, always cite both names every time the reference occurs in the
text. However, when a work has three, four or five authors, cite all the authors for the first
occurrence, but in the subsequent occurrences, cite only the surname of the first author
followed by et al. and the year of publication.
In communicative language teaching, a teacher monitors the learning activities and
participates in the activities where appropriate (Atkins, Hailom & Nuru, 1995).
Atkins et al. (1995) classify Communicative Language teaching into strong and weak
versions. Or there are two versions of communicative language teaching: strong and
weak (Atkins et al., 1995).
When a work has six or more authors, cite only the surname of the first author followed by et
al. and the year of publication for the first and subsequent citations. In the reference list, six
authors are spelled out but for the seventh and more authors, et al. is used.
Use „and‟ to combine names in a multiple-author citation in a running text, but in
parenthetical material, in tables and captions and in the reference list, join the names by an
ampersand (&).
Richards and Rodgers (2001) reported that….
This study has proved an important fact (Richards & Rodgers, 2001).
The names of groups serving as authors (corporations, associations, agencies and study
groups) are usually spelled out each time they appear in text citations. Names of some group
authors are spelled out in first citation and abbreviated thereafter.
National Institute of Mental Health (NIMH) (2010) (first text citation)

AMU SGS 22
NIMH (2010) (subsequent text citation)
National Institute of Mental Health (2010) (in reference list)
When a work‟s author is designated as „anonymous‟, cite in the text the word Anonymous
followed by comma and the date. In the reference list, the word Anonymous will be used to
alphabetize the work.
(Anonymous, 2008)
Two or more works cited in a parenthesis are arranged following alphabetical order of the
surnames of the authors followed by years of publications. Each work is separated from the
otherwork using semicolon. Comma is used to separate the author from the year of
publication. Two or more works of the same author in a parenthesis are ordered by date of
publication,the latest work coming last.
(Fullan, 2007; Guskey, 2006; Richards & Rodgers, 2001)
(Fullan, 2001, 2007, 2013)
For sources such as website and e-books that have no page numbers, a paragraph number or
the heading and the paragraph number are indicated to direct the reader to the exact location.
(Myers, 2000, Paragraph 2)
(Clarke, 2005, conclusion section, para.1)
Citation of a work cited in a secondary source
You need to give secondary source followed by the original workplaced in parenthesis in text
when you use a work cited in a secondary source. For example, if Fullan and Hobber‟s
(1995) work is cited in Guskey‟s (2000) work and you are not able to access and read Fullan
& Hobber‟s work, you make in-text citation as given below.
Fullan and Hobber (cited inGuskey, 2000) or Fullan and Hobber(1995), cited in
Guskey (2000)... or
According to Fullan and Hobber (1995) as cited in Guskey (2000)….
Generally speaking, such type of citation is not encouraged. You are rather advised to search
and access the original work to cite in your research.
B. Reference list
The reference list at the end of a written work documents and provides information necessary
to identify and retrieve each source. Authors should see references carefully and include
only the ones used in the text in their reference list. All references should be arranged strictly
alphabetically in the reference list. Different sources and types of publications should be
given as follows in the reference list.

 Journal Article: Name (s) of author (s). Year of publication of the article. Title of the
article. Full name of the journal, volume no; and pages.
Barab, S., & Squire, K. (2004). Design-based research: Putting a stakein the ground. The
Journal of the Learning Sciences,13(1), 1–14.
 Books: Name(s) of author(s). Year of publication. Title of the book. Volume number
(in case of multivolume book), edition no. (If it is later than the first edition). Place
of publication: Publisher„s name.
Fullan, M. G. (2007). The new meaning of educational change (4th
ed.). New York:
Teachers College Press.
 Contribution to composite Books:Name(s) of author(s). Year of publication. Title of
Contribution. Connecting word‟ In;‟ following items of information of the source
document: Name (s) of editors(s). Title of the book. Volume no. (In case of
multivolume book). Edition no. (If it is later than the first edition) (Page number the
contribution appears in the book). Place of publication: Publisher.
Pettis, J. (2002). Developing our professional competences: Some reflections. In J. C.
Richards, & W. A. Renandya (eds.), Methodology in language teaching: An anthology
of current practice (2nd
ed.) (pp. 393-396). Cambridge: Cambridge University Press.
A work cited in a secondary source
You need to enter only secondary source that you are able to access into reference list
whenyou cite a work cited in a secondary source. For example, Fullan and Hobber‟s
(1995) work is cited in Guskey‟s (2000) paper and you are not able to access and read
Fullan & Hobber‟s work, you need to enter only Guskey‟s work in the reference list like.
Guskey, T. R. (2000). Evaluating professional development. Thousand Oaks,
California: Corwin Press, Inc.
 Contribution to conference/Workshop/ symposium/ seminar/Proceedings: Name (s)
of author (s). Year of publication. Title of contribution. Name of the Conference. Place
and date of the conference. Title of the publication, Name (s) of editor(s). Place of
publication: Publisher‟s name, pagination (pp‟ should be used before writing plural
pages).
Abebe, A. G.(2007).Teacher professional development practices at Arba Minch
University, Ethiopia: An exploration of the present status. National Conference on

AMU SGS 24
Teaching and Learning in Ethiopian Higher Education Institutions to Meet the
Challenges of Quality and Relevance, Amist Kilo School of Graduate Studies Hall.
Addis Ababa, December 21-22, 2007. Haregewoin, A., & Mendida, B. (eds.).
Addis Ababa: National Pedagogical Resource Center (pp.106-121).
 Thesis:Name of the author. Year of submission. Title of the thesis. Name of the
degree. The word thesis. Name of the university, place.
Ottevanger, W. (2001). Teacher support materials as catalyst for science curriculum
implementation in Nambia. PhD Dissertation. University of Twente, Enschede.
 Government/Institution/Society publications: Name of the institute/society/place.
Year ofpublication. Title of publication. Place of publication: Publisher‟s name.
Ministry of Education. (1994). Education and training policy, Ethuiopia. Addis Ababa: St. George
Printing Press.
 Online sources
Authors using internet sources should direct readers to the information being cited and
provide address of the cited work.
Internet articles based on print sources
If internet articles are the exact duplicates of those in print version and do not have any
additional data attached, the same basic journal reference format can be used. But if you
have viewed itin electronic form, you should add in a bracket after the title of the article
[Electronic version] as seen in the example below.
Barab, S., & Squire, K. (2004). Design-based research: Putting a stake in the ground
[Electronic version]. The Journal of the Learning Sciences, 13(1), 1–14.
An article in internet-only journal
Thorn, A., McLeod, M., & Goldsmith, M.(2007). Peer coaching overview. Mentoring
and Peer Couching, 3, Article 0001A. Retrieved October 31, 2012, from
http://www.marshallgoldsmithlibrary.com/docs/articles/Peer-Coaching-Overview.pdf
Non-periodical documents on internet
Multipage document created by a private organization, no date
When an internet document comprises multiple pages (i.e different sections have different
URLs), provide a URL that links to the home. Use n.d (no date) when a publication date is not
available.

Eg. Greater New York Area Health Community 2014, Taskforce on Teen and Adolescent
Issues. (n.d.). Who has time for family meal? Retrieved October 5, 2014, from
http://www.familymealtime.org
Document available on university program or department Website
If a document is contained within a large and complex Website such as that of a university or
government agency, identify the host organization and the relevant program/department before
giving the URL for the document itself. Precede the URL with a colon.
Arba Minch University. (2015). School of Graduate Studies director and coordinators. Retrieved
March 8, 2015 from Arba Minch University, School of Graduate Studies Web
Site:http://www.amu.edu.et/index.php?option=com_content&view=category&id=24&It
emid=80
6.7.11.2Appendices
Appendices include the materials which are less important to be part of the main body but
relevant to provide justifications to the arguments in the main text. The appendix serves the
function of providing greater clarity and authenticity for the readers or consumers of the
thesis.The appendices usually include: tools of research, statistical tables, sometime raw-data
(when data were processed through computer), etc. Even the material of minor importance
e.g. mathematical derivations, model descriptions, forms, letters, reminders, charts, tables,
lengthy questions, report of cases, etc. could be included. Remember to
 give titles to the appendices with appropriate reference numbers (e.g. Appendix 1,
Appendix 2, etc.)
 link the appendices to the relevant part of the main text,
 place tools1
and related materials first andtables and figures next.
1
Tools refer to data collection instruments such as questionnaire, interview schedule, observation checklist,
etc.

AMU SGS 26
6.6. Technical Layouts of a Thesis
To maintain uniformity among all students‟ reports, the thesis has to comply with standard format.
Use the specifications provided under.
i. Paper specification
1) Illustrations (Figures, Tables and photographs)
 Illustrations should be of good quality (clear, explanatory, well labeled etc)
 Place illustrations within the text at appropriate places
2) Outer cover (Appendix4)
 University Logo, top centered, 3 diameters width
 Approved thesis title typed in the middle of the page
items guideline
Color Black and white
Size 21 cm x 29.7cm (A4)
Paper weight >80gm
Typing with Computer
Left margin 1.25 inch
Right margin 1 inch
Top margin 1 inch
Bottom margin 1 inch
Spacing (between lines) 1.5
Spacing (paragraph) 6pt before and after
Font size (text) 12
Font type Times New Roman
Font style Regular
Table Caption Above the table, Centered
Figure Caption Below the Figure, Centered
Breaking a word on 2 lines Not allowed
Correction with fluid Not allowed
Overwriting Not allowed
Printing quality Laser or better quality
Copying High quality photocopy
Binding before examination Spiral
Binding (final) Hard cover

 Name of the degree, e g. M.Sc./MA… Thesis
 Name and location of the University
3) Title page (Appendix5)
It is the first page under the top cover typed in all capital letters and center justified on each line with
the following information.
o Approved thesis title 5 cm below the top of the page
o Full name of the author typed 8 lines below the title
o The following contents typed 8 lines below the title:
A THESIS SUBMITTED TO THE
DEPARTMENT OF ……….,
INSTITUTE /COLLEGE OF………., SCHOOL OF GRADUATE STUDIES,
ARBA MINCH A UNIVERSITY
o Three lines below type:
IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE
DEGREE OFMASTER OF …… IN …….
 Month and year of final copy of thesis submission should be given at the bottom line
4) Approval Sheet
 Each thesis submitted for evaluation will have two certificates
 Approval Sheet from the Principal and/or co-advisor (Appendix14)
 Approval Sheet from the Board of Examiners (Appendix17 and 18)
5) Acknowledgement
 A short acknowledgement sheet should be next to the title sheet. It should acknowledge
contributions of all concerned including financial sponsors, if any. (These all should be
taken to their specification given earlier)

AMU SGS 28
7. SUBMISSION, OPEN DEFENSE AND FINAL APPROVAL
7.1Submission of thesis
i) A thesis that is recommended by the advisor(s) shall be submitted to the respective
departments in three copies to be distributed to the chairperson of board of examiners,
external examiner and internal examiner.
ii) Thesis should be submitted in accordance with the deadline set by the SGS.
7.2. Thesis Defence
7.2.1. General
i) The thesis evaluation will be done by the Board of Examiners including one senior
staff as a chairperson, one external examiner and one internal examiner.
ii) The external examiner should be identified and notified in time and obtain a copy of
the thesis of the candidate at least three weeks before the date set for the defense.
iii) The decision of external examiner shall play a major role in cases of dispute on
passing the thesis.
iv) Selection of an external examiner should be free from personal relationships (e.g.
friendship, relative, business deal, etc.) to the examinee.
v) For the purpose of using varied expertise, the same external examiner should not be
invited for more than two consecutive rounds of defense sessionsunless justified.
7.2.2. Purposeof external examiner
The purpose of having external examiners is to
o ensure thatthe degrees awarded at the University are comparable in standard
with those awarded by other universities,
o make the assessment fair and
o maintain the quality of the thesis work.
7.2.3. Selection and appointment of external examiners
i) The DGC selects and appoints the external examiners based onrelevance of their
specialization, academic achievements, publications, and experience and
recommends to the SGS.
ii) External examiners should be anonymous to the examinee and the advisor.
However,if the situation requires, the advisor may suggest potential examiners.
iii) In all cases the external examiner must have an academic rank of at least Assistant
Professor (or equivalent).

iv) In approving the nomination of an external examiner, the DGC shall ascertain the
following:
a) An external examiner in general must be external to the University.
b) Former staff members can be invited to become external examiners unless the
termination of service was due to discipline problem.
v) More than one external examiner may be needed per thesis where the study
covers a wide range of specializations.
vi) One external examiner should not be assigned for more than three theses at a time
unless justified.
vii)External examiners outside higher education institutions, for example from
industry, research institutions, etc. may be selected when necessary.
7.2.4. Selection and appointment of internal examiners
i) The DGC selects and appoints the internal examiners based onrelevance of their
ii) Internal examiners should be anonymous to the examinee.
iii) The internal examiner must have an academic rank of at least Assistant Professor
(or equivalent) unless justified by the DGC.
iv) More than one internal examiner may be needed per thesis where the study covers
a wide range of specializations.
v) One internal examiner should not be assigned for more than three theses at a time
unless justified.
vi) Internal examiners may be selected from other departments in the university when
there is shortage of staff in the home department.
7.2.5. Selection and appointment of the chairperson
i) The DGC selects and appoints the chairperson/s based on relevance of their
ii) Since the chairperson is involved in marking the thesis, he/she must have an
academic rank of at least Assistant Professor (or equivalent) unless justified by
the DGC.
iii) One chairperson should not be assigned for more than three theses at a time unless
justified.

AMU SGS 30
iv) The chairpersonmay be selected from other departments in the university when
there is shortage of staff in the home department.
v) Just like the other board members, the chairpersonshould read the thesis in
advance and comment on all aspects of the thesis.
7.2.6. Thesis defense procedures
The procedural guidelines to be followed in the administration of the thesis open defense
examination are as follows:
i) The thesis defense is open to all interested.
ii) The Board of Examiners shall take their designated seats to examine /evaluate the
candidate.
iii) The chairperson of the Board opens the defense session by introducing the
candidate, the other members of the Board and the advisors. Then he/she invites the
candidate to present and defend his/her work. He/she also has to take notes of the
comments and suggestions made and submit the minute of the defense process to the
department.
iv) The candidate presentsthe procedures and the main findings of his/her thesisfor a
maximum of 30 minutes.
v) The members of the Board of Examiners cross-examine the candidate for 60 minutes
on the subject of the thesis. The External Examiner shall take 30 minutes, the
Internal Examiner 20 minutes, and the Chairperson and Audience 10 minutes all
together.
vi) After the examination, the advisor shall be given a chance (by the Chairperson) to
make clarifications or give comments on relevant issues,
vii) The chairperson requests the audience includingthe advisor/s to leave the room to
allow the Board members to summarize the evaluation process using the criteria
annexed in Appendix 15.Evaluation points given by each member of board of
examiners are computed using the respective weight of
a) External Examiner, 50% (0.5),
b) Internal Examiner, 35% (0.35),
c) Chairperson 15% (0.15).
viii) A thesis that is defended and accepted (Pass) shall be rated as “Excellent”, “Very
Good”, “Good” or “Satisfactory”.

ix) The grading scales of each rank are as follows:
Rating X (mark ) out of 100 Letter Grade
Excellent X ≥ 85 A
Very Good 75 ≤ X < 85 B+
Good 60 ≤ X < 75 B
Satisfactory 50≤X<60 C+
Fail X <50
7.3. Decision
The decision of the Board of Examiners is based on the thesis writtenreport, presentation and
the candidate‟s ability to defend it. The decision can be made in any of the following
categories:
7.3.1.Categories of acceptance
The thesis well written, successfully presented and defended can be recommended for
acceptance as:
a) Accept as it is
The thesis may or may not require typographical and/or minor editorial corrections to be
made to the satisfaction of the advisor(s).
b) Accepted with minor modification
The thesis may require typographical and/or major editorial corrections to be made to the
satisfaction of the advisor(s).
c) Accepted with major modification
The thesis requires minor changes in substance and major editorial changes, which are to be
made to the satisfaction of members of the Board of Examiners or to a committee designated
by the Board. The examining board‟s report must include a brief outline of the changes
required and must indicate the time by which the changes are to be completed. The student
has to complete the suggested changes recommended by the board within the time specified
(i.e. submission before the specified time is not accepted) to the satisfaction of the external
examiner or the internal examiner as delegate of external examiner. It is the student‟s
responsibility to request and get his/her thesis evaluation completed.
i) Pending
If the board of examiners felt the data is dubious, the methodology adopted is not genuinely
followed, an act of plagiarism is suspected, etc.at the time of the thesis defense,the board
can pend the decision until itgetsproves. The chairperson takes the responsibility to collect
additional information required by the Board and call another meeting of the Board within

AMU SGS 32
one to two weeks. Candidates may not be required to appear during the second meeting of
the board.
ii) Rejected
A thesis may be rejected under the following conditions: If
1) the methodology followed is scientifically wrong.
2) there is complete mismatch between the research objectives and the findings
3) the work is plagiarized as judged by the examining boards; or
4) the work has been already used to confer a degree from this or another university.
The Board shall report the reasons for rejection and suggestpossible ways to complete
the study.
7.3.2. Appeal
i) A candidate has the right to appeal his/her complaints in writing to the SGS when
he/she is discontented with any decision made.
ii) A candidate who decides to appeal is required to pay 3000 birr to cover some of the
expenses for the reexamination of the thesis.
iii) The SGS will examine the candidate‟s appeal vis-à-vis the Board of Examiners‟
decision by establishing a committee of professionals and pass a final verdict.
7.4. Approval
i) A defended thesis gets final approval when the candidate incorporates the decisions
made by the board of examiners and submits it to the chairperson of the board.
ii) The chairperson should check if the advisor and the external examiner or his/her
delegate have signed approving that the modifications are made as per the decisions.
Moreover,the head of the department and the college/institute graduate program
coordinator should sign on the approval page (See appendices 5 and 6 for minorand
major corrections respectively).
iii) Then, the department accepts four copies (for department, SGS coordination office,
advisor and library) of the final thesis, both in electronic and hardcopy, from the
candidate.
iv) A candidate who fulfills all therequirements (see Senate legislation Article 135) shall
be recommended by the head of the department to the college/institute council for the
award of an appropriate degree by the university senate.

7.5. Clearance
After being awarded an appropriate degree and graduating from a graduate program, the
student should make him/herself clear from all properties he/she received from the
university. To prove that he/she is free of any property of the university, the student should
obtain signature of all concerned bodies. The following steps are passed through to clear
from SGS.
1. Collect clearance form(see Appendix 21)from SGS office
2. Get the form signedby concerned bodies
3. Get clearance letter from SGS
4. Get official letter/certificate of completion from the university registrar
Sometimes, students could be forced to withdraw from their study before they complete the
study for various reasons. In such cases, they are also required to clear from SGS. They use
the same form and procedure to withdrawofficially.

AMU SGS 34
APPENDICES
Appendix 1: Letter of Acceptance To A Graduate Program
Ref. No.______________________
Date: ________________________
To:______________________________________________(name of applicant)
Subject: Admission to School of Graduate Studies.
Dear applicant:
I am pleased to inform you that you have been admitted for a graduate program to our School
of Graduate Studies (SGS) in the discipline of
___________________________________________ at Master’s/PhD (underline one) level.
The registration date for the program is _____________________. The class starts soon
after registration.
The accommodation facility is available on the main campus on payment basis. However, as
the facility capacity is limited, it is provided on “first come first served” principle. If the
available space is filled, you are expected to reside outside of the campus. For this, you are
responsible to make pre arrangement.
Please do not forget to report to SGS on the registration date and to bring all necessary
documents with you. Also, take a contract agreement form from your respective college
graduate program coordination office and sign an agreement regarding your payment if you
are self-sponsored; or take the form to your sponsor to sign it for you if you have a sponsor.
Kind regards,
CC:
• School of Graduate Studies
AMU

Appendix 2: Contract Agreement betweenAMUandOrganization Sponsored PG
Student
Contract Agreement between Arba Minch University (AMU) and---------------------------------
-----------------------------------------------------------------------------
For MSc/MA Degree Education (for organization sponsored )
1. Participants & program
Arba Minch University (service provider) enters an agreement with
_____________________________________ (hereafter called client) to provide educational
serviceto upgrade the technical/professional knowledge and practical skills of ______ student (s).
The name(s) of the participant(s) and the program(s) to be studied respectively include:
1. ___________________________in_____________________________________
2. ___________________________in ___________________________________
3. ___________________________ in ___________________________________
4. ___________________________ in ___________________________________
5. ___________________________ in ___________________________________
2. Scope of the Service
The services to be provided by the university incorporate teaching and research supervision of
the student during the contract period.
3. Documents
Upon the successful completion of the program, the university will issue an official diploma of
completion that provides evidence of the students‟ upgrading to MSc level in their field of
specialization.
4. The Schedule (contract period)
The program is to be completed within ______________________________ duration. The
course shall be given in _______________ regular/summer/weekend/evening semesters
followed by one (two) semester research undertaking which will be defended during the last
regular/summer/weekend/evening semester (s).
The student (s) start (s) class ________________________________________
5. Payments
The organization/client hereby agrees to pay:
5.1. Registration and application fee: _______________________
5.2. Tuition fee including field work: _________________________________________
5.3. Thesis supervision fee: __________________________________
5.4. Research conduction and thesis production costs _____________________________
5.5. Accommodation fee: ______________________________________
5.6. Food service fee: __________________________________________
5.7. Total payment for contract period ____________________________________________
6. ______________________________________________________ (the client) agrees to pay
the total amount once before the end of the first semester the student(s) start the study. It also
agrees to pay contingency of 10% to be paid under justifiable reason for price escalation with
prior knowledge of the client.
7. The university hereby agrees to refund the remaining sum if the student(s) fail(s) to continue
their study due to academic deficiency, illness, death and other problems beyond his/her control.
However, if the student discontinues his/her study for any reason after he/she has registered for
and started classes of a particular semester, no refund will be made for that particular semester.
1. Service provider 2. Client
AMU, School of Graduate Studies ________________________________
Director____________________ Authority name ____________________
Signature __________________ Signature ___________________
Date ______________________ Date _______________________

AMU SGS 36
Appendix 3: Contract Agreement between AMUandSelf-Sponsored PG Student
Contract Agreement between Arba Minch University (AMU) and--------------------
----------------------------------------------------------------------------------- forMSc/MA
Degree Education (for self-sponsored)
1. Participant & program
Arba Minch University (service provider) enters an agreement with
_____________________________________ (hereafter called client) to provide
educational serviceto upgrade the technical/professional knowledge and practical skills of
the client. The client will specialize in the program of _______________________________
2. Scope of the service
The services to be provided by the university incorporate teaching and research supervision
of the client during the contract period.
3. Documents
Upon the successful completion of the program, the university will issue an official diploma
of completion that provides evidence of the client‟s upgrading to MSc level in his/her field of
specialization.
4. The Schedule (contract period)
The program is to be completed within ______________________________ duration. The
course shall be given in _______________ regular/summer/weekend/evening semesters
followed by one (two) semester (s) research undertaking which will be defended during the
last regular/summer/weekend/evening semester (s). The client starts class
______________________________________
5. Payments
The client hereby agrees to pay:
5.1. Registration and application fee: _______________________
5.2. Tuition fee including field work: _________________________________________
5.3. Thesis supervision fee: __________________________________
5.4. Research conduction and thesis production costs _____________________________
5.5. Accommodation fee: ______________________________________
5.6. Food service fee: __________________________________________
5.7. Total payment for contract period ____________________________________
6. _______________________________________________________ (the client) agrees to
pay the total amount in four installments (at the start of each semester/summer). He/she also
agrees to pay contingency of 10% to be paid under justifiable reason for price escalation with
his/her prior knowledge.
7. The university hereby agrees to refund the remaining sum if the client fails to continue
his/her study due to academic deficiency, illness, death and other problems beyond his/her
control. However, if the client discontinues his/her study for any reason after he/she has
registered for and started classes of a particular semester, no refund will be made for that
particular semester.
1. Service provider 2. Client
AMU, School of Graduate Studies ________________________________
Director____________________ Authority name ____________________
Signature __________________ Signature ___________________
Date ______________________ Date _______________________
Appendix 4: Sample Cover Page (Outer Cover)

EFFECTS OF HOUSE HOLDS SOLID WASTE DISPOSAL ON AQUATIC LIFE OF CHAMO
LAKE
MSc THESIS (OR PROPOSAL)
BY
GUTA HAILU TOMAS
OCTOBER, 2011
ARBA MINCH, ETHIOPIA

AMU SGS 38
Appendix 5: Sample Title Page (Inner Cover for Thesis)
EFFECTS OF HOUSE HOLD SOLID WASTE DISPOSAL ON AQUATIC LIFE OF CHAMO
LAKE
BY
GUTA HAILU TOMAS
A THESIS SUBMITTED TO THEDEPARTMENT OF WATER SUPPLIES, INSTITUTE OF
TECHNOLOGY, SCHOOL OF GRADUATE STUDIES, ARBA MINCH UNIVERSITYIN
PARTIAL FULFILLMENT OF THEREQUIREMENTS FOR THEDEGREE OFMASTER OF
SCIENCE IN WATER SUPLIES
OCTOBER, 2011
ARBA MINCH

Appendix 6: Work Plan
No. Activity Duration Remark
1
2
3
4
5
6

AMU SGS 40
Appendix 7: Budget Plan
Required Items Total Cost in Birr
1. Per diem
2. Transportation
3. Supplies (materials) including stationery
4. Services
5. Others
Total

Appendix 8: Advisors’ Proposal Approval Sheet
ADVISORS’ PROPOSAL APPROVAL SHEET
This is to certify that the thesis proposal entitled “
” has been developed by _______________ Id. No
__________, under my/our supervision. Therefore I/we recommend that the student‟s proposal can be
presented for review and open oral presentation.
Name of Principal advisor Signature Date
Name of co-advisor Signature Date
Remark: This has to be signed in three copies and be attached with the proposal.

AMU SGS 42
Appendix 9: Approval Sheet of Reviewed Proposal
APPROVAL SHEET OF REVIEWED PROPOSAL
Name of the candidate: ___________________________________________________
College/institute__________________________ Department/School: _______________________
Thesis Title:_____________________________________________________________________
Date of Review _______________________
1. Comment on proposal and open presentation
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
________________
2. Suggestions made by the reviewer/s
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
________________
3. Modification(s) to be made
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
____________________
4. Final decision by the Reviewer/s
___________________________________________________________________________
___________________________________________________________________________
__________________________________________________________________
Name of the Reviewer/s Signature Date
________________________ ________________ __________________
Department Head‟s Name Signature and Stamp Date
_________________________ __________________ ____________________

Appendix 10: Research Grant Withdrawal Form
ARBAMINICH UNIVRESITY
RESEARCH GRANT WITHDRAWAL FORM
1. Title of the project: __________________________________________________
2. Total project grant:___________________________________________________
3. Source _____________________________________________________________
4. Phase of the research: ________________________________________________
5. Amount of money permitted for this phase: ______________________________
6. Balance of account for this phase: ______________________________________
7. Reason/s of withdrawal:_______________________________________________
7.1. Per diem for research & driver (specify per name)
1.
2.
Sub total =
7.2.Purchase of stationary material/books (specify)
Sub total
7.3. Purchase of research material/equipment
Sub total =
7.4. Travel expenses
Sub total =
7.5. Others (specify)
Total amount requested to withdraw birr _________________ (in figure)
(__________________________________________ ____________________) (in words)
Requested by _________________ Sign ______________________ Date __________________
Checked up:
Approved by thesis advisor ____________________Sign____________Date_________________
Approved by Department Head _________________ Sign____________Date_________________
Approved by SGS Coordinator _______________ Sign ___________ Date________________
Approved by SGS Director _____________________Sign __________Date ________________
Approved by Finance Head _____________________ Sign___________Date_________________
N NO Item Unit Qty Estimated Cost
1
2
3
1
2
3
1
2
3
1
2
3

AMU SGS 44
Appendix 11: Pity Cash Settlement Application Form
Date -----------------
Ref. No -------------
ArbaMinchUniversity
Pity Cash Settlement Application Form
For Research Activities
Name:
Research Title: ___
_______________________
Project code:
Total Grant Awarded: Balance: Budget Source Budget line
Advance Received:
I, the undersigned have purchased/spent the following (see table below) for project related activities
from the advance I have received/ from my own pocket and request the settlement/ reimbursement of
the expenses according to the credentials attached to this application form.
No Item of the expense Unit
(NO.)
Unit
cost
Total
Cost.
Item of the expense Unit
No.
Unit
cost
Total
cost
1
2
3
4
5
6
7
8
9
10
Total
Total expense in words:
Applicant: _____Sing. ___ Date__________________
Thesis advisor: _________________________ Sig. _______________Date _________________
Department Head: Sing. _____ Date_________________
SGS Coordinator: _Sing. Date ________
SGS Director: _______ Sing. Date _________

Appendix 12: Per Diem Settlement Application Form for Research/Project
Activities
Date:----------------------------------------
Ref. No. ------------------------------------
To : Finance department
Arba Minch University
Per Diem Settlement Application form For Research/Project Activities
Name: ------------------------------------------------------------------------------------------------------------------
Research Title: -------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------
Project code:---------- Total Grant awarded:--------------Balance:----------------Budget Source------------
Budget line-----------------------
Traveled to: -----------------------------------------------------------------------------------------------------------
Mission of the Plan:--------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------
Duration : from ----------------------------------------- to ----------------------------------------------------------
* Please attach the receipts for transportation cost:
I have accomplished the mission as per the plan and submitted the report in writing (see attached)
(please underline as appropriate) and request the settlement of my expenses.
Applicant: Name: ------------------------------------ Sign ---------------------- Date--------------------
Thesis advisor:Name: ---------------------------------Sign.-------------------- Date ---------------------
Department head: Name: ------------------------------ Sign.-------------------- Date --------------------
SGS Coordinator: Name:---------------------------------Sign--------------------- Date -------------------
SGS Director: Name: ------------------------------------Sign--------------------- Date --------------------
Accounting (for Finance department use only)
Departure Date: Breakfast --------lunch--------Super--------Bed---------- total payable-----------
Duty dates: Per-diem rate: ---------total date/s----------Total payable ------------------
Date or return: Breakfast ------l--unch-------Super--------Bed---------- total payable-----------
Advance payment received by the applicant:-----------------------------------------------------
Payment due to the applicant:------------------------------------------------------------------------
Balance due from Applicant:-------------------------------------------------------------------------
Prepared by: -------------------Checked by --------------------Authorized by :--------------------------
No Departure
Place
Date Time Arrived at
(Place)
Date Time Transport
cost
Remark
1
2
3
4
5

AMU SGS 46
Appendix 13: Declaration
Declaration
I hereby declare that this MSc/MA/MPH/MBA/ MD+ Specialty or equivalent thesis/PhD dissertation
is my original work and has not been presented for a degree in any other university, and all sources of
material used for this thesis / dissertation have been duly acknowledged.
Name: _______________________________________________
Signature: ________________________________________
Date: __________________________________________

Appendix 14: Advisors’ Thesis Submission Approval Sheet
ADVISORS’ THESIS SUBMISSION APPROVAL SHEET
(Submission Sheet-1)
This is to certify that the thesis entitled“
” submitted in partial fulfillment of the requirements for the degree of
Master’s with specialization in ________________, the Graduate Program of the
Department/School of _______________________, and has been carried out by _______________
Id. No __________, under my/our supervision. Therefore I/we recommend that the student has
fulfilled the requirements and hence hereby can submit the thesis to the department for defense.
Name of Principal advisor Signature Date
Name of co-advisor Signature Date
Appendix 15:Thesis Evaluation Criteria
Thesis Components Points
(a) Abstract ………………………………. _____ (5%)
(b) Materials and Methods ………………. _____ (15%)
(c) Literature Review ……………………. _____ (10%)
(d) Result and Discussion ……………….. (40%)
(e) Summary and Conclusion ………….… (10%)
Oral Examination
(a) Manner of presentation ………………. (5%)
(b) Confidence in the subject matter …….. (5%)
(c) Ability of answering questions ………. (10%)
Total ______ (100%)

AMU SGS 48
Appendix 16: Summary Reports on Master’s Defence and Delegate’s Approval
SUMMERY REPORTS ON MASTER’S DEFENSE EXAMINATION
PERFORMANCE CERTIFICATE FOR MASTER’S DEGREE
Name of the candidate:_______________________________________________
College/institute______________________________Department/School:____________________
_
Thesis Title:__________________________________________
Date of Defense: _________________________________________________
1. Comment on thesis preparation and defense
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2. Suggestions made by Board of Examiners
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3. Modification(s) to be made
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
4. Final decision by the Board of Examiners
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
5. Evaluation result (Excellent, Very Good, Good, Satisfactory, Fail)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Name of the Chairperson of Board of Examiners _________________________________________
Signature__________________ Date________________

Appendix 17: Examiners’ Thesis Approval Page
Approved by: We the examiners‟ board approve that this thesis has passed through the defense and
review process
Chairperson Signature Date
External Examiner Signature Date
Internal Examiner Signature Date
Principal advisor Signature Date
Signature and Stamp of the Department
Remark: One soft copy of final thesis, with 3 hard copies of final thesis

AMU SGS 50
Appendix 18:Examining Board’s Delegate Approval of Final Thesis
To: Department Graduate Committee (DGC)
From: __________________________________________________________(external examiner),
major advisor and members of the Board of Examiners of the master‟s research open defense.
Student _________ had an open defense examination of master‟s thesis research
entitled “
_________________________________
The examining board had finally accepted the thesis with minor editorial corrections and had
delegated the internal examiner, ________________________________, to see that the student has
incorporated all the recommendation. Accordingly, I have checked that student
____________________ has taken care of all the suggestions of editorial correction indicated by the
members of examining board to the best satisfaction. This is, therefore, to testify student
____________________ has met the requirements and that she/he is recommended for graduation.
Sincerely,
CC:
SGS
Name of Student _____________
Arba Minch University

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