General Regulation for Preparing Graduate Dissertations in PC with an annual Module Correspondence

The regulation specifies the regulatory framework concerning the Graduate Dissertations (GD) of Postgraduate Courses at the Hellenic Open University, with an annual module correspondence, as follows:

1.  The General Regulation is applied unchanged by the Postgraduate Specialisation Courses (PSC) of the HOU with an annual module correspondence.

2.  Any changes or improvements to the General Regulation of GD will be applied one Academic Year after they have been approved by the Senate, in order for the candidate postgraduate students to be informed promptly.

3.  Aim and expected outcomes of successful completion. The elaboration of a GD provides the opportunity to compose and use the knowledge acquired in specific applications.

4.  GD Topics. The general subject categories of GDs are determined by the Postgraduate Course Director in consultation with the Module Coordinators and are posted on the HOU’s website by 28/2.

5.  Format and length of dissertation. The dissertation – theoretical, applied, or experimental - may be presented as a written report including the necessary figures, diagrams, photographs and images. This report should include a brief description of the dissertation subject, a description of the findings-results of the dissertation, the methodology, assumptions, literature and any other necessary supporting or explanatory information, as Annexes. Each GD should be accompanied by a brief abstract of 300 words in Greek and in one other official language of the European Union. In some Postgraduate Courses, dissertations may be in a different form, such as plans (in a physical or digital form) or in the form of multimedia that combine text, drawings, sound and animations. In these cases, they must be accompanied by a brief but detailed report. 

6.  Submission of proposals. The students, in accordance with the School’s applicable decisions for the structure of the Programme they are taking, submit a proposal with their topic of interest (title, purpose and expected results) electronically, via the special educational platform. Joint dissertations may be allowed, with specified requirements on these and distinct responsibilities for each member of the group.

7.  Proposal submission time. The period for the submission of students’ proposals begins on 1st March and ends on 30th June of each year.

8. GD and Programme Module correspondence. For students enrolled in Courses until the academic year 2015-2016, the GD corresponds, in terms of grading significance, to 1-2 Modules, depending on the requirements of each course, which are included in the detailed “Instructions for preparing graduate dissertations” specified by each course Director. For students enrolled in Courses from the academic year 2016-2017, the grading significance of the GD is determined on the basis of the European Credit Transfer and Accumulation System (ECTS) and the significance of the GD will be taken into account depending on the corresponding ECTS. The financial fees for a GD are equal to those for a Module, regardless of the grading coefficient.

9.  GD start date. The Director composes groups of related issues and appoints a Supervising ATF member for each of these. The Director and the Supervising ATF member propose the member of the Evaluation Committee. In cooperation with the candidates, the Supervising ATF member then finalises the GD topic and provides the final approval. The student submits (see article 15) the final statement of dissertation title to the Registry Department electronically, via a special educational platform. Candidates having passed all Modules required by the Programme structure should fulfil their financial obligations to the HOU as regards the GD prior to preparing it.

10. GD submission date. The GD should be submitted between a minimum time of 5 months and a maximum of 8 months. It should be noted that for students attending courses with a minimum duration of two years and having selected to attend a module while preparing their dissertation, the maximum time required to submit their dissertation (8 months) shall apply, rather than the minimum (5 months).

 Extensions may be granted only for reasons of force majeure by the Director after the consent of the Supervisor.

11. GD Completion and Evaluation Procedure. The formal start date of GDs is 1st October of each year and all procedures, including the reassessment, are completed within 12 months of the formal start date. The minimum time for the submission of the GD is 5 months. In case of a positive evaluation, the examination-presentation of the GD takes place in the period from 01 April to 15 May. If a dissertation is not approved, the student may resubmit it after a maximum period of 4 months, after improving it in accordance with the comments made by the evaluation committee. In case of a positive second evaluation, the examination-presentation of the GD takes place in the September period. If the evaluation is negative (or in the case of failure in the oral examination) students repeat the procedure in the following academic year (unless they have deferred their studies) either with the same topic or a new one and pays the tuition fees that correspond to one Module.

The maximum time for the submission of the GD is 8 months. In case of a positive evaluation, the examination-presentation of the GD takes place in the September period. If a dissertation is not approved, the student may resubmit it after 1 month, after improving it in accordance with the comments made by the evaluation committee. In case of a positive second evaluation, the examination-presentation of the GD takes place in the September period. If the evaluation is negative (or in the case of failure in the oral examination) students repeat the procedure in the following academic year (unless they have deferred their studies) either with the same topic or a new one and pays the tuition fees that correspond to one Module. The maximum duration of evaluation is 1 month.

If a dissertation is rejected during the defence (oral examination), its Evaluation Sheet should be accompanied by a brief report of the examination committee, which shall document the reasons for the rejection of the GD.


In case of a second failure, the student does not obtain a degree.

It should be noted that for students attending courses with a minimum duration of two years and having selected to attend a module while preparing their dissertation, the following shall apply:

In order for a student to be able to defend a GD orally during the examination period (September), he/she must have received a positive evaluation from the evaluation committee and must have successfully completed the Module(-s).

In the event that the GD is positively evaluated by the evaluation committee but the Modules have not been successfully completed, the students will not be able to defend their dissertation orally, which should be postponed for the next examination period (September), provided that they succeed in the written examinations of the modules. In this case, the defence of the dissertation does not entail any additional financial burden.

If the evaluation by the evaluation committee is negative (or in case of failure in the oral examination) and success in the written examinations of the Modules, the students repeat the procedure of elaborating the GD in the following academic year (unless they have deferred their studies), either with the same topic or a new one and pay the tuition fees that correspond to one Module.

If the evaluation is negative and in case of failure in the written examinations of the Modules, the students repeat the procedure of elaborating the GD in the following academic year (unless they have deferred their studies), either with the same topic or a new one and pay the tuition fees that correspond to one Module. The presentation - examination of the GD is carried out subject to the successful completion of the modules.

In case of a second failure, the students do not obtain a degree.


12. Evaluation Committees.The Evaluation Committees consist of at least a) the Supervising ATF member, b) one additional ATF member (who is a member of the Academic Research Staff of the HOU or another university, or, in special cases, only of an ATF member) specialised in a field relative to those of the Evaluation Committee (appointed according to article 10), and c) the Director or a Coordinator appointed by the Director only for the oral examination, who shall participate only in the oral evaluation procedure and the determination of the final grade if and where necessary. The Committee may ask other ATF members of the Postgraduate Course or scientific experts to attend the oral presentation as external evaluators only to express their opinion.

13. Examination - Presentation of Dissertation. After submitting two (2) copies of the final GD to the Supervisor, and if there is a positive evaluation by the Committee, the date of the oral examination shall be set. The extent and depth of the oral examination depends on the form of presentation. After the date of the oral examination has been set, the candidate should send a copy of the approved dissertation to the Director or Coordinator, if appointed by the Director in the event that the Director considers it necessary for the Coordinator to participate in the oral examination. The examination-presentation of the GD may take place in one of the two periods: 1st period: 7th month after the beginning of the academic year and 2nd period: 12th month.

14. Copies of the GD. The GD is submitted in two copies for evaluation. At the end of the dissertation, the following should be stated and signed:  “I hereby expressly declare that, according to the article 8 of Law 1559/1986, this dissertation is solely the product of my personal work, does not infringe any intellectual property, personality and personal data rights of third parties, does not contain works/contributions from third parties for which the permission of the authors/beneficiaries is required, is not the product of partial or total plagiarism, and that the sources used are limited to the literature references alone and meet the rules of scientific citations”.

Students are required - following the successful presentation/ examination of their dissertation - along with any corrections or supplements, even annexes, notes, articles, supporting material, etc. - to post it to the repository of the HOU. (apothesis.eap.gr). 

Dissertations remain the intellectual property of students, but in the context of open access policy they grant to the HOU a non-exclusive license to use the right of reproduction, customisation, public lending, presentation to an audience and digital dissemination thereof internationally, in electronic form and by any means for teaching and research purposes, for no fee and throughout the duration of intellectual property rights. Free access to the full text for studying and reading does not in any way mean that the author/creator shall allocate his/her intellectual property rights, nor shall he/she allow the reproduction, republication, copy, storage, sale, commercial use, transmission, distribution, publication, execution, downloading, uploading, translating, modifying in any way, of any part or summary of the dissertation, without the explicit prior written consent of the author/creator. Creators retain all their moral and property rights.

The HOU, as part of the open access policy for Graduate / Degree Dissertations, voluntarily proposes the management of intellectual property rights of dissertations with Creative Commons licenses (https://creativecommons.org/licenses). If students select this method, they should indicate at a distinct point in their dissertation the particular license they use to make it available. Applying Creative Commons licenses does not affect the free access of the full text of dissertations, but it defines the relationship between the dissertation, the submitting parties and the reading audience.

Students, further to their request to the Library Department, have the right to postpone the posting of their Dissertation to the Depository for up to 3 years when:

- They want to submit part of their dissertation to be posted in scientific publications (e.g. journals) or at a conference.

- They have submitted part of the dissertation to a patenting process, e.g. in case of patents.

- They negotiate the commercial exploitation of part of the dissertation.

- They have another serious reason, which they state in their request.

Until the expiration of this period, only the description details of the dissertation will be posted to the Depository, and the full text of the dissertation will be posted after the end of 3 years.

15. Administrative issues

- Students submit topic proposals between 1/3 and 30/6 of each year

- Proposals are sent to the Directors

- Submission of the Final Statement of Dissertation Title and payment, between 1/9 and 30/9

- Verification of students’ right to prepare a dissertation (21/9 to 30/9)

- Notification of final grade and copy of evaluation sheet.

Students have the right to repeat the dissertation procedure in the following academic year either with the same topic, a modified topic, or a new topic, provided upon the assent of the Dissertation Supervisor and the Director.

POSTGRADUATE DISSERTATION PREPARATION CHART   

- General categories of dissertation topics are set (with the cooperation the Programme Director and Coordinators): Article 4

- Posting of the general categories of dissertation topics on the website (by 28.02): Article 15

- Electronic submission of proposal form by students entitled to prepare a dissertation (submission period: 01.03 to 30.06): Articles 6 & 7

- Appointment of Supervising ATF member by the Programme Director (by 30.09): Article 9

- Selection of the final topic by the Supervising ATF member, in collaboration with the student, and final approval: Article 9

- Proposal by ATF of the 2nd member of the evaluation committee and approval by the Programme Director (until 30.09): Articles 9 & 12

- Electronic submission of the final proposal (submission period: 01.09 to 30.09): Article 15

- Fulfilment of financial obligations (period: 01.9 to 30.9): Article 15

- Verification of students’ right to prepare a dissertation (period: 21.09 to 30.09): Article 15

- Start date of GDs 01.10: Article 11.