UTUGradu

After you have initiated UTUGradu process (step 1) and the student has submitted their thesis in the Turnitin assignment and filled in the thesis information of the thesis form, you will receive an email from the UTUGradu system (noreply@utu.fi) with the title "UTUGradu (Sally Student (salstu)): Basic information on the thesis and Turnitin report ready for assessment". The email will contain a link to both the Moodle course and the form.

1. conduct the final analysis of the Turnitin report in the Moodle course. More detailed instructions for the analysis are available on the Turnitin Originality Check tab.

• Please notice that after this originality check, the thesis is no longer meant to be edited but will proceed to be approved and published as it is, and will be saved in the Turnitin database. 

 

2. After you have completed the final analysis of the Turnitin report, open the UTUGradu thesis form from the link in the email (Chrome and Firefox browsers are recommended for filling in the form). Check the information filled in by the student and proceed to the bottom of the form.

 

3. On the form, you will be asked to confirm to have conducted the final Turnitin report analysis (this will replace the previous Turnitin originality check certificate) and to have checked the information filled in by the student by selecting “Yes”. 

If the Turnitin originality check or the information on the form contain something that requires further actions from the student(s) or other parties, select “No” and fill in the reason for discontinuing the process, and instruct the student(s) on further actions. However, this should not be used in the preliminary examination of the thesis, but only in exceptional situations.

• In this case, click ”No” (see the picture below), enter the instructions for the student(s), and forward the information by clicking ”Save and proceed to confirm”. The form will open a preview page were you can check the information and go back by clicking “edit” if necessary. When you are satisfied, click Confirm and verify on the preview page. The form will remain on the preview page, but the information is locked and you can no longer edit it. The student(s) will receive an email of the information you have entered to the form, they can do the necessary changes, and resend the form for your approval.
• If the form is returned to the student and there is a need to make changes to the thesis at this point, the student(s) has to convert the thesis into the PDF/A format again, validate it, re-submit the thesis to Turnitin, and fill in the information on the form (i.e. the same procedure as if the process were started from the beginning). At the this point, the old Turnitin submission has to be deleted (supervisor or UTUGradu helpdesk) from the Turnitin assignment meant for completed theses, as the student(s) can submit their thesis only once (note: the thesis is not deleted from the Turnitin database but the old version is clobbered when the new version is submitted to the same Turnitin assignment).

 

 

4. Add the examiner(s) and approver (Head of Department or Dean) for the thesis. If you act as an examiner, remember to add yourself as an examiner. This can no longer be done afterwards.

The Master's theses (except advance studies theses in degree programme in Medicine)  must have at least two examiners. The supervisor can be one of the examiners. Note! The review process may vary between units. Please check the review process from your unit.

If the examiner uses a HAKA or Suomi.fi-identification, choose No when asked "Does examiner have a University of Turku user account" and write the examiner's email address in the exact form that the examiner uses when logging in to the form.

• If the thesis examiners at your unit are determined by someone other than the supervisor of the thesis, this must be done outside the UTUGradu process, and the information of the examiners should be filled in on the form only after the examiners have been chosen. 
• For an examiner from outside the University of Turku who does not have a UTU, HAKA or Suomi.fi user account, a visitor account (comparable to teaching and research personnel) must first be requested. More information in the intranet: User accounts for visitors

 

5. Finally, click “Save and proceed to confirm”. The form will open into a draft page where you can check the information and, if necessary, go back by clicking “Edit”. When you are finished, click “Confirm and verify” on the draft page. You can close the page.

 

►The examiners will receive an email with a link to the form, from which they will be able to download the PDF file of the thesis. The examiners will not have access to view the Turnitin assignment (unless the examiner is also the supervisor of the thesis and a teacher on the Moodle course in question). 

►The student(s) will also receive an email notification about the thesis being forwarded to the examiners. When the examiners have given their statements on the form, the student(s) will receive an email with instructions for e.g. making an appeal after receiving the evaluation statements from the examiners. After the student has been heard, the form with its information is automatically transferred to the approver for making the decision.

As a supervisor, your role in the UTUGradu process ends here, unless you are also one of the examiners of the thesis (you have defined yourself as an examiner on the form). If you also act as an examiner, see instructions on the  "Examiner" tab.

Note that you can follow the processes you have initiated by clicking "Information about the form" in the upright corner of the UTUGradu form and then "List view" and "Your latest form submissions" OR by going to https://forms.utu.fi/private/utugradu_v3/list?type=all_items&lang=en and select "Your latest submissions".