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Education Technology, Research and Academic Software

Ph.D. Scholar Lifecycle Management System

A rule-driven system that follows a Ph.D. scholar from admission to degree, with configurable university rules, committee workflows, eligibility checks and a full audit trail.

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The problem

A Ph.D. passes through admission, coursework, supervisor allocation, RAC, DRC and RDC reviews, progress reports, publication and similarity checks, thesis evaluation, viva and degree award. When this runs on paper and spreadsheets, scholars have to ask the research office where their file is, deadlines are missed and it is hard to prove that every requirement was met.

The rules also change: national regulations are amended and the university sets its own stricter requirements, which can differ by batch.

The solution

The system keeps one master record per scholar and a dashboard that shows completed stages, pending actions and the office currently responsible. University rules such as durations, publication and similarity requirements, committee composition and notification intervals are held in a versioned configuration module with effective dates and applicable batches, so they can change without redevelopment.

An eligibility engine checks each stage and states the exact reasons when a scholar is not yet eligible. Documents are versioned and approved versions are locked, overrides are recorded with their authority and reason, and every important action is logged.

Use cases

How each role uses Ph.D. Scholar Lifecycle Management System, and what changes for the organisation.

  • Ph.D. scholar Specified

    Where is my file?

    A scholar opens their dashboard to see completed stages, pending actions, deadlines and the office currently handling their file.

    ResultNo visit or phone call to the research office just to ask for a status update.

  • R&D Cell Specified

    Allocating a supervisor

    When allocating a supervisor, the system shows each supervisor’s permitted capacity, current scholars and free places.

    ResultAllocation beyond capacity is blocked unless an authorised override is recorded.

  • Supervisor and RAC Specified

    Six-monthly progress review

    The scholar submits a progress report, the supervisor assesses it and the RAC records observations, decisions and the next review date.

    ResultUnsatisfactory progress starts a tracked corrective-action workflow.

  • Scholar and R&D Cell Specified

    Checking eligibility for pre-submission

    The system checks duration, coursework, progress reports, publications, similarity, fees and documents against the rules for the scholar’s batch.

    ResultA clear eligible or not-eligible result, with the exact reasons.

  • Authorised administrator Specified

    Changing a university rule

    An administrator updates a rule, such as the publication requirement, with an effective date and the batches it applies to.

    ResultNew batches follow the new rule, earlier scholars keep the rules that applied to them, and every version is recorded.

  • Examination section Specified

    Handling thesis examiners confidentially

    Examiner panels, invitations, reminders and reports are managed in a restricted part of the system.

    ResultScholars see the stage of their evaluation without seeing confidential examiner details.

“Specified” use cases are defined in the project’s requirements documents.

Features

  • Configurable rule engine

    University-specific rules are versioned with effective dates, applicable batches and approval history instead of being hard-coded.

  • Scholar and supervisor dashboards

    Scholars see what is done and what is pending; supervisors see which scholars need their action and by when.

  • Committee workflows

    RAC, DRC and RDC constitution, meetings, minutes, observations and decisions recorded as formal digital committees.

  • Automatic eligibility checks

    Pre-submission, thesis submission and degree award are checked against the applicable rules, with reasons shown.

  • Document version control

    Synopsis, progress reports and thesis drafts keep every version; approved versions cannot be silently changed.

  • Deadlines and escalation

    Configurable reminders before due dates and escalation through the approved hierarchy when actions are overdue.

Need something like this?

We can adapt the approach to your organisation’s rules, roles and existing systems.

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