POSTGRADUATE STUDENT PROCEDURES GUIDE
A Practical Guide for MA, MFA, MPhil and PhD Students
This guide sets out the step-by-step procedures postgraduate students must follow for the most common academic processes at UniMAC. It is a practical companion to the Postgraduate Student Handbook and does not replace it; where any conflict arises, the Postgraduate Student Handbook and relevant University regulations shall prevail.
This Postgraduate Student Procedures Guide has been prepared by the Directorate of Academic Affairs, in collaboration with the School of Graduate Studies (SoGS), to help MA, MFA, MPhil and PhD students at the University of Media, Arts and Communication (UniMAC) navigate the key academic processes they are most likely to encounter during their studies.
Each procedure is presented in a simple step-by-step format, showing what a student needs to do, who is responsible for acting at each stage, and the timeline within which action should be taken. The guide is drawn directly from the provisions of the UniMAC Postgraduate Student Handbook and is intended purely as a practical quick-reference tool.
Who This Guide Is For
• Students enrolled in MA (Coursework/Capstone), MFA, MPhil, MPhil Top-Up, and PhD programmes at UniMAC.
• Graduate Programme Coordinators, Heads of Department, and Departmental Board members who guide students through these processes.
• Supervisors supporting candidates through proposal defence, thesis writing, and oral examination.
How to Use This Guide
Locate the procedure relevant to your situation from the Table of Contents. Follow the numbered steps in sequence, note the responsible office for each step, and observe the stated timelines strictly, as most processes in this guide are time-bound. Where a form is referenced, it should be obtained from your Department, the School of Graduate Studies, or the University's website (www.unimac.edu.gh).
Please Note
This guide is a summary for ease of reference only. The Postgraduate Student Handbook, the UniMAC Act 2020 (Act 1059), and all applicable Academic Board regulations remain the authoritative source in the event of any inconsistency. Students are strongly encouraged to read the full Handbook alongside this guide.
Overview: Every postgraduate student must register for courses prescribed by their academic department at the start of each semester, within the period specified by the University. Registration is a personal obligation — it confirms a student's continued studentship and academic standing for that semester and cannot be done by anyone on the student's behalf.
Applies To: All continuing MA, MFA, MPhil, MPhil Top-Up and PhD students, at the start of every semester of their programme.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Check the academic calendar and official notices from SoGS/Department for the registration window for the semester. |
Student |
At the start of each semester |
| 2 |
Confirm the courses prescribed for the semester with the Graduate Programme Coordinator/HoD, in line with the approved programme structure. |
Student, with Coordinator/HoD |
Before registering |
| 3 |
Complete registration in person, following the process and platform communicated by SoGS/Department for that semester (e.g. Student Portal or in-department registration, as prescribed). |
Student |
Within the specified registration period |
| 4 |
Ensure registration is completed personally — registration by proxy (having another person register on your behalf) is not permitted under any circumstance. |
Student |
At point of registration |
| 5 |
Confirm registration is not being carried out for more than one programme at the same time, within or outside the University. |
Student |
At point of registration |
| 6 |
Retain proof/confirmation of registration for the semester. |
Student |
After registration |
Frequency
Every semester, without exception
Late Registration
Attracts a penalty as determined by the Academic Board from time to time
Missed Registration Window
Student forfeits the right to register for that semester
Registration by Proxy
Strictly prohibited — any student found to have registered (or been registered) by proxy shall not be allowed to pursue an academic programme in that academic year, and the University may reprimand those involved.
Multiple Programmes
A student may not be registered for more than one programme at the same time, within or outside UniMAC.
Please Note
The Postgraduate Handbook establishes the obligation to register every semester and the penalties for failing to do so, but does not itself specify exact registration dates or the registration platform to be used. Students should confirm the current semester's registration dates, venue, and process directly with SoGS, their Department, or official University notices/website (www.unimac.edu.gh), and should not rely on informal information from peers.
Overview: A registered postgraduate student may apply to defer (temporarily suspend) their studies on account of compelling reasons such as medical conditions, family emergencies, professional obligations, or other valid personal circumstances.
Applies To: All MA, MFA, MPhil, MPhil Top-Up and PhD students in good standing who need to temporarily pause their studies.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Prepare a formal written application stating the reason(s) for deferment, supported by valid documentation (e.g. medical report, employer's letter). |
Student |
At least 4 weeks before the proposed deferment period (except emergencies) |
| 2 |
Submit the application to the Dean of SoGS through the Head of Department. |
Student, via HoD |
Same as above |
| 3 |
Review the application in consultation with the HoD. |
Dean of SoGS |
Within 3 weeks of submission |
| 4 |
Communicate the decision in writing to the student. |
Dean of SoGS |
Within 3 weeks of submission |
| 5 |
If deferment is approved, refrain from accessing supervision, submitting thesis chapters, or sitting examinations during the deferment period. |
Student |
For the duration of the approved deferment |
| 6 |
Notify SoGS and the HoD of intent to resume studies. |
Student |
At least 1 month before the semester in which studies resume |
Minimum Period
One (1) semester
Maximum Period
Two (2) consecutive semesters (one academic year)
Further Deferment
May be considered in exceptional circumstances, subject to Board of SoGS approval
Effect on Programme Duration
Approved deferment period does NOT count toward the maximum time allowed to complete the programme
Failure to Resume
May result in withdrawal from the programme if the student fails to resume or seek an extension
Important
During deferment, students may not access academic supervision, submit thesis chapters, or participate in university assessments or examinations.
Overview: A student who has satisfied all course requirements but is unable to sit an end-of-semester examination on account of ill-health or pregnancy may apply to defer that examination to the next offering.
Applies To: Any registered postgraduate student who cannot sit a scheduled examination due to a genuine medical condition or pregnancy.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Obtain a Medical Certificate issued or endorsed by a certified medical officer. |
Student |
As soon as the condition is known |
| 2 |
Submit a written application to the Dean of SoGS through the primary Department, stating reasons for the deferment and attaching the Medical Certificate. |
Student, via Department |
Before or promptly after the affected examination |
| 3 |
Review and decide on the application. |
Dean of SoGS |
As soon as practicable |
| 4 |
Await written response before taking further action. |
Student |
Upon SoGS decision |
| 5 |
If approved, sit the deferred examination at the next available offering. |
Student |
Next offering of the examination |
Related Situation — Absence Due to Illness (After the Fact)
If a candidate is absent from an examination due to ill health and did not defer in advance, a relevant medical certificate must be submitted and received within 14 days after the date of the paper. The candidate will then be scheduled to sit the examination in a special window opened by SoGS.
Not Acceptable Grounds for Absence
Misreading the timetable, forgetting the exam time, inability to locate the exam hall, oversleeping, failure to find transport, and loss of a relation are NOT accepted as grounds for absence from an examination.
Overview: The Handbook distinguishes clearly between two situations that are often confused: a RETAKE, where a student repeats an entire course, and a RESIT, where a student re-sits only the examination for a course already completed. Which one applies depends on the reason the student did not complete the course through the normal process.
Applies To: Any postgraduate student who (a) has accumulated excessive absence from lectures in a course, or (b) was duly registered for a course but did not sit its end-of-semester examination without an approved mitigating reason.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Determine which situation applies: cumulative absence of 25% or more of lectures in a course during the semester (Retake), OR being duly registered but failing to sit the end-of-semester exam without any mitigating circumstance or approved permission (Resit). |
Student, with Department |
As soon as the situation arises |
| 2 |
RETAKE route: Note that the student is deemed to have withdrawn from the course and is barred from registering for that semester's end-of-semester examination for it. |
Department |
Once 25% absence threshold is reached |
| 3 |
RETAKE route: Register for and repeat the entire course — including attendance and coursework, not the examination alone — the next time it is offered. |
Student |
Next offering of the course |
| 4 |
RESIT route: Note that the student is recorded as absent from the examination and awarded Grade X for that paper. |
Department |
At the point of the missed examination |
| 5 |
RESIT route: Re-sit the examination for that specific course only; coursework already completed for the course is not repeated. |
Student |
At the next scheduled resit opportunity, as communicated by the Department/SoGS |
| 6 |
Register for the retake/resit through the Department, following the normal semester registration process (see Procedure 1). |
Student, via Department |
Within the applicable registration window |
| 7 |
Confirm with the Department/SoGS any fees, deadlines, or administrative steps specific to the retake/resit, as these operational details are not themselves prescribed in the Handbook. |
Student |
Before proceeding |
Retake
Triggered by cumulative absence of 25% or more of lectures in a course. The student is barred from that semester's examination and must repeat the entire course — attendance, coursework, and examination — when next offered.
Resit
Triggered by an unauthorised absence from the end-of-semester examination despite valid registration. Grade X is awarded, and the student resits the examination only; coursework is not repeated.
Supplementary Examination
Not provided for under the Postgraduate Student Handbook, unlike the undergraduate framework. The applicable routes at postgraduate level are Retake and Resit, as set out above, or Deferment of Examination (Procedure 3) where illness or pregnancy is the cause.
Please Note
Where a postgraduate student is absent from an examination without an approved deferment (Procedure 3), or fails to meet the attendance requirement for a course, the Handbook does not provide a separate "supplementary examination" as exists at the undergraduate level. The applicable route is either a Resit (examination only) or a Retake (entire course), depending on the reason for non-completion. The Handbook does not itself specify the timelines, fees, or registration mechanics for retakes/resits beyond this; students should confirm these operational details with their Department or SoGS.
Overview: A candidate who is dissatisfied with an examination result may formally request a review, subject to payment of the prescribed fee and strict adherence to the review timeline.
Applies To: Any postgraduate student who wishes to contest a published coursework or examination result.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Check results via the Student Portal, Notice Board, or the University's website. |
Student |
Upon publication of results |
| 2 |
Prepare a written application to the Dean of SoGS through the Head of Department, clearly stating the grounds for review. |
Student, via HoD |
Not later than 21 days after release of results |
| 3 |
Pay the prescribed examination review fee and attach proof of payment to the application. |
Student |
With the application |
| 4 |
Forward the script for remarking by a qualified (PhD-holder) lecturer with relevant expertise, appointed by the Dean of SoGS on HoD's recommendation. |
Dean of SoGS / HoD |
Upon receipt of a valid application |
| 5 |
Present the outcome to the Board of SoGS for a final decision, including possible amendment of the released result. |
Board of SoGS |
Following remarking |
Important
Applications submitted after the 21-day window, or without proof of payment, will not be entertained. Fees paid on an invalid (late) application will be refunded. An application made on a candidate's behalf by someone other than the aggrieved candidate will not be accepted.
Overview: The Proposal Defence is a formal presentation of a candidate's proposed research to a panel of academic reviewers, assessing its feasibility, originality, theoretical grounding, and methodological rigour. For PhD candidates, it forms part of the Comprehensive Examination.
Applies To: MPhil students (defence due at the start of Year 2, Semester 1, or by the end of Semester 1 for One-Year MPhil Top-Up students) and PhD students (defence due within Year 2 of the programme).
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Prepare the written research proposal covering: title, background/rationale, problem statement, research questions/objectives, theoretical framework, literature review, methodology, expected contribution, ethical considerations, chapter outline/timeline, and bibliometric inventory. |
Student |
Ahead of the scheduled defence |
| 2 |
Submit hard and soft copies of the proposal to the Department. |
Student |
MPhil: at least 1 day before defence. PhD: at least 1 week before defence |
| 3 |
Constitute the examining panel (HoD or representative as Chair, plus at least two PhD-holding academic staff; the supervisor is excluded) and notify SoGS. |
HoD / Departmental Board |
Ahead of the defence date |
| 4 |
Notify the student of the defence date. |
HoD / Department |
At least 2 weeks in advance |
| 5 |
Attend and defend the proposal before the panel (defence is open to the university community). |
Student |
On scheduled date |
| 6 |
Receive the panel's decision in writing: Pass without modification / Pass with minor revisions / Pass with major revisions / Fail (re-defend within 3 months). |
Panel / Department |
Within 1 week of the defence |
| 7 |
Obtain ethical clearance from the University's Ethics Review Committee before commencing fieldwork or data collection. |
Student |
After successful defence, before fieldwork |
MPhil Proposal Length
1,000 – 1,500 words (excluding references and appendices)
PhD Proposal Length
1,500 – 2,000 words (excluding references and appendices)
Overview: Once supervisors certify that a dissertation (MA/MPhil) or thesis (PhD) is ready, the candidate proceeds to formal submission for internal and/or external examination.
Applies To: MA, MPhil, and PhD candidates who have completed supervisor-certified drafts of their dissertation/thesis.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Ensure the full draft has been reviewed and certified as ready by the supervisor(s). |
Supervisor(s) |
Before submission |
| 2 |
Prepare the soft (softbound) copy of the dissertation/thesis, formatted to the University-approved structure. |
Student |
Prior to submission |
| 3 |
Complete and attach the Initial Dissertation/Capstone Submission Form (MA/MPhil) or Initial Thesis Submission (ITS) Form (PhD). |
Student |
With submission |
| 4 |
Attach a plagiarism/similarity report (Turnitin, ≤20% overall similarity for PhD) and a signed financial clearance report from the Finance Directorate. |
Student |
With submission |
| 5 |
Obtain the required supervisor signature(s): at least one (1) supervisor for MPhil dissertations; at least two (2) supervisors for PhD theses. |
Supervisor(s) |
Before forwarding |
| 6 |
Submit to the relevant Department, which forwards the work to the Dean of SoGS for final processing. |
Department / Dean of SoGS |
Upon completion of the above |
| 7 |
Await appointment of examiners (MA: supervisor as sole examiner; MPhil: 1 internal + 1 external; PhD: 1 internal + 2 external) by the Dean of SoGS on Departmental Board recommendation. |
Dean of SoGS |
After submission |
| 8 |
Receive periodic updates on examination progress. |
Dean of SoGS |
Ongoing |
MPhil Dissertation Assessment
Each examiner given up to 3 months to assess; report due to Dean of SoGS within 3 months.
PhD Thesis Assessment
Each examiner given up to 3 months to assess; confidential report due to Dean of SoGS within 4 months.
Important
A student may not submit a dissertation/thesis for which a degree has already been conferred at UniMAC or any other institution. Examiners may not be the candidate's principal or co-supervisor.
Overview: Following a successful examiner assessment of the dissertation/thesis, candidates are examined orally (viva voce) by a panel that includes the internal and external examiner(s).
Applies To: MPhil and PhD candidates whose dissertations/theses have been passed by the examiners and cleared for oral examination.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Await confirmation that the dissertation/thesis has been passed by the examiners and is cleared for oral examination. |
Dean of SoGS |
After examiner reports are received |
| 2 |
Receive notification of the date and mode of the oral examination. |
Dean of SoGS |
In advance of the defence |
| 3 |
Attend and defend the work before the Oral Examination Panel (Chair, internal examiner, external examiner(s), with the Faculty Dean and HoD in attendance). |
Student |
On scheduled date; open to the university community |
| 4 |
Receive the panel's outcome: Pass (no corrections) / Pass (minor corrections) / Pass (major corrections) / Fail (re-defend within 6 months) / Fail (no further opportunity). |
Panel |
Determined at the defence; written report to SoGS within 5 working days |
| 5 |
Complete any required corrections and have them verified/endorsed by the supervisor(s). |
Student / Supervisor(s) |
As stipulated by the panel |
| 6 |
Submit the final corrected version to the Department and SoGS for archiving. |
Student |
Upon completion of corrections |
MPhil Panel Composition
Dean of SoGS (or representative, Chair) + internal examiner + external examiner; Faculty Dean and HoD in attendance.
PhD Panel Composition
Dean of SoGS (or representative, Chair) + internal examiner + at least one external examiner; Faculty Dean and HoD in attendance.
Important
All panel voting members must be PhD holders. The Chairperson does not vote unless there is a tie. A candidate who fails the oral examination for a second time (where re-defence was permitted) shall be withdrawn from the programme.
Overview: Before being presented for graduation, a candidate must satisfy all academic, ethical, and administrative requirements, and clear all outstanding obligations to the University.
Applies To: All MA, MPhil and PhD candidates approaching completion of their programme.
Step-by-Step Procedure
| Step |
Action Required |
Responsible |
Timeline |
| 1 |
Complete all required coursework credits, and pass all non-credit components (seminars, proposal defence, comprehensive examination as applicable). |
Student |
Throughout the programme |
| 2 |
Successfully submit, defend (oral defence), and revise the dissertation/thesis as approved by the relevant academic bodies. |
Student |
Per Procedures 5 and 6 above |
| 3 |
PhD candidates only: provide evidence of submission of at least two (2) research manuscripts to peer-reviewed journals, in line with departmental requirements. |
Student |
Before graduation clearance |
| 4 |
Clear all outstanding fees and obligations (tuition, extension fees, library fines, etc.) and obtain financial clearance from the Finance Directorate. |
Student |
Before graduation clearance |
| 5 |
Complete clearance forms from all relevant units (Library, Halls, ICT, etc.) and any exit survey/graduate tracer form. |
Student |
Before graduation clearance |
| 6 |
Submit bound copies and a PDF of the final corrected dissertation/thesis, where required. |
Student |
At least 6 weeks before the Congregation Ceremony (if being presented) |
| 7 |
Obtain final approval through Departmental Board, Faculty Board, Board of SoGS, and Academic Board. |
Departmental Board / Faculty Board / Board of SoGS / Academic Board |
Ahead of Congregation |
Important
Only students whose names appear on the graduation list approved by the Academic Board shall be awarded the degree. Any unresolved academic misconduct, disciplinary sanction, or breach of research ethics may disqualify a student from graduating, and an award may be cancelled after conferment in serious cases (e.g. false qualifications, impersonation, examination malpractice, or plagiarism).
Use this table to quickly identify the applicable procedure, the office to approach, and the critical timeline.
| Procedure |
Key Office |
Critical Timeline |
| Semester Registration |
SoGS / Department |
Every semester, within the specified window |
| Deferment of Studies |
Dean of SoGS (via HoD) |
Apply ≥4 weeks ahead; decision within 3 weeks |
| Deferment of Examination |
Dean of SoGS (via Department) |
Submit medical certificate promptly; absence certificate within 14 days |
| Retake and Resit of Examinations |
Department / SoGS |
Retake: next course offering. Resit: next scheduled resit opportunity |
| Review of Results |
Dean of SoGS (via HoD) |
Within 21 days of results release |
| Proposal Defence |
Departmental Board / HoD |
MPhil: start of Yr 2 Sem 1; PhD: within Yr 2 |
| Thesis/Dissertation Submission |
Department → Dean of SoGS |
After supervisor certification |
| Oral Defence (Viva Voce) |
Dean of SoGS |
After examiners pass the work |
| Graduation Eligibility |
Departmental/Faculty Board → Board of SoGS → Academic Board |
Bound copies ≥6 weeks before Congregation |
For guidance on any of the procedures in this guide, students should first consult their Graduate Programme Coordinator or Head of Department, before escalating to the School of Graduate Studies.
