Faculty of Education
Guidebook
for Prospective
PhD Students
Version 2015
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Applying for doctoral studies with the Faculty of Education, University of Malta:
Guidelines for Applicants
1. Doctoral degrees at the University of Malta are subject to a set of regulations stipulated
in the Education Act (Cap.327 - 2008) and in a number of Legal Notices. Details are
available at: http://www.um.edu.mt/registrar/regulations/general/phd
2. In addition, Bye-Laws regulating the award of a PhD in the Faculty of Education of the
University of Malta are available at:
http://www.um.edu.mt/registrar/regulations/faculties/educ/phd-bl-2010-education
3. These regulations and bye-laws constitute the contractual framework which binds
students and the University alike, and it is important for all prospective applicants to be
familiar with the expectations and responsibilities involved.
4. The notes in the following pages highlight some of the steps that students need to be
familiar with. They do not replace the University and Faculty regulations and bye-laws,
the formal guidelines by which students must abide given that they are legally binding.
These Guidelines will help students, however, to understand those regulations better,
and to have a clearer insight about the different steps that they need to follow.
Steps to follow
Pre-Application Phase: Letter of Intent
This phase precedes the writing of the PhD proposal. It consists of the writing of a Letter of Intent
aimed at communicating, in a preliminary way, your intentions regarding the area of study and
the main research question/s, as well as the theoretical orientation/s and research methods most
likely to be employed in the study. You may also suggest the names of potential supervisors (one
based at the University of Malta, the other at a foreign university), keeping in mind, however,
that the final appointment of thesis supervisors is made by the Faculty, with the approval of
Senate. The Letter of Intent should be between 800 to 1000 words in length, and should be
accompanied by a detailed curriculum vitae, which should include classification of degree/s
obtained, titles of theses completed, and names of research supervisors.
It is recommended that you read widely before deciding on a topic. While the Letter of Intent is
not a proposal, it should nevertheless be given due importance as the Doctoral Committee will
need to form an opinion about your potential as a PhD candidate, besides the potential of the
research you wish to undertake. It should therefore include:
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A rationale for the study: Give a short explanation as to why you are interested in this
particular area of study.
The research question/s: The focus of your research should be expressed as one or more
questions to be explored.
A brief literature review: Indicate familiarity with the key debates shaping your field of
interest, and how the intended research, whether empirical or otherwise, plans to build
on those debates and push the boundaries of knowledge and understanding further. An
annex listing a selection of around 10 central texts read in preparing the Letter of Intent
and shaping your main theoretical framework should also be included.
The research methods: Provide some details of the research methods (empirical or
otherwise) that you are planning to use in your study, showing that you have also thought
through the ethical issues that are likely to arise.
Suggest the names of supervisors you would like to work with, and reasons for your
proposals.
Additional guidance should be sought from your contact person of choice in the Faculty, who
could eventually become one of your thesis supervisors. Members of the Doctoral Committee
are also available to provide any further information you may require.1
The Letter of Intent is to be sent directly to the Chair, Faculty Doctoral Committee, c/o Faculty of
Education, University of Malta, Rm.323A, Msida MSD 2080, Malta.
The Faculty Doctoral Committee’s response will be based on its reading of the study’s research
potential, importance and relevance, and on the availability of supervisors with the necessary
background to supervise the proposed study. In all cases, the Doctoral Committee will give
feedback which will guide the candidate in completing the next step in the registration process,
and which could also include further suggestions regarding the name/s of potential supervisor/s.
Where necessary, the Committee might deem the Letter of Intent as not being adequate in order
to proceed to the formal application for enrolment into the PhD, or might require candidates to
revisit their Letter of Intent before moving on to writing a formal Research Proposal. A reply from
the Faculty Doctoral Committee regarding your Letter of Intent would normally take around six
to eight weeks.
Application Phase 1: Formal Application and Research Proposal
A positive response to the Letter of Intent from the Faculty Doctoral Committee constitutes the
green light for you, as author of the Letter of Intent, to move on to the second phase—formal
application and the writing of the Research Proposal, taking into account the feedback given to
the Letter of Intent. Every effort should be made to submit the proposal within a reasonable time
after receiving the feedback.
1
The members of the Faculty of Education Doctoral Committee for the current academic year are Professor Antoinette
Camilleri Grima (Chairperson), Professor Ronald G. Sultana, Professor Carmel Borg, Dr Michael Buhagiar, Professor Peter Mayo,
and Professor Deborah Chetcuti.
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The Doctoral Committee can only review a proposal when it is accompanied by a formal
University application. Forms may be obtained from the Admissions and Records Office, Room
111, Administration Building, University of Malta. The relevant information and forms are also
available at http://www.um.edu.mt/registrar/students
The length of the proposal should be around 3,000 words.
The Doctoral Committee will then advise you on the quality and feasibility of your proposal. In
order to facilitate this critical step in the process, it is recommended that your Research Proposal
covers the following headings:
Title: This should be as brief as possible. It should clearly indicate the main focus of your research.
Rationale: In this section you are expected to build a case for your study. You should state why
the proposed research is of interest and why it is important.
Research Questions and/or Hypotheses: In this section, your research focus should be expressed
as a question/set of questions or hypothesis/es.
Theoretical Framework/Literature Review: What disciplines or other sources of knowledge will
you draw upon to build your conceptualization for the proposed research? What are the
fundamental theoretical perspectives upon which the study is based? What are the major
concepts informing your study, and how are they connected? What is the key literature?
Research Design: This section should provide a clear indication of the methodology to be used,
including (where relevant) information regarding participants and settings of the study. You
should describe and justify each of the following aspects:
- Design: What general label would you use to describe your research (e.g.,
ethnographic, experimental, historical, survey, library-based research) and how
will you construct the specific design for the study? What is the key
methodological literature?
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Sample: From what sources will you gather data and/or information?
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Data Collection: How will you seek to collect valid, reliable, authentic and
trustworthy information? In what contexts? Using what kinds of data and/or
information collection procedures?
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Data Analysis: How will you organize data and/or information for purposes of
analysis? What procedures will you use to analyse your data and/or information
in order to address your research question/s or hypothesis/es?
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Report Format: How will you present your findings? While discursive and
narrative styles tend to be the most commonly used formats, other presentational
styles can be envisaged.
Ethics: The Faculty expects high ethical standards in the process of conducting research. This
section is meant to reassure the Doctoral Committee that you are aware of the ethical issues
underpinning your proposed study. You are therefore expected to be thoroughly familiar with
UREC (University Research Ethics Committee) guidelines in the process of writing this section (see
http://www.um.edu.mt/__data/assets/pdf_file/0020/29045/ethicsguidelines__UREC.pdf).
These guidelines also indicate clearly when and how you should apply for ethical clearance (first
from the Faculty Research Ethics Committee—FREC, which helps you prepare your application
for endorsement by UREC). It is important to note that such clearance must be obtained before
you start gathering data. UREC dismisses applications from candidates who have already begun
their empirical research.
Timeframe: Here you will provide an outline of how you intend to manage the different aspects
of your research, clearly indicating the time allocated to the different phases, such as preparation
and desk research, data collection and analysis, and writing.
References: The main references are to be included in a select bibliography, using an appropriate
and consistent referencing style.
The proposal should be written in clear and correct English. The latter is the official language of
instruction at the University of Malta, and theses are expected to be submitted in English, except
in those areas of study involving a language, in which case the proposal and thesis may be written
in that language. Languages other than English can be used in other exceptional circumstances
(e.g., when candidate, supervisors and eventually examiners are all proficient in the same
language). In such cases, however, a scholarly justification for the request to use that language
needs to be formally submitted to the Doctoral Committee.
The proposal is to be signed by you as PhD candidate, and countersigned by the proposed
supervisors.
All doctoral students registered with the Faculty of Education are allocated a minimum of two
supervisors, one of whom is usually from the University of Malta, the other from an international
university of repute. Additional supervisors and/or advisers might be appointed depending on
the nature of the proposed research and supervisory expertise required. Advisers are usually
individuals with very specific academic and/or professional knowledge whose insights might be
required at various stages of the research, but who are not expected to maintain constant close
supervisory contact with you.
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Application Phase 2: Review of Research Proposal
Your proposal will be reviewed by the Faculty Doctoral Committee. The Chair will eventually
write back to you (normally within eight weeks) providing you with comments that you are
expected to discuss with the academics you plan to have as your supervisors. The feedback letter
will also include a list of questions that the Committee members expect you to address. A
meeting with Doctoral Committee members will be scheduled for the purpose.
At this meeting, you will be asked to make a short presentation, lasting about 10-15 minutes,
outlining the main points of your proposal. This will be followed by an open discussion focusing
on the questions raised in the feedback letter referred to earlier. You have the option of inviting
the proposed local supervisor to the meeting if you wish.
If, following this meeting, the proposal is deemed suitable, the Faculty Doctoral Committee will
recommend to the Faculty Board of Education that the application be accepted. If the Faculty
Board also gives its approval, the application is submitted to Senate for approval, through the
University’s PhD committee.
The result of the evaluation process will be communicated by the Registrar’s Office of the
University, following approval by Senate. You are initially registered as an MPhil student. Your
application may be upgraded to PhD status – only after at least 12 months of full-time study and
not later than 24 months of full-time study and the equivalent in part-time study – if you have
provided evidence that you have made sufficient progress in your work and reached the required
level.
Research Phase 1: Letter of Acceptance and Ethical Clearance
The research phase commences once you receive a formal letter from the University of Malta
indicating that your proposal has been accepted.
The Letter of Acceptance includes the approved title of the thesis, the approved principal
supervisor and co-supervisor, and the time-frame in which the thesis has to be conducted.
Where applicable, you should obtain ethical clearance from FREC (Faculty Research Ethics
Committee) and the UREC (University Research Ethics Committee) before engaging in empirical
research. Familiarity with UREC guidelines is indispensable at this stage. For further details follow
the link: www.um.edu.mt/urec
Research Phase 2: Research Progress – Transfer from MPhil to PhD status
Supervisors are required to send an annual, progress report to the Doctoral Committee, normally
in June of each year. The progress report has to be endorsed and signed by the supervisors
formally appointed by Senate to guide you in your work.
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On the basis of progress achieved, you may be allowed to transfer from the MPhil degree to the
PhD degree, after 12 months and not later than 24 months of full-time study or the equivalent in parttime study have elapsed, and on condition that the work you have submitted is approved by an ad
hoc board appointed by the Faculty Board for the purpose. You are normally expected to submit
two chapters from your work in progress. You are asked to submit your work to the Faculty
Doctoral Committee together with a letter formally requesting the transfer from MPhil to PhD
addressed to the Chair of the Doctoral Committee. The Doctoral Committee will forward your
work and your request to Faculty Board who will appoint the ad hoc board to examine your work.
Examples of such work include: (a) a critical literature review of the field you are investigating;
(b) a critical discussion of the research methodology being used; and (c) a critical engagement
with the main argument of the thesis, showing your ability to handle theoretical analysis in a
sophisticated manner. You may also wish to provide information on any preliminary results of
your work, if these are available.
The ad hoc board will write a detailed report regarding the work submitted, outlining its views
about the strengths and weaknesses present. A meeting will sometimes be set where you will
have the opportunity to respond to these comments. The ad hoc board will recommend to the
Faculty Board whether you should be allowed to upgrade your registration to PhD status,
whether you should revise your work before you proceed to the next step, or whether you should
retain your status as MPhil student and submit your work to be examined for the award of an
MPhil degree. This will normally take about eight weeks from the date of appointment of the ad
hoc board by Faculty Board.
All doctoral candidates are obliged to maintain a log-book. This document, hereto attached as
Appendix I, provides a step-by-step account of your progress through the doctoral journey. It is
in your interest to keep the log-book up-to-date, and the Doctoral Committee might request to
examine it from time to time until you submit your thesis.
Advanced Research Studies
PhD candidates registered with the Faculty of Education are required to attend a number of
research seminars and workshops, usually in advanced research methods and in advanced
educational theory. A workshop on academic writing may also be offered.
Students are usually also required to participate in and contribute to the Faculty Doctoral
Students’ Forum, where work in progress is presented to colleagues and Faculty staff. Activities
in this forum will normally include presentations by doctoral students as well as seminars and
workshops led by Faculty staff and their local/foreign colleagues.
Lack of attendance and participation in these seminars and forums generally signals difficulties
in meeting the requirements and standards of work and behaviour expected of those following
the Faculty’s doctoral programme.
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Submission and Examination of Thesis
Students are to consult the University’s PhD Regulations issued in 2008
(http://www.um.edu.mt/registrar/regulations/general/phd) and the Faculty of Education’s ByeLaws
(http://www.um.edu.mt/registrar/regulations/faculties/educ/phd-bl-2010-education)
regarding the final stages of their doctoral study, including submission and examination
protocols.
The thesis should not exceed 100,000 words, excluding bibliography, appendices and abstract. In
addition, the following guidelines should be adhered to:
Submission of the thesis:
(a) Paper size: International Standard Size A4 (29.7x 21cm). Print on both sides of the page.
(b) Typing: Font should be New Times Roman. Spacing for the main text should be 1.5. Single
spacing for footnotes. Single spacing may also be used for long quotations in the main text.
Left-hand margin of 3.5 cm. Top and right-hand margins of 1.5 cm. A top margin of 5 cm to
be left on the first page of every division, i.e., chapters, bibliography, etc. Footnote(s) should
appear at the bottom of the relevant page or after every chapter.
(c) Format: The main text, including the introduction (if any), the bibliography and any
appendices of the thesis shall have Arabic numerals; the title page, dedication (if any),
preface, acknowledgements, table of contents, etc. preceding the main text, shall have
Roman numerals.
(d) Referencing should follow a standard academically-recognised style, such as APA.
(e) Layout of title page: title of thesis and subtitle (if any), followed by the name of the
student, the subject, and the date of submission. For example, ‘A thesis presented in the
Faculty of Education at the University of Malta for the degree of PhD’, followed by month
and year of submission.
(f) The following signed declaration should also feature on a separate page: ‘I, the
undersigned, declare that this thesis is my original work, and has not been presented in
fulfilment of other course requirements at the University of Malta or any other university.’
(g) Binding: Four unbound copies of the thesis shall be submitted. After a successful defence,
two copies of the thesis as approved by the Board of Examiners, shall be sewn and bound as
follows: in black cloth, with lettering in gold on the front and spine showing: the name of the
student; the title of the thesis; the degree for which the thesis is submitted; and the year of
submission.
(h) One bound copy of the thesis shall be deposited in the University Library and one in the
library of the Faculty.
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(i) A digital copy of the thesis must also be submitted. All copies must be submitted prior to
graduation.
When submitting a final draft of the thesis, you as student are required to submit a signed and
dated copy of a declaration that can be found at:
https://secure.um.edu.mt/__data/assets/pdf_file/0010/121105/Submission_dissertation_or_thesis.pdf
This declaration needs to be countersigned by the principal supervisor signifying awareness
that the thesis is being submitted. This does not imply, however, that the supervisor is
necessarily in agreement with the contents of the thesis, or is responsible for the quality of the
work submitted.
You are also to upload the thesis on VLE/Turnitin to check for plagiarism prior to submitting
your work. Instructions are available at:
http://www.um.edu.mt/registrar/student-conduct/turnitin
Supervision
Thesis supervision: You will be supervised by a principal supervisor (usually from the University
of Malta) and a co-supervisor (usually from a foreign university). Typically, you should expect to
have individual face-to-face or virtual meetings with your supervisors for one hour not less than
two to three times each semester, but the frequency may vary according to the time of year and
according to the stage of your research programme. If, due to circumstances beyond your
control, it proves difficult to maintain regular contact with your supervisors, then the Chairperson
of the Faculty Doctoral Committee should be informed.
The role of the supervisors is outlined in a document available at:
https://secure.um.edu.mt/__data/assets/pdf_file/0018/104274/Procedures_for_Supervision_of_Maste
rs_Dis.pdf
It furthermore consists in:
- Establishing a timetable of regular meetings for detailed discussion of the
student’s progress (the frequency of meetings will depend on the research
progress, but typically students are expected to meet with their supervisors two
or three times per semester).
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In case the student does not keep regular contact with the supervisors, the latter
should submit a progress report to the Faculty Doctoral Committee to signal that
there might be a problem.
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Agreeing to a research plan and programme of work, and establishing clear
academic expectations and milestones.
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Setting a timetable for the submission of written work, and agreeing to providing
critical comments on work submitted within a reasonable time.
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Assessing formally the student’s subject-specific and personal and professional
skills training needs on a regular basis and ensuring that these needs are met.
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Ensuring students are aware of the formal requirements in relation to the final
submission, and helping students to incorporate these into their plan of work.
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Submitting a Progress Report to the Faculty Doctoral Committee on a regular basis
throughout the whole term of studies, at least once every year in June. The report
is usually between 1 to 2 pages in length, and includes an introduction providing
an overall assessment of the student, details of the work achieved thus far,
including, where relevant, a brief outline of each chapter drafted, and the work
plan for the next phase. The student’s thesis logbook should also be submitted
together with the Progress Report, which should be endorsed by all the academics
involved in the supervision process.
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The supervisory role of both the principal and co-supervisor shall cease when the
thesis is submitted for examination. The role may be re-assumed, on the advice of
the Board of Examiners, in order to provide guidance to students whose thesis is
referred back for significant correction pending final acceptance.
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Supervisors and co-supervisors are not responsible for proof-reading thesis.
Neither is it their responsibility to ensure that the thesis does not contain
plagiarised parts.
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If plagiarism is detected by supervisors in drafts or in the final version of a thesis
prior to the formal submission for examination, the principal supervisor shall use
discretion as to whether to reprimand the student and demand corrective action
or report the matter to the Faculty Doctoral Committee or the University’s
Assessment Disciplinary Board, depending on the gravity of the offence.
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Principal supervisors shall signify in writing, on the appropriate form, that they are
aware that the student is submitting his/her thesis for examination by the Board
of Examiners.
Your role as a doctoral student includes:
- Maintaining regular contact with your supervisors, and responding to them in
good time.
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Meeting your supervisor/s regularly, keeping a written record of your discussions
in the thesis log-book, and giving due weight to any guidance or corrective action
proposed.
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Drawing up a research plan and timetable of work in consultation with your
supervisors, and keeping relevant records of all aspects of your work.
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Co-operating with your supervisors to make a detailed joint report on your
progress at the end of each academic year.
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Taking responsibility for your research programme, including the development of
subject-specific, research, and personal and professional skills.
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Taking responsibility for: (i) the preparation and content of your thesis, giving due
regard to any advice from your supervisors; and (ii) its timely submission in
accordance with the timetable set.
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Being aware of the University’s guidance on plagiarism and of any ethical, legal or
intellectual property issues arising from the research carried out.
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Pursuing opportunities to engage with the wider academic community at
University, and at national and international levels.
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Appendix I
Faculty of Education
Supervision Logbook
for PhD candidates
Version 2014
Candidate’s Name:
..............................................................
Contact Telephone No:
……...................................................
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Email:
....................................................................................
The Thesis Log Book
1. Purpose: The purpose of the Log Book is to:
- keep a record of the student’s meetings with his or her supervisors, whether faceto-face or otherwise;
- clearly identify the outcomes of each meeting and the actions that are required
on the part of the student;
- support the self-evaluative and reflective process that is necessary throughout the
research and writing process;
- provide evidence of that process to the Boards of Studies and of Examiners.
2. Student’s responsibility: It is the responsibility of the student to keep this log book up to
date. The student is expected to comply with the supervisors’ suggestions and
recommendations as noted by the student in the Log Book and approved by the
supervisors. With the supervisors’ permission, the template proposed below can be
modified in order to render it more fit for purpose.
3. The Log Book has to be submitted together with the thesis. The Faculty of Education
reserves the right not to accept the thesis for examination if the Log Book is not properly
documented. Email or other records of correspondence between superivsor/s and
student can also be attached to the log book.
Key Information:
Thesis Title: ………………………..………………………………………………………………………………………………………
Thesis supervisors appointed by Faculty of Education Board of Studies (name/s):
…………………………………………………………………… and ……………………………………………………………………
Thesis Proposal submitted on (date): …………………………….………………………………………………………….
Thesis Proposal approved by the Faculty of Education on (date): ………………………………………………
Where applicable:
Amendments to Thesis title: ………………………………………….………………………………………………………….
Amendments to title appoved by Faculty of Education on: ………………………….……………………………
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Meeting No.__
1. Date of meeting: …………………………………………………………………………………………………………………
2. Themes/Topics/Issues discussed: …………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………….
3. Suggestions/Recommendations/Agreed Actions:
Time frame:
Students’ signature:………………………………….. Supervisor/s signature/s:………………………………………
……………………………………….
Supervisor/s’ comments, if any:…………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………….
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