phd thesis submission form

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Thesis & Dissertation Submission

Thesis / dissertation submission.

Information about the thesis and dissertation submission process can be found by navigating the topics below. The Academic Services Coordinator can be contacted via email at: [email protected]

Thesis/Dissertation Submission

The PhD dissertation represents independent scholarly work that makes an original contribution to knowledge. It is a demonstration that the PhD candidate has achieved  sufficient mastery in the field to pursue independent research and scholarship. A dissertation for a professional doctorate or a master’s thesis represents advanced scholarly work in keeping with the standards of the field.

Continuous Enrollment

When a program requires a dissertation or thesis, registration in dissertation or thesis coursework is required for at least two semesters. Enrollment in 594 Master’s Thesis or 794 Doctoral Dissertation ensures continuous enrollment until the thesis or dissertation has been submitted to the Graduate School. Degrees will be awarded in the semester in which all requirements have been met, including approval of the final version of the thesis or dissertation and submission of supporting documents with authorized signatures. Documents are processed and manuscripts are read in the order received.

phd thesis submission form

Academics | Candidacy & Defense

Thesis submission.

The deadline to submit for December degree conferral has passed. The deadline to submit for the May degree conferral is noon CDT on Friday, April 19, 2024. Be sure to upload your Signed Title Page and Original Approval of Candidacy form at the website here after submitting your thesis through thesis.rice.edu .

Students must submit the final thesis to the Office of Graduate and Postdoctoral Studies no later than six months from the date of the defense. However, in order to qualify for a specific degree conferral date, the submission deadline for that semester must be met. See the academic calendar for deadlines. The General Announcements has complete information on thesis defense .

Am I ready to submit?

If your thesis is defended but not final (e.g., changes to your thesis are required), within one week, you must follow the steps as described in Part 1 below. Once you have defended and all changes are made, you must then submit your thesis within six months of your defense. Instructions for both scenarios are listed below. If you are ready to submit your thesis within a week of your defense, you may complete all of the steps in both parts at once. If you choose to do this, you'll need to include all of your supplementary documents as described in Part 2. Do not press "submit" until you have reviewed both sets of instructions. Please contact us if you have trouble accessing the thesis site.

How will the new online thesis verification and submission generally work?

  • Once your thesis defense announcement has been registered with the Office of Graduate and Postdoctoral Studies via events.rice.edu/rgs , it will be posted online by the GPS office, provided it is approved.
  • Thesis Title Page through AdobeSign. Both you and your graduate program administrator will be notified when this is ready. If your committee changes prior to your defense , please ask the department chair, program director, or director of graduate study to notify GPS as soon as possible. The new committee will need to be approved, and we will need to generate a completely new Approval of Candidacy form and Thesis Title Page form to be completed via AdobeSign.
  • On the day of your defense, you should fill out the electronic Original Approval of Candidacy form. It will then go to your committee for signing after your successful defense. Once the committee has signed the Original Approval of Candidacy, the AdobeSign process will come back to you for the next steps.
  • Once your thesis has been approved in its final form, you will return to the AdobeSign form and complete your Thesis Title page. Once completed, it will be sent to your committee again to sign and recognize that your final thesis is approved for submission. Your committee can sign in parallel. Your graduate administrator will receive notifications for every signature and you will receive a notification when the title page has been signed in full. Please contact your graduate administrator if you would like an update on the progress of your thesis title page.
  • When all of the committee members have signed the Thesis Title Page, the GPS office will receive a final copy of the form to be validated when you finalize your thesis defense.

You’ll get notifications in each phase. Once all committee members have signed both forms, you’ll receive a final PDF via email. To prep for upload to thesis.rice.edu , you will need to separate this PDF into two documents. Because the PDF is protected, you’ll follow some specific instructions here (Microsoft) or here - after opening the .pdf using a browser such as Google Chrome (Mac) to do this. To separate the pages of a protected PDF, go to print, then select "Microsoft Word to .pdf" as the printer name. Once you’ve separated the pages into the two documents, upload to thesis.rice.edu as outlined in the processes here .

Once your thesis is final and everything has been verified in thesis.rice.edu , you must fill out the webform here . This replaces what is normally a visit to GPS and Office of the Registrar for final submission.

For tips on how to approach an online thesis defense, click here .

How do I submit?

If your thesis is defended but not complete (e.g., you need to make changes), follow the instructions in Part 1 within one week of your defense.

If your thesis is defended and all changes have been made, submit your thesis using Part 2 below within six months of your defense.

If your thesis is defended and no changes were necessary, complete all of the steps in Part 1 and 2.

Questions? Email [email protected] .

Part 1: Within a week of your defense

  • Navigate to thesis.rice.edu
  • Click "Start your submission"
  • Login with your NetID and password
  • Follow the instructions on the site, using the guides for assistance

Verify that all the information is accurate before moving forward.

Assent to the terms of the agreement by checking the appropriate boxes.

  • Enter your thesis title, graduation date, abstract, and keywords. The information entered here should match the information in your document.
  • Supply the names of your committee members.

If you’ve used the online thesis submission process, once all your committee members have signed virtually, you will receive the PDF of the Original Approval of Candidacy form. Print this form, digitally separate the two pages and upload them to thesis.rice.edu:

  • The Original Approval of Candidacy is uploaded as an administrative file, and
  • The defended version of the manuscript is uploaded as the "Manuscript in PDF".
  • The title page should not be signed or submitted until the advisor confirms that the thesis is in its final form and ready to submit.

For guidelines on supplemental files, please click here .

  • Confirm that your information is correct and click the "Confirm and Submit Button".
  • This initial submission (Part 1) is not final. Your submission will be sent to GPS for an initial review. You will still be able to edit your submission, thesis, and uploaded documents following the GPS review, typically within two business days.
  • If you need to make changes to your submission at this point, do not start a new submission. Contact [email protected] to have your thesis status changed so you can make edits.
  • Once GPS acknowledges your defense, your status will be changed to "Defended, Not Final." Please review the thesis format guidelines if you have not already done so prior to submitting the final copy of your thesis.
  • Within six months of your defense, you must upload and submit the final copy of your thesis and all supplemental documents. This is Part 2. Once you submit a final copy of your thesis and your signatures have been received, and you’ve completed the required electronic Thesis Submission webform (see Part 2), you will not be permitted to alter your thesis.
  • Please make all corrections prior to submitting your thesis. The online webform referenced above replaces the visit to GPS and the Office of the Registrar.

Part 2: Changes made, ready to submit

Please note all thesis and administrative files must be PDFs.

  • Create a single PDF of your thesis, including the signed electronic Thesis Title Page form. Please review the thesis format guidelines if you have not already done so.
  • Separate your electronic Original Approval of Candidacy.
  • Doctoral only: complete the Survey of Earned Doctorates and create PDF of the certificate you'll receive upon completion.
  • Open http://thesis.rice.edu in your web browser.
  • Select "Start your submission."
  • Login with your Rice NetID and password.
  • If you have already started a submission previously, select the action "Edit" or "Continue" to continue a previous submission. Otherwise, select "Start a new submission."

If any of the information is incorrect or needs to be updated, email [email protected] .

  • Upload defended and corrected copy of your thesis as your primary document. This action will archive the defended version.
  • You must include your signed electronic Thesis Title Page form as the first page of your final version of your thesis.

Upload the following required documents as ADMINISTRATIVE FILES:

  • Your signed Original Approval of Candidacy
  • Survey of Earned Doctorates Certificate (Doctoral only)
  • Supplemental files are optional and may include non-PDF materials, such as videos, that complement your thesis.

Add a note here if there have been any changes in your thesis submission data.

  • Complete the webform here . This replaces what is normally a visit to GPS and the Office of the Registrar for final submission.
  • GPS will review the thesis submission and sign the form accordingly.
  • You'll receive the form back as a receipt once complete.
  • GPS will also sign the Original Approval of Candidacy form, and you and your graduate program administrator will receive a copy.
  • The thesis will be published with the electronic title page if there are no embargoes.

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  • Dissertation & Thesis Submission

Review the information below on the requirements and process for doctoral and master’s students writing a dissertation/thesis and preparing for their defense. Please refer to the Dissertation/Thesis Defense Timeline Snapshot below for a general timeline to dissertation/thesis submission, defense, and degree completion.

Preliminary Review

Prior to your defense, follow the steps below: 

Contact your department's graduate coordinator to review your dissertation/thesis committee and to discuss the process for scheduling your defense. New or reconstituted committees must be submitted to GEPA by your graduate coordinator and approved by GEPA prior to the defense (at least two weeks).

Review the requirements regarding committee participation at the defense here for doctoral students and here for master's students .

The doctoral dissertation/master's thesis should be submitted to each member of the doctoral/thesis committee at least four weeks before the final examination/defense .

Preliminary Appointment with GEPA (recommended before your defense):

At this appointment the dissertation/thesis formatting is reviewed and instructions are given on the final preparation and submission of the dissertation/thesis. 

  • Schedule a preliminary appointment with GEPA Academic Affairs prior to your defense (we recommend 2-4 weeks prior to the defense).  Appointments will be conducted via Zoom .  
  • All dissertations/theses must conform to the formatting guidelines .
  • Dissertation/thesis templates are available online.
  • Review the Dissertation/Thesis Release Form prior to the appointment.
  • More information on permission letters can be found here .
  • Examples of permission letters can be found here and on pages 45-46 of the formatting manual .
  • Review the guidelines on acceptable electronic signatures .

Final Review (after the defense)

Department graduate coordinator will initiate the Final Report Form in DocuSign, generally on the day of the defense. Committee members and department chair/program director are notified to sign.

Final Review: The date you plan to submit all of your final degree forms, including the final, approved version of your dissertation/thesis, to GEPA. GEPA Academic Affairs will review your dissertation/thesis and paperwork, and provide an update via email. There is no meeting.

  • The final review will be scheduled with the GEPA advisor during the preliminary appointment.
  • Finalize content and formatting of the dissertation/thesis. Upload the final version to ProQuest .
  • Upload fully signed Dissertation/Thesis Release Form to ProQuest.
  • If applicable, upload all permission letters to the Kuali  Permission Letter Form . Review the guidelines on acceptable electronic signatures .

SDSU Joint Doctoral Students only:

  • Students initiate the dissertation signature page through DocuSign. Committee member signatures will be collected electronically through DocuSign and the form will be routed electronically to GEPA (see page 12 in the formatting manual for detailed instructions). Students use the JDP signature page link here .
  • Thesis Submission Fee (master’s students only):  All Master’s students pay a thesis submission fee. It will be assessed to Tritonlink once the degree is processed, after the end of the quarter. A billing statement will be emailed when fees are assessed.
  • Filing Fee/Readmission Fee/Readvancement Fee (if applicable): Students may need to pay the filing fee/readmission fee/readvancement fee. Any fees will be discussed during the preliminary appointment and marked on the Final Report Form. Fees will be assessed to Tritonlink once the degree is processed, after the end of the quarter. A billing statement will be emailed when fees are assessed.

Dissertation/Thesis Submission & Formatting Webinar

The Dissertation/Thesis Submission & Formatting webinar is held quarterly and provides an overview of the dissertation/thesis submission process and formatting guidelines.   Please refer to the full formatting manual for detailed formatting information. RSVP for the next webinar via the "Register Now" button in the "Attend a Formatting Webinar" section below this one.

The slides from the January 23rd Winter 2024  dissertation/thesis submission & formatting webinar can be found here .

 If you are unable to attend a webinar, the information is available in 4 topic-based recordings below. 

Recordings:

► Webinar Part One: Degree Filing Process & Submitting Dissertation/Thesis

►  Webinar Part Two: Degree Paperwork

► Webinar Part Three: Dissertation & Thesis Formatting Manual

► Webinar Part Four: Permission Letters

phd thesis submission form

Attend a Formatting Webinar

The next Dissertation/Thesis Submission & Formatting Webinar is on Tuesday, April 16 at 10:00am (PT)

Unable to attend the next Webinar? Click here to access a recorded version . 

Register Now

Dissertation/Thesis Appointments

Request preliminary and final dissertation/thesis appointments via the online calendar. Appointments should be scheduled during the planned graduation quarter.

Schedule Now

phd thesis submission form

Permission Letter Submission Form

Students must submit permission letters from all co-authors, if the dissertation/thesis will use material which has been submitted for publication or has been published.  Letters must be submitted to GEPA via the online form.

Submit Letters Here

DissertationThesisTimeline.png

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Graduate Education

Office of graduate and postdoctoral education, theses & dissertations.

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Review the thesis deadlines, including deadlines for the initial format check and required forms.

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Thesis Manual

Read over the Thesis and Dissertation Manual for an overview of document and format guidelines and more.

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View the checklist of required documents for thesis submission.

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Access needed forms for the thesis and dissertation process.

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Format your thesis or dissertation using our thesis format templates.

Resources to Help You Through the Process

Whether you need to make an appointment or need guidance about copyright rules, the following resources are available to support you:

Spring 2024 Thesis Info Session Resources

  • Watch the Thesis Information Session presentation
  • Access the Thesis Information Session presentation slide deck

Virtual Thesis & Dissertation Appointments

The Graduate Education Thesis and Dissertation coordinator is offering virtual appointments for questions related to:

  • Thesis/dissertation process
  • Format checking feedback
  • Graduation policies and procedures
  • Read about copyright information
  • Attend Library classes and events
  • Learn about citation tools
  • Connect with subject expert librarians
  • Access Library theses and dissertation resources

Conducting & Communicating Research

  • Including Previously-Published Work in Dissertation
  • Effective and Responsible Use of AI in Research  (updated October 30, 2023)
  • Ethical and Responsible Use of AI in Research Projects Presentation
  • Connect with the Naugle CommLab

Pathways to Graduation

Have questions about graduation? Not sure where to begin? The Office of Graduate Education has developed Pathways to Graduation , a self-guided Canvas course which helps to equip graduate students with the tools to succeed and experience a smooth, stress-free road to graduation.

Many policies related to this process are listed in Georgia Tech’s Policy Library. For international students, there are Office of International Education policies on enrollment and optional practical training that you’ll want to become familiar with.

Graduate Thesis Faculty Submission Form

Effective for the summer 2023 term, the policy on advisement of graduate students has been updated in the Catalog . Tenure-track faculty are members of the Graduate Thesis Faculty by default. All other Georgia Tech faculty must be approved by the program and submitted to the Office of Graduate Education. Departments must submit those names, once approved, via our submission form below.

Electronic Submission and Disseminating Your Work

Tech requires all theses and dissertations to be submitted electronically. Once it is approved by your committee, here’s what happens next:

  • Visit the Electronic Thesis and Dissertations (ETD) Submission System . Please follow the instructions, and upload your approved thesis or dissertation as a PDF.
  • Graduate Education will check your uploaded PDF and will notify you if there are any corrections. You must make the corrections, and resubmit the corrected file.
  • If Graduate Education has all the required pre-thesis and thesis-related (or dissertation) documents, we will approve your thesis/dissertation and notify the Office of the Registrar that you are eligible to graduate.
  • You and your committee members will receive an approval notice via Vireo/ETD. Approximately a month after you graduate, your thesis/dissertation will be released for electronic circulation.
  • You can request that your thesis/dissertation be withheld from release for one year for intellectual property reasons. The Graduate Thesis Office ( [email protected] ) must receive a written request from your advisor approving your request at the same time as you submit your other thesis documents. The Request for Withholding form is available via DocuSign.

When you’re ready to share your work with the public, check out the Georgia Tech Digital Repository  on disseminating your thesis or dissertation.

Upcoming Defenses

Phd defense by ravyn malatesta, ph.d. dissertation defense - daniel lippiatt, phd proposal by sathyanarayan sairam jaishankar, phd defense by benjamin chaim hurwitz, ph.d. proposal oral exam - zheng yang.

Check our frequently asked questions (FAQ) to see if your question has already been answered. Else, contact Graduate Education at [email protected] .

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Submitting your thesis/dissertation.

Submission of the final thesis/dissertation must be within 60 days of the final exam. Students who miss the 60 day submission deadline are ineligible to register in future terms.

The Graduate School uses ProQuest to administer the electronic thesis/dissertation (ETD) submission and committee approval process that results in publication in ProQuest Dissertations and Theses (PQDT) database and Cornell’s Library Repository, eCommons. Before initiating the electronic process, students are required to complete the Survey of Earned Doctorates (for doctoral students only). A SED Certification of Completion is provided to the student when the survey has been completed. Once the survey is completed, the final ETD can then be submitted to the Graduate School using the ProQuest system. The SED Certification of Completion is required for submission to ProQuest.

ProQuest Submission Steps

In order to complete the submission process, you will need to have the following:

  • A single PDF file of your thesis or dissertation
  • Your abstract
  • Supplemental material
  • SED Certification of Completion 

Step 1: Begin Submission Process

Master’s students go to  Cornell Master’s ProQuest site, doctoral students go to  Cornell Doctoral ProQuest site. Click on the “sign up and get started today” button and follow instructions to begin the submission process.

Submission Process: Submission steps are outlined on the left menu. You will see the items checked off as you progress through the submission steps. You must click “Save & Continue” at the bottom of each page, even pages on which you do not enter any information. Using the left menu, you can return to any page and make changes until the point of final submission.

Step 2: Publishing Options

Traditional Publishing:  “Traditional Publishing” is automatically selected and is included in the Cornell Thesis and Dissertation filing fees.

Delayed Release:  ProQuest provides six months, and one and two year embargoes. The Graduate School recommends you discuss the publishing options with your advisor. If your advisor is unavailable or has no opinion, the conservative approach is to choose a two-year embargo.

Step 3: Read and Agree to ProQuest and University Distribution License

Both ProQuest and Cornell University distribution licenses will be presented for your acceptance.

Step 4: Enter Thesis/Dissertation Information

In addition to the mandatory information, such as title and abstract, you will have the opportunity to select up to three categories (subject areas) and six key words that describe your ETD. This information will make it easier for others to find your work when searching the web.

Step 5: Upload PDF and Supplemental Files

Upload PDF: Whether you use the PDF conversion tool provided by ProQuest or you convert your document to PDF yourself, review your PDF to ensure your formatting remains as you intended after conversion.

Supplementary Materials: If supplementary materials – such as audio, video, and spreadsheets – are an integral part of your ETD, you can submit them as supplementary files during the online submission process.

Step 6: Upload Required Documents

The SED Certification of Completion if you are a Ph.D. candidate is required for submission to ProQuest.

Step 7: Register for Copyright

You can complete this process through ProQuest for a fee, or you complete the process independently through the U.S. Copyright Office.

Step 8: Order Copies

If you would like to purchase additional copies of your thesis/dissertation for yourself, your field, or your committee members, you may order bound copies through ProQuest (Order Copies page). The required bound archival copy for the library is automatically ordered for you and included in the Cornell thesis and dissertation filing fees.

Select the “Decline – do not order” option if you don’t wish to order additional copies.

Bound copies can also be ordered through Cornell Print Services .

Step 9: Review and Submit

Once the thesis editor has reviewed the formatting of your thesis/dissertation, you will receive an email to let you know whether any corrections are required. You will then have five days to make the changes and upload the revised PDF. You will not be certified for graduation until the formatting of your ETD has been fully approved by the Graduate School. You will receive a confirmation email of final acceptance.

Step 10: Submitting Revised PDF (if needed)

You will receive an email describing the formatting changes needed with instructions and a link for resubmission.

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Thesis & Dissertation

Electronic Thesis & Dissertation (ETD) Resources

phd thesis submission form

Your thesis or dissertation must be  approved   by the Graduate School  by the published  deadline dates  of your graduating term in order to graduate in a given semester. Additionally,  all required forms must be completed by by the published deadlines. 

Please familiarize yourself with the required submission process, copyright registration , and the student and advisor responsibilities prior to the semester you plan to graduate.

You are required to adhere to the Colorado State University Graduate School formatting and submission guidelines. The guidelines found in your department, listed on any other CSU webpages, or any previously published ETDs may not meet current formatting guidelines.

The word “thesis” refers to both the thesis and the dissertation unless otherwise noted.

Submitting Your ETD

Find tips and “how-to” resources below and you may also review detailed instructions on the  O rganizing and  Formatting Your Thesis and Dissertation  page. 

Contact the Graduate School at [email protected] or 970-491-6817 if you still have formatting questions.

ETD Formatting Checklist and Sample Pages

  • Copyright Page is inserted after the Title Page with no page number
  • Abstract Page is ordered after the Copyright Page with small roman numeral ii
  • First page of main text is page 1.
  • All page numbers are 1/2″ from the bottom of the page and centered.
  • Check the Master’s Thesis Title Page Sample , Ph.D. Dissertation Title Page Sample , Abstract Sample Page and Copyright Sample Page to ensure your pages conform.
  • Verify that the title on your Title Page and Abstract matches the title on your GS30 Thesis/Dissertation Submission Form.
  • The Abstract and Acknowledgements are located only in the Preliminary Section.
  • Check that your department name and degree name are correct.
  • Check that your graduation term is correct. (Spring, Summer or Fall and year.)
  • Check margins. Correct margins are 1 inch: top, bottom, left and right.
  • Table captions go above the table.
  • Figure captions go below the figure.
  • All tables and figures must conform to margin requirement.

To assist fellow graduate students in the development of their thesis or dissertation, a pilot project was initiated by the Graduate Student Council to create a trial offering of a LaTeX template. The The CSU Graduate School and the Morgan Library are unable to provide troubleshooting support for students who opt to use this template.  If you opt to use the template, it is  your responsibility  to ensure your thesis or dissertation meets current Graduate School formatting requirements .  Please use only use the template if you are knowledgeable and familiar with the program .  View information on the the   Colorado State University LaTeX Thesis/Dissertation Template .

How-to Guide for Page Numbering

Having trouble getting Microsoft Word to behave? Try using the Page Numbering for a Thesis or Dissertation Guide (PDF) . 

Each semester, Graduate School staff provide a preliminary review of document formatting and help students with common issues. Documents are reviewed in PDF format. If you are using LaTeX, formatting can be checked if you bring a PDF file for review; however, we are unable to offer support for LaTeX.

If you would like your document reviewed for formatting before submitting to ProQuest, please send it as a PDF to [email protected]  by June 27 . We will do one preliminary review. All subsequent revisions must be submitted through ProQuest.

Submit your completed GS30 Thesis & Dissertation Submission form. Access the form in RamWeb , then deliver it to the Graduate School:

  • Ph.D. students must submit the Certificate of Completion from your Survey of Earned Doctorates .
  • If an embargo is required, complete the embargo section on the GS30 form and submit it to the Graduate School. Access the forms in RAMWeb .

Submit your thesis or dissertation electronically to ProQuest/UMI through the Colorado State University Libraries ETD Submission Website .

You are almost there! An email notifying you of any required revisions will be sent from ProQuest to the email address you used to set up your ProQuest account. Please make sure ProQuest is a on your safe sender list or monitor your junk mail.

Checklist: Submitting My Dissertation or Thesis

Main navigation.

The following checklist includes all items that should be prepared in order to complete the submission of your dissertation or thesis, using the Axess Dissertation and Thesis Center  

We recommend that you take all necessary steps in order to upload your dissertation or thesis in time to meet all of the applicable posted deadlines and give your Final Reader plenty of time to approve the dissertation or thesis once it has been uploaded.

Prior to Online Submission

  • Enroll in the quarter for which you intend to submit
  • File online “Application to Graduate” through Axess by the appropriate deadline.
  • Submit Reading Committee Signature Page requirement online.
  • If a committee member is missing, or has been assigned an incorrect role, meet with your department who maintains reading committees and changes permitted within policy.
  • For thesis: The name of your Thesis Advisor and designate them as your Final Reader.
  • Confirm with your department that your candidacy is valid through your degree conferral date.
  • Confirm with your department that you have completed all required university Milestones .
  • Review Copyright Considerations for Authors of Electronic Theses and Dissertations . Discuss embargo and other release options with your co-authors and advisor before preparing the submission online.
  • For students submitting a dissertation: Complete the Survey of Earned Doctorates .

During Online Submission 

Ensure your electronic dissertation or thesis is formatted following these guidelines:

  • One electronic copy of the dissertation or thesis in PDF format.
  • For D.M.A Composition students, score page size is 11" x 17".
  • Type size 10, 11, or 12 point. Smaller fonts are acceptable for tables, captions, etc. 
  • Font style is New Times Roman. If applicable, mathematic/scientific notation fonts are embedded in the PDF file.
  • Line spacing of dissertation or thesis text is 1.5 or 2.
  • Margins are 1.5 inches on the binding edge and 1 inch on all other sides.
  • Text is divided correctly.
  • Title page is formatted correctly.
  • No signature page or copyright page is included.
  • Pagination begins with the first page of the Abstract (page “iv” or if formatted for double-sided printing with the Abstract to appear on the right page, then pagination begins with a blank page as page "iv"). Pagination is continuous and placement of numbers is consistent throughout the manuscript.
  • Dissertation contains no multimedia or large images embedded into the PDF file.
  • The dissertation or thesis is ready-for-publication in appearance. All pages and sections are in order.
  • The dissertation or thesis contains no unnumbered pages, except for the title page which is unpaginated, but is assumed page 'i'.
  • PDF file size does not exceed 1 GB.
  • PDF file has no encryption or other security measures applied.
  • One version of the abstract, containing no special text formatting or HTML, entered into an online submission form.
  • File size(s) do not exceed 1 GB. 
  • Short description or label is applied to each file after upload. 
  • Maximum 20 supplemental files.
  • Agree to Stanford University publication license.
  • Optional: Limit amount of dissertation or thesis content available via third-party distributors.
  • Optional: Creative Commons license selected and applied.
  • Optional: Delayed release (embargo) of the dissertation or thesis.
  • Written permission from the appropriate copyright holder(s) to reproduce any copyrighted material in the dissertation or thesis. Each letter is formatted and uploaded as a single PDF file. Maximum 10 permission files.

After Online Submission

  • Confirm via Axess that your designated Final Reader certifies the submission by noon of the final submission deadline date .
  • For students submitting a dissertation, if you haven't done so already: Complete the Survey of Earned Doctorates .

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Academic Services

Doctoral thesis submission

For postgraduate research students: what you need to know about submitting your thesis for assessment and information on submitting your final thesis to the Library.

Submitting your thesis for assessment

Covid-19 arrangements.

All PGR s are required to submit their thesis electronically both for assessment and for final submission of thesis. Further advice for postgraduate research students on issues related to Covid-19 are available on the University's dedicated webpage.

Coronavirus (Covid-19)

Submission advice

Your College Office is the first point of contact for advice on submitting your thesis.

If your programme of studies is in the College of Arts, Humanities and Social Sciences (CAHSS), use the College's thesis submission guide.

CAHSS Thesis Submission Guide

If your programme of studies is in the College of Medicine and Veterinary Medicine (CMVM), see the College wiki.

CMVM Postgraduate Research wiki

If your programme of studies is in the College of Science and Engineering (CSE), see the College SharePoint site.

CSE Academic Affairs Assessment

Assessment criteria

Grounds for the award of postgraduate research degrees are found in the Postgraduate Degree Regulations in the DRPS . Doctoral theses are assessed under the University's Postgraduate Assessment Regulations for Research Degrees.

Degree Regulations and Programmes of Study - DRPS

phd thesis submission form

Additional guidance

University guidance on thesis format and binding and other information relevant to thesis submission.

phd thesis submission form

Thesis submission forms

Prior to submission, you must inform your supervisor of your intention to submit your thesis for assessment.  The Notice of Intention to Submit form asks your supervisor to confirm that you have discussed your intention to submit with them .  College offices can advise on thesis submission procedures.

Notice of intention to submit

You are not required to submit a lay summary with your notice of intention to submit.

phd thesis submission form

The thesis containing an abstract and lay summary must be submitted to your College Office. 

Final thesis submission

After you have successfully completed your examination, you must submit the final electronic copy of your thesis to your College Office and deposit a copy on PURE.  Your College Office will invite you to submit your final thesis and provide guidance on how to do this. More information can be found on College webpages, the University Library’s theses website,  or by contacting your College Office. 

Once you have submitted your thesis, the College will arrange for your award letter to be issued and for your thesis to be sent to the University Library.

More information on how to deposit the electronic copy of your PhD or MPhil thesis is available from the Library.

University Library's theses website

Contact for regulations advice

Advice on degree and assessment regulations is available from Academic Services.

Susan Hunter

Academic policy officer, contact details.

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Submitting your thesis for examination (PhD, EdD, MD, BusD, MLitt, MSc)

Format of the thesis.

The thesis must:

be written in British English, apart from quotations and recognised technical formulae

be in A4 portrait format

use one-and-a-half spaced type

include any photographs or other illustrations scanned into the text

be saved in the electronic format and naming style specified by your Degree Committee

Examiners are not expected to edit work. They will deal with errors of fact and typographical errors that affect the meaning of your work, as well as larger structural issues. The extent to which the text has or has not been properly prepared may influence their recommendation concerning the award of the degree. You are therefore advised to check your thesis thoroughly prior to submission to ensure clear, formal British English has been used throughout and that there are minimal typing and/or spelling mistakes.

How and when to present the thesis for examination

You must submit an electronic copy of your thesis for examination, and any required accompanying documents, to your Degree Committee by your submission deadline (which can be found under 'Thesis Submission details' on the Academic tile in your CamSIS self-service). You are required to submit your thesis for examination by your deadline even if the date falls over a weekend or holiday period.

Your Degree Committee should provide you with guidance for electronic submission; please contact them directly if you require any assistance.

The thesis you submit to your Degree Committee will be the thesis forwarded to the examiners for examination. It is not possible to 'retract submission' or to send a revised copy directly to your examiners. Therefore you should carefully check the file(s) you upload when submitting your thesis.

Postgraduate students must keep a minimum number of terms of research before they can submit (for example, 9 for the full-time PhD or 15 for the part-time PhD or EdD) unless they have been granted an allowance or exemption of terms . If you attempt to submit too early and have not had an allowance or exemption of terms approved, your thesis submission will not be accepted or will be kept on hold and not forwarded to your examiners until the first day of your 9th (full-time) or 15th (part-time) term.

Requirements

You must include the following bound inside your thesis:

1. A title page displaying:

the full title of the thesis

your full legal name (as it appears on your passport, marriage certificate or deed poll)

your college

the date of submission (month and year)

a declaration stating: "This thesis is submitted for the degree of Doctor of Philosophy/Doctor of Education/Doctor of Business/Doctor of Medicine/Master of Science/Master of Letters (as appropriate)."

2. A declaration in the preface stating:

This thesis is the result of my own work and includes nothing which is the outcome of work done in collaboration except as declared in the preface and specified in the text.

It is not substantially the same as any work that has already been submitted before for any degree or other qualification except as declared in the preface and specified in the text.

It does not exceed the prescribed word limit for the [insert relevant] Degree Committee. (For more information on the word limits for the respective Degree Committees see Word Limits and Requirements of your Degree Committee )

3. An abstract/summary of your thesis

4. [if applicable] the list of additional materials that were approved for submission alongside the thesis

You must also submit the following documents (not included inside the thesis):

Required: One declaration form

Optional: Research Impact Statement If pandemic, war/conflict, or natural disaster have significantly impacted on your research, you are invited to submit a Research Impact Statement with your thesis using the template provided. The purpose of the statement is for you to describe any restrictions or difficulties experienced in undertaking your research as a result of pandemic, war/conflict, or natural disaster, and to provide details of any alternative arrangements made to complete the work for your thesis. Further details for students and supervisors can be found in the Research Impact Statement guidance  and the Research Impact Statement form can be downloaded here . 

Inclusion of additional materials

Students other than those in the Faculty of Music must seek permission through their  CamSIS Self Service page if they wish to submit additional materials for examination alongside their thesis. Additional materials are integral to the thesis but in a format that cannot be easily included in the main body of the thesis (for example, 3D graphics). You should refer to the ' Policy on the inclusion of additional materials with a thesis ' before making an application to include additional materials. This process should be initiated prior to the thesis submission. If a thesis is submitted with additional materials and without permission to include them, it will be held by the Degree Committee until approval is confirmed.

Please bear in mind that if you are granted permission to submit additional materials, you are required to upload the same materials to the University repository, Apollo , when you submit your approved thesis  post-examination (doctoral candidates only). Therefore, the inclusion of additional material that contains uncleared third-party copyright or sensitive material may affect the access level that is most appropriate for your thesis.

Submitting a revised thesis

If you are resubmitting your thesis following a viva outcome of being allowed to revise and resubmit the thesis for examination for a doctoral degree, you need to follow the same procedure as for the original thesis submission .

What happens following submission of the thesis for examination 

When you submit your thesis for examination the Degree Committee will check the submission, acknowledge receipt, and inform Student Registry you have submitted. The Student Registry will update your CamSIS record.

The Degree Committee will forward your thesis to your examiners. If you have not received confirmation of the date of your viva (oral examination) within six weeks of submitting your thesis, or if you have any questions with regard to your thesis at this stage, you should contact your Degree Committee. 

Your Examiners should not ask you for a printed copy of your thesis or other material in advance of your viva (oral examination). If they do, please seek advice from your Degree Committee.

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Dissertations and Theses

The dissertation is the hallmark of the research expertise demonstrated by a doctoral student. It is a scholarly contribution to knowledge in the student’s area of specialization. By researching and writing a dissertation, the student is expected to demonstrate a high level of knowledge and the capability to function as an independent scholar. 

A thesis is a hallmark of some master’s programs. It is a piece of original research, generally less comprehensive than a dissertation, and is meant to show the student’s knowledge of an area of specialization.  

Document Preparation

PhD and master’s students are responsible for meeting all requirements for preparing theses and dissertations. They are expected to confer with their advisors about disciplinary and program expectations and to follow Graduate School procedure requirements.

The Graduate School’s format review is in place to help the document submission process go smoothly for the student. Format reviews for PhD dissertations and master’s theses can be done remotely or in-person. The format review is required at or before the two-week notice of the final defense. 

Access and Distribution

Ohio State has agreements with two organizations— OhioLINK   and   ProQuest/UMI Dissertation Publishing —that store and provide access to Ohio State theses and dissertations.  

Examinations

Graduate degree examinations are a major milestone in all graduate students’ pursuit of their graduate degree. Much hinges on the successful completion of these examinations, including the ability to continue in a graduate program. 

The rules and processes set by the Graduate School ensure the integrity of these examinations for graduate students, the graduate faculty, and for Ohio State. 

Final Semester

During your final semester as a graduate student there are many activities that lead up to commencement and receiving your degree. Complete the final semester checklist and learn more about commencement activities.

Graduation Calendar

Select your expected graduation term below to see specific dates concerning when to apply for graduation, complete your examinations and reports, submit approved thesis and dissertation, commencement, and the end-of semester deadline.

Applications to Graduate Due 1  : January 26, 2024

Examinations and Reports completed by 2  : April 12, 2024

Approved thesis and dissertation submitted and accepted by 3  : April 19, 2024

Commencement 4  : May 5, 2024

End of Semester Deadline 5  : May 6, 2024

Applications to Graduate Due 1  : May 24, 2024

Examinations and Reports completed by 2  : July 12, 2024

Approved thesis and dissertation submitted and accepted by 3  : July 19, 2024

Commencement 4  : August 4, 2024

End of Semester Deadline 5  : August 19, 2024

Applications to Graduate Due 1  : September 6, 2024

Examinations and Reports completed by 2  : November 22, 2024

Approved thesis and dissertation submitted and accepted by 3  : November 27, 2024

Commencement 4  : December 15, 2024

End of Semester Deadline 5  : January 3, 2025

Applications to Graduate Due 1  : January 24, 2025

Examinations and Reports completed by 2  : April 11, 2025

Approved thesis and dissertation submitted and accepted by 3  : April 18, 2025

Commencement 4  : May 4, 2025

End of Semester Deadline 5  : May 5, 2025

1  Applications to graduate include current semester or End-of-Semester deadline. Applications must be received by close of business.

2 Format reviews may occur electronically or in person at the Graduate School during announced business hours.  Both options require submitting a digital version of the dissertation or DMA document draft in a PDF format to  [email protected] .  

3  Approved documents must be submitted via OhioLINK and accepted by the Graduate School by the close of business before the Report on Final Document will be processed.

4  Students not attending commencement must complete the commencement section on the Application to Graduate to indicate how their diploma should be disbursed.

5  A degree applicant who does not meet published graduation deadlines but who does complete all degree requirements by the last business day prior to the first day of classes for the following semester or summer term will graduate the following semester or summer term without registering or paying fees

Still Have Questions?

Dissertations & Theses 614-292-6031 [email protected]

Doctoral Exams, Master's Examination, Graduation Requirements 614-292-6031 [email protected]

The University of Manchester

PGR handbook - School of Environment, Education and Development

Thesis submission and examination

Submission pending.

If you cannot submit your thesis by the end of the standard period of the degree programme, you need to apply for a period of submission pending for the purpose of preparing the thesis for submission. A fee will be payable for any such submission pending registration that is granted by the University.

Thesis presentation

Your thesis should be presented in accordance with University of Manchester guidelines. The University has also prepared a statement on proofreading and some useful information about writing your thesis.

Thesis submission

It is expected that you will complete your PhD within the standard length of the programme. However, the University recognises that there may, on occasion be justifiable reasons for early or indeed late submission. You can also ask for permission to submit your thesis in the non-traditional format (eg three papers tied together).

Thesis submission and open access

Thesis examination.

You can expect your viva examination to take place around six to eight weeks after submission. To find useful information about your viva, tips on how to prepare and examination policies, please visit:

Results and award

The Doctoral Programmes Office will write to you with the outcome of your viva examination, along with the required next steps.

Thesis extensions

Please visit the 'Policies and guidance' section for more information about extending the 'Prescribed Period of Programme':

  • Extension to thesis deadline

Registration on Submission Pending Period

You are expected to complete all research degree work, including the writing up of the thesis, within the standard period of the degree programme.

If you cannot submit your thesis by the end of the standard period of the degree programme, you need to apply to register for a period of submission pending for the purpose of preparing the thesis for submission.

To check eligibility and apply for the registration, please refer to the Faculty Guiding Principles and for the Submission Pending Period and the University Submission Pending Procedure for PGR Students and submit the application to the School PGR Office.

  • Faculty of Humanities Guiding Principles for the Submission Pending Period
  • Submission Pending Procedure for PGR Students

You are required to submit the thesis no later than the end of Submission Pending Period, providing six weeks notice is given and should follow the usual thesis submission procedures.

Progress will be monitored via eProg during the Submission Pending period. Students and supervisors should meet prior to the Submission Pending year to formalise the timetable for thesis writing and to agree on a schedule for supervision during this period. Students who have not submitted their thesis by the end of the Submission Pending period will have their automatic right to submit withdrawn.

To apply for registration to the Submission Pending period, please complete the Submission Pending Application form  in liaison with your supervisory team and send it to [email protected]

A £225 fee will be payable for the submission pending period registration. 

The thesis must be presented according to the University’s ‘Presentation of Theses Policy’. The document can be found here: 

  • Presentation of Theses Policy

Theses that do not adhere to the University’s ‘Presentation of Theses Policy’ may not be accepted for examination. You must submit an electronic version of your thesis through the My Manchester portal .  We recommend using Firefox or Chrome for submissions. Please also ensure that your ‘pop up blocker’ is turned off.

Standard of written English and proofreading information

Theses must achieve a universally acceptable standard of writing. Prior to submitting your thesis, you are advised to have it professionally proofread and corrected. You can find more information about this in the following document:

  • Guidance on Proofreading Your Thesis .

The final draft of the thesis should be submitted to your supervisor(s) before forwarding to the proof-reader.

University statement on proofreading

If a student chooses to approach another person to proofread their written work or seeks to use the services of a proofreading service or agency, they must take account of the following principles:

  • It is the responsibility of students to ensure that all work submitted is their own, and that it represents their own abilities and understanding. Any proofreading of work that is undertaken by a third party must not compromise the student’s own authorship of the work
  • Proofreading undertaken by a third party must not take the form of editing of text, such as the adding or rewriting of phrases or passages within a piece of student’s work
  • Proofreading undertaken by a third party must not change the content or meaning of the work in any way.

No allowance will be made for English not being the first language in the examining of the thesis.

Notice of submission

To prepare your thesis submission, you must give at least six weeks’ notice through eProg. A ‘Notice of Submission Form’ must be completed six weeks prior to your intended submission; this is the first stage in the examination process. Please log in to eProg to give notice of submission.

Please read the University policies related to the thesis examination carefully before submitting your thesis.

  • Examination of Doctoral Degrees Policy
  • eProg Student Guide

Also, we recommend that you prepare for your eThesis submission in advance by:

  • Familiarising yourself with the University's  Presentation of Theses policy
  • Considering any third-party claims on the Intellectual Property (IP) and  copyright  of your thesis
  • Considering and discussing with your supervisor the appropriate access level for your final thesis

Submitting a journal format thesis 

There is no requirement to request permission to submit in journal format. However, it is important that you discuss the relative merits of this format with your supervisory team, and ensure that you pick the right format for you and your project. Further guidance is available in  Journal Format Theses - Guiding Principles for Students and Staff .

Early submission or deadline extension

If there are mitigating circumstances that prevent you from submitting the thesis by the deadline, you must apply for permission to extend the deadline. Please contact your School PGR office for advice.

If you intend to submit your thesis early (three months before your programme end date for a full-time student or six months for part-time students), please contact your School PGR office to apply for special permission to submit early.

All applications for early or late submission need to be formally considered by your school office.

  • Change of Circumstance Application Form

You should seek the advice of the Doctoral Academy when the thesis is nearing a standard suitable for submission and when to give notice of submission in eProg. You should also seek your supervisor’s opinion on your proposed submission date, though please note that whilst this is advised, you may decide when to submit and if to follow the advice of your supervisor(s). Equally, the agreement of the supervisor(s) to the submission of a thesis does not guarantee the award of the degree.

Submission  

The University of Manchester requires the mandatory submission of electronic theses for all PhD, Professional Doctorate and MPhil degrees through the University eThesis system. The Doctoral Academy has responsibility for the handling and processing of PhD theses. For further information on how to submit your thesis electronically please visit: 

You will need to upload to eThesis – Go to ' My Manchester ' and log in using your usual University username and password. We recommend using Firefox or Chrome for submissions. Please also ensure that you ‘pop up block’ is turned off.

Thesis binding

Bound copies of the thesis are not required. However, if you require your own copy, binding services include:

  • U-Print.com
  • MuPrint.com
  • The Document Centre

Guidance for resubmission 

Resubmission procedures are identical to those for first submission except that you must pay a fee, when you submit your Notice of Resubmission form. You must submit a Notice of Resubmission form in eProg at least six weeks before you wish to resubmit. 

It is important that candidates who are required to resubmit their theses will be made aware of any points which the examiners require to be covered in the resubmission. Candidates are expected to liaise with the supervisor(s) regarding the nature of the revisions required. Should any of the points raised by your examiners be unclear you may ask for clarification from your internal examiner. When conducting the examination for a resubmitted thesis, examiners will pay particular attention to the manner in which the candidate has revised the thesis in response to their original report

Open access

What is open access.

Open Access (OA) means that items of scholarly work are made available online, in a digital format, at no charge to the reader and with limited restrictions on re-use.  The University Publications Policy which applies to all research staff and students sets out to ensure that output arising from publically funded research is widely disseminated and made freely accessible. The Policy is based on the Open Access requirements of various research funders:  the Higher Education Funding Council for England (HEFCE), the UK Research Councils (UKRI) and the Wellcome Trust. 

  • The University of Manchester Publications Policy

For you, making your research Open Access can support the development of a researcher profile by increasing visibility of your research and allows you to gain experience of OA without compromising future publication strategies (many publishers do not consider a thesis to be a prior publication).

Postgraduate research thesis

The University's Presentation of Theses policy requires that all final postgraduate research theses are made Open Access within 12 months of submission unless an exception to the policy is required. You will select your preferred access level for your final eThesis submission. This is subject to approval by your supervisor. Most students will be able to comply with the policy by selecting either immediate Open Access or Open Access with a 12-month embargo. It may not be possible for some students to comply with the policy, in which case an exception to the policy can be requested. More information on access requirements for your final postgraduate research thesis can be found via the eThesis Support Service webpages:

  • eThesis Support Service

Final eThesis submissions are available via the institutional repository, Pure , and discoverable via the University’s Research Explorer and Library Search .

For students funded by UK research councils, their PhD theses must also be made open access through the University’s repository (eThesis). Please see more information in the UKRI Terms and Conditions of Research Council Training Grants.

  • UKRI Terms and Conditions of Research Council Training Grants

As a PGR student, what output do I make open access?

If you are publishing research outputs during your time at Manchester, you need to make them Open Access. There are two ways of doing this and the best option for you will depend on your funding situation and output type.

You may wish to publish your work Gold OA, where it’s immediately available on publication via the publisher’s website and with limited restrictions on reuse. This method is required by certain funders. Some publishers levy an Article Processing Charge (APC) for Gold OA, so it is worth investigating your funding options.

Alternatively, most authors will be able to make their work Open Access via a repository, a method known as Green Open Access. The Library can advise you on depositing the appropriate version of your work, and setting any embargo required by the publisher. There is no additional cost associated with Green Open Access.

Further information regarding different types of Open Access, institutional and funder requirements, how to deposit your publication and funding for APCs can be found here:

  • Open Access

Appointment of examiners

Examiners are appointed by the candidate’s School and approved by the Chair of the School PGR Committee. Two examiners (normally one internal and one external) will be appointed, their function being to make a recommendation to the Committee about the award of a research degree. Your supervisor(s) must not serve as the internal examiner.

Consultation in the appointment of nominated examiners

You should be consulted when deciding upon appropriate examiners. Although you do not necessarily have the right to veto any particular nomination, you can appeal against an examiner nomination. If you are unhappy with the choice of examiners you should put your objections in writing to the Doctoral Academy .

Substantial grounds for objecting to a particular examiner might be:

  • That the candidate has had too close a connection with either examiner, on either a personal or professional basis.
  • That there is felt to be too close a relationship between the examiners themselves (e.g. they are partners/relatives or they are directors of the same company).
  • That there is evidence of dispute between an examiner and the candidate.

Oral examination

All candidates for the degree of PhD and MPhil will be required to attend an oral examination. (There are circumstances, however, where the internal and external examiners may agree to dispense with the oral examination for an MPhil thesis.) The oral must take place without undue delay, normally within 12 weeks. The external examiner should liaise with the internal examiner on the timing of the examination of the thesis. The internal examiner may also consult the candidate’s supervisor(s) and the candidate about the oral examination arrangements.

Through the oral, the examiners satisfy themselves that the thesis is the candidate’s own work, and clarify any ambiguities in the thesis. It also allows the candidate to relate the thesis to a broader field of study, and to demonstrate a knowledge and appreciation of adjoining fields which is up to the standard expected for the award of the degree.

Oral examinations must be held on University premises and will be attended by all the examiners. It is the internal examiner’s responsibility to book a room and to notify the PGR Office in eProg, at least ten days in advance, of the date, time and room for the oral. Oral exams are automatically open to University staff, PGR students and the supervisors, but the candidate has the right to exclude any individual.

Useful links in preparation for your viva

  • Postgraduate Online Research Training - Preparing for your viva video
  • Good Viva video
  • Viva Survivor video
  • Vitae - Your viva

Submission and confidentiality of examination reports

Examiners are asked to ensure that there is no unnecessary delay between the examination of a thesis and their submission of a report. Completed examiners' reports (pre-oral and joint Examiners Report Form) must be submitted to eProg within five working days of the oral examination and will be made available to you via eProg once the recommendation has been ratified.

Examination policies

  • Examination of Doctoral Degrees Policy  - full details of the regulations for examination of a PhD thesis
  • Examination of MPhil Degrees Policy  - full details of the regulations for examination of an MPhil thesis
  • Resubmission and Re-examination of Postgraduate Research Degrees Policy  - full details of the regulations for the examination of a resubmitted PhD or MPhil thesis
  • Nomination of Examiners and Independent Chairs for PGR Degree Examinations Policy  - the regulations governing the nomination of examiners for thesis.

Criteria for the award of the degree 

A successful PhD thesis must show evidence of originality and independent critical judgment and constitute an addition to knowledge (such as can reasonably be achieved within the period of registration). Original research is not a basic requirement for the degree of MPhil in the way that it is for the PhD, although naturally it is not ruled out, but the candidate must demonstrate full knowledge of existing scholarship in the field specified by the thesis title, show competence in the relevant methods of research, and present material with clarity and evidence of independent judgment. 

Details of the possible outcomes of your viva examination can be found in relevant Examination Policies .

The Doctoral Academy will write to you with the outcome of your viva examination, along with the required next steps.

When you have been recommended for award of the degree, you will be asked to submit a final version of your thesis through electronic theses submission. 

When you have submitted your final thesis into the eThesis window and it has been checked against the Presentation of Theses Policy, your student record will be completed and marked for graduation.

Appeals procedure

In accordance with the University’s Regulations XIX governing academic appeals, if you believe your case has not been dealt with properly or that the outcome is unreasonable, you may appeal against this decision by writing to the University Student Appeals and Complaints Coordinator .   

Examiners will be made aware, that, under the University’s Regulations Governing Academic Appeals at Postgraduate Research Level, in the event of an appeal, and notwithstanding their confidential nature, the examiners’ reports would be made available later to the Graduate Appeals Committee. 

Before initiating an appeal, you are strongly advised to discuss the matter with your supervisor(s), or the School PGR Director or any other appropriate person in the School. If the matter remains unresolved, you may invoke the formal appeal procedure. 

  • A basic guide to academic appeals

Important note: access to your IT account following degree completion

You have access to IT facilities including email, eProg and personal storage space during the prescribed period of your programme, the submission pending period and the time leading up to and including your thesis examination. Access to these facilities is terminated on the date of graduation. We, therefore, advise you to ensure all data and files you wish to retain beyond the date of your graduation are safely transferred ahead of that date to prevent loss of work.

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PhD/MPhil Thesis submission

What criteria is the thesis examined against.

Please refer to:

  • the criteria the examiners are asked to assess your thesis against on the exam outcome form
  • the Research Degree regulations

Royal Holloway's proofreading scheme

CeDAS oversees the  Royal Holloway proofreading scheme , which enables students to pay for an approved third-party proofreader to identify surface error in final drafts. Please note, the University does not permit the use of paid third-party proofreaders who are not part of this scheme. The Doctoral School is unable to contribute to any costs incurred for proofreading theses.

Does the thesis have to be formatted as a monograph?

If you have as papers (including book chapters, journal articles, or conference proceedings) that you would like to include as part of your thesis, you can either present your thesis:

  • as a monograph with the papers included as supplementary material at the back of the thesis / adapted and incorporated into the main body of the thesis (see Guidelines for including your own published work in a monograph thesis ) 
  • in a format other than a monograph (alternative format)

Find out more about the requirements for the format other than a monograph 

Guidance on formatting your thesis

Instructions and notes on submission

LaTeX templates

Suggested order for pages in the thesis (please note that this a guide only and is not prescriptive):

  • Declaration of authorship
  • Acknowledgements
  • List of contents
  • List of tables/figures/illustrations/accompanying material
  • Body of Thesis
  • Glossary/Abbreviations
  • Bibliography/References

What should be submitted?

The following should be emailed to the  Doctoral School :

  • An electronic PDF copy of your thesis
  • The  declaration of number of words form  (signed by your supervisor)

Your electronic thesis should be submitted before midnight on the date of your submission deadline. The thesis should not be submitted directly to any of the examination team.

Thesis going to be larger than 20MB?

If your thesis is going to be 20MB or larger, you won't be able to share this via email. If this is the case, at least two weeks before your submission deadline, you should email the Doctoral School to request a share link to a thesis deposit folder. You will be given access to a SharePoint folder where you can upload the thesis, and any supporting files in time for your submission deadline.  Please do not zip/compress the files when uploading files to the folder.  In order to complete the thesis submission process, you must also email the Doctoral School attaching your declaration of words to the email. We ask you not to use WeTransfer or Dropbox for this process and not to share files directly via Sharepoint to the Doctoral School Mailbox.

The only exception to submission of electonic theses, is where agreement is in place for a restriction of access for reasons of confidentiality, commercial sensitivity or patents which makes it inappropriate to provide an electronic copy for the examiners.  An application for permission to exclude the need to submit a pre-viva electronic copy of the thesis should be made in writing to the Doctoral School no later than the time of your entry to the examination. This application must be supported by your supervisor.

If any of the examination team request a hard copy of your thesis, the Doctoral School will let you know so that you can make arrangements to provide this. Please be aware that this may be made known to the Doctoral School after submission of your electronic thesis.

Documents which support your submission

If you are submitting physical items to support your thesis, such as a photo books, portfolios etc, please make it known to the Doctoral School at the time of submission, if these should be returned to you after examination. Otherwise, these items will not be returned.

Please ensure that when emailing the Doctoral School, you use your Royal Holloway email account , and also quote your student ID in the subject line of your email.

Is a hard copy of the thesis required?

A hard copy of the thesis is no longer required as a matter of course.  Hard copies for your thesis are only required if:

  • the requirement to submit an electronic copy of your thesis has been waived (see above).  In such cases, you will need to submit three copies of the thesis
  • either / both your examiners specifically request a hard copy.  The Doctoral School will inform you if that is the case once the examiners have accepted their invitation to examine
  • you have a particular reason why you would like to present the thesis as a hard copy to the examiners, in which case you will need to submit three copies of the thesis

 If you are submitting hard copies of your thesis:

  • By post: to the  Student Services Centre , Davison Building, Royal Holloway, Egham TW20 0EX
  • The content  and format of the hard copies must be identical to the electronic copy submitted
  • The theses must be robust enough to endure the examination process and be easily identifiable
  • The theses must be securely bound (e.g. spiral bound, cloth bound, comb bound). If you have queries regarding appropriate binding formats, please email the  Doctoral School .

The hard copy theses should be submitted by 5pm on the submission deadline date.

The University takes the issue of plagiarism and other academic misconduct extremely seriously.   All new PGR students are required to complete the ‘Avoiding Plagiarism’ course in Moodle ( moodle.royalholloway.ac.uk ) prior to their first annual review. This 60 minute interactive online course is designed to ensure that students across all discipline areas follow best practice in referencing, paraphrasing and using citations. 

Please refer to the University’s  Regulations on Academic Misconduct  for what constitutes academic misconduct, as well as the procedures to be followed for the investigation of alleged academic misconduct and possible outcomes

Random submission of theses to Turnitin

To help deter plagiarism, it is University policy to select a random sample of research degree theses, which have been submitted to the Doctoral School, for submission to the plagiarism detection software Turnitin before the examination process is initiated. Exemptions are in place for theses covered by commercial confidentiality agreements. Turnitin reports are reviewed by the School Director of PGR Education.  Should concerns be raised, you will be notified by the Doctoral School.

If you would like to use Turnitin as a formative tool to check your draft work prior to submission, please discuss this option with your supervisor. 

Quick links

BHARATHIAR UNIVERSITY

Coimbatore - 641046, centre for research and evaluation, instructions online application for thesis submission.

  • Kindly read the instructions carefully before you start filling the application form.
  • Register Online at http://erp.b-u.ac.in/erp/scholar/public/
  • The Online Application should be filled and submitted online.
  • Print the online application and handover the printed online application to the Centre for Research and Evaluation, Controller of Examination Building, Bharathiar University, Coimbatore after the prescribed period of research and three moths before the date of submission of thesis. Another copy of the synopsis application should be submitted to the Registrar, Bharathiar University, Coimbatore.
  • Thesis File (below 5MB)
  • Thesis Certificate(Download Certificate here)
  • Declaration Certificate(Download Certificate here)
  • CERTIFICATE OF GENUINESS OF THE PUBLICATION(Download Certificate here)
  • � NO DUE CERTIFICATE� from the Head of Department (applicable only to the University Department candidate).
  • . �NO DUE CERTIFICATE� obtained from the Registrar, Bharathiar University if the Ph.D. scholar is from a Recognised Research Institution or doing Ph.D. under independent study external registration
  • The copy of the challan towards remittance of thesis fee of Rs.6000/- prescribed for those candidates registered on or after 01-04-2001 and the late thesis submission fee, if any, to the Bharathiar University Exam Fund Account in the Bank of India branch at Bharathiar University or Demand Draft drawn on any of the scheduled banks in the Coimbatore City favouring the Registrar, Bharathiar University stating clearly the purpose of remittance.
  • Attested copy of the University communication granting extention of time for submission of the thesis
  • A CD containing the thesis copy in PDF format.
  • The penalty fee for the late submission of Ph.D. Thesis is Rs.500/- (if it exceeds six months from the date of submission of the Synopsis) for every six months till the date of submission of thesis.
  • Actual Postal Expense is to be paid by the candidate at time of the submission of consolidated Report. A fee of Rs.500/- Is to be paid by the candidate for Provisional Certificate along with the Viva voce report.

books

Submission and evaluation

Steps to submission.

Students should be aware that  in each term there is a cut-off date for submitting the thesis for evaluation. If the student misses this date, there are financial and possibly other consequences. Students are advised to verify applicable deadlines.

Prior to submitting the thesis, the student must have fulfilled all of the program's requirements and have submitted the list of examiners.

If the student is in a cotutelle arrangement, he or she should read their cotutelle agreement and check with the academic units of each institution regarding the submission procedures for both universities.

Examiners nomination arrow_drop_down

The list of examiners is proposed by the student in consultation with his or her supervisor. The student must ensure that the nomination form of the examiners has been completed and forwarded using a Service request in his or her Candidate Center (uoZone). The list must be submitted at least one month before the filing date. Any delay in the submission of this form will delay the entire evaluation and defence process and may have financial consequences since the submission of the thesis can not be accepted if the list of examiners has not been submitted .

  • Form - List of examiners for the evaluation of the thesis (PDF)

PhD thesis external examiner arrow_drop_down

Each PhD thesis has an external examiner in addition to the internal examiners. The proposed external examiner should be at arm’s length from the PhD candidate, from the thesis research and from the thesis supervisor. Examiners must be seen to be able to examine the student and the thesis free of substantial conflict of interest.

To enable the faculty to check that external examiners have appropriate expertise and to validate that they are not in conflict of interest, a curriculum vitae must be provided for each proposed examiner. The curriculum vitae should include, the rank, supervisions and a list of publications.

In signing the form with the names of the proposed examiners, the director of the academic unit or delegate is indicating that, to the best of their knowledge, no conflict of interest exists.

For more information, or if there is any question about whether a potential external examiner is at arm’s length, please contact your faculty.

  • Examples of conflict of interest

Submission for evaluation arrow_drop_down

When submitting a thesis for evaluation, the student must be enrolled. It is important that the student submits the final draft to his or her thesis supervisor sufficiently early in the term. By doing so the supervisor can read it, provide feedback and deliver it to the student in a timely manner. Consequently, the student can then make the latest revisions or corrections and submit his or her thesis for evaluation, after having obtained approval from the supervisor that the thesis is ready for evaluation .

Thesis submission method arrow_drop_down

The student has to submit an electronic copy of the thesis in the Candidate Center accessible through uoZone .

Statement of the thesis supervisor arrow_drop_down

The supervisor acknowledges having examined the thesis and propose to submit it to the jury. The thesis supervisor will approve or refute the thesis submission throughout the uoCampus portal.

The thesis supervisor will approve the submission of the thesis if he or she is convinced that the thesis meets the standards of the program of studies. In some cases, the thesis supervisor may ask the student to further develop his or her work.

Students who wish to know their status at this stage must log in to the Candidate Center (uoZone).

Steps to evaluation

Evaluation by the thesis jury.

The jury examiners must evaluate the thesis independently and, during the evaluation process, must not contact other examiners, the thesis supervisor, or the student to discuss the thesis evaluation before they submit their report to the office organizing the evaluation and defence.  

  • Written evaluation of master’s thesis without oral defence and verdicts: See regulation C-7.10.2 of the Academic Regulation on thesis.
  • Written evaluation of master’s thesis with oral defence and verdicts: See regulation C-7.10.2 of the Academic Regulation on thesis.
  • Written evaluation of a doctoral thesis and verdicts: See regulation C-7.10.2 of the Academic Regulation on thesis.

For theses with an oral defence component, the thesis will be evaluated and then defended in person before a jury composed of professors other than the thesis director. Jury members read and evaluate the thesis. They must express their opinion on the thesis, and indicate whether they consider it ready for defence.

Thesis evaluation report with oral defence requirement

All examiners must submit a written and detailed evaluation report. All reports and examiner's name will be sent to the student and the thesis supervisor(s) and to the other examiners, including the president of the defence, prior to the thesis defence.

The examiner's reports must be sufficiently detailed to allow student to prepare for the defence or, if necessary, to make revisions. It is therefore very important for examiners to write relevant comments. An examiner who judges that the thesis is not ready to go to the defence must specify what gaps need to be filled.

  • Are there any flaws in the interpretation of the results or in the method?
  • The presentation is problematic and harms the comprehension of certain passages?

Note that the examiner's comments are also considered when a student is recommended for a prize (thesis with or without oral defence requirement).

Typographical errors should not be listed in the report itself but on a separate page.

Students who wish to know their status at this stage can connect to the Candidate center (uoZone). 

The University of Hong Kong - Graduate School

  • Current Students

Thesis Submission

Turnitin check on theses.

  • Workflow of Compulsory Plagiarism Check on RPg Theses 

Thesis Examination Procedure

  • Flowchart of Thesis Examination Procedure

Guidelines on Thesis Submission

  • Regulations Governing the Format, Binding and Presentation of Theses for Higher Degrees by Research 
  • Preparation, Submission and Examination of Theses (From the Graduate School Handbook)
  • Preparing and Submitting Your Thesis: A Guide for MPhil and PhD Students
  • The Library's Subject Guides on Writing Theses and Dissertations
  • Submission of Dataset of Research (if applicable)
  • Editing of Abstracts of Research Postgraduate Theses 
  • Electronic Thesis Submission (Final Thesis) 
  • Printing of Final Bound Thesis 

COMMENTS

  1. Thesis & Dissertation Submission

    When a program requires a dissertation or thesis, registration in dissertation or thesis coursework is required for at least two semesters. Enrollment in 594 Master's Thesis or 794 Doctoral Dissertation ensures continuous enrollment until the thesis or dissertation has been submitted to the Graduate School. Degrees will be awarded in the ...

  2. Thesis or dissertation submission

    Submit a hold request. On or before the last working day of your intended month of graduation, submit a Thesis/Dissertation Hold Request form (requires login). To complete the form you'll need the following information: Your major, degree, and graduation month and year. The title of your thesis/dissertation.

  3. Thesis & Dissertation Forms

    A form must be completed in full for Graduate Education to finalize. You must complete all forms related to your degree progress in order to be finalized by Graduate Education. For a full list of required documents for thesis submission go to the Thesis Submission Checklist (PDF). Be sure to check the thesis and dissertation form deadlines.

  4. Thesis Submission

    Part 2: Changes made, ready to submit. Step 1: Prepare files for upload. Step 2: Login to thesis.rice.edu. Step 3: View your application. Step 4: Upload the final version of your thesis. Step 5: Upload your administrative and supplemental files. Step 6: Send a message (optional)

  5. Dissertation & Thesis Submission

    Upload a complete dissertation/thesis draft to ProQuest 1 day prior to the appointment. All dissertations/theses must conform to the formatting guidelines. Dissertation/thesis templates are available online. Review the Dissertation/Thesis Release Form prior to the appointment. If applicable, start collecting co-author permission letters.

  6. Theses & Dissertations

    Visit the Electronic Thesis and Dissertations (ETD) Submission System. Please follow the instructions, and upload your approved thesis or dissertation as a PDF. Graduate Education will check your uploaded PDF and will notify you if there are any corrections. You must make the corrections, and resubmit the corrected file.

  7. Submitting Your Thesis/Dissertation : Graduate School

    Submitting Your Thesis/Dissertation. Submission of the final thesis/dissertation must be within 60 days of the final exam. Students who miss the 60 day submission deadline are ineligible to register in future terms. The Graduate School uses ProQuest to administer the electronic thesis/dissertation (ETD) submission and committee approval process ...

  8. Thesis & Dissertation

    Step 3. Submit your completed GS30 Thesis & Dissertation Submission form. Access the form in RamWeb, then deliver it to the Graduate School: Ph.D. students must submit the Certificate of Completion from your Survey of Earned Doctorates. If an embargo is required, complete the embargo section on the GS30 form and submit it to the Graduate School.

  9. Submit Your Dissertation or Thesis

    Instead, Stanford recommends that any patent filings relating to material described in the dissertation or thesis occur prior to submission, whether or not the dissertation or thesis is under delayed release. If you have any questions, please contact Stanford's Office of Technology Licensing at (650) 723-0651 or [email protected].

  10. A Guide to Writing a PhD Thesis

    A PhD thesis is a work of original research all students are requiured to submit in order to succesfully complete their PhD. The thesis details the research that you carried out during the course of your doctoral degree and highlights the outcomes and conclusions reached. The PhD thesis is the most important part of a doctoral research degree ...

  11. Checklist: Submitting My Dissertation or Thesis

    During Online Submission. Ensure your electronic dissertation or thesis is formatted following these guidelines: One electronic copy of the dissertation or thesis in PDF format. Page size is standard U.S. letter size (8.5" x 11"). For D.M.A Composition students, score page size is 11" x 17". Type size 10, 11, or 12 point.

  12. Doctoral thesis submission

    Final thesis submission. After you have successfully completed your examination, you must submit the final electronic copy of your thesis to your College Office and deposit a copy on PURE. Your College Office will invite you to submit your final thesis and provide guidance on how to do this. More information can be found on College webpages ...

  13. Submitting your thesis for examination (PhD, EdD, MD, BusD, MLitt, MSc

    The thesis you submit to your Degree Committee will be the thesis forwarded to the examiners for examination. It is not possible to 'retract submission' or to send a revised copy directly to your examiners. Therefore you should carefully check the file (s) you upload when submitting your thesis. Postgraduate students must keep a minimum number ...

  14. Dissertations and Theses

    The Graduate School's format review is in place to help the document submission process go smoothly for the student. Format reviews for PhD dissertations and master's theses can be done remotely or in-person. The format review is required at or before the two-week notice of the final defense. Dissertation and Thesis Submission.

  15. Thesis submission and examination

    The University of Manchester requires the mandatory submission of electronic theses for all PhD, Professional Doctorate and MPhil degrees through the University eThesis system. ... when you submit your Notice of Resubmission form. You must submit a Notice of Resubmission form in eProg at least six weeks before you wish to resubmit.

  16. Current Students

    Notice of Intent to Submit a Thesis (MPhil and PhD students) Notice of Intent to Submit a Thesis (Joint Programmes) Thesis Submission Form by Supervisor of MPhil/PhD Thesis (207/1116 amended) (For submission of thesis for examination) Thesis Submission E-form: MPhil & PhD (For submission of the finalized thesis to the Univeristy Libraries)

  17. PhD/MPhil Thesis submission

    The following should be emailed to the Doctoral School: An electronic PDF copy of your thesis. The declaration of number of words form (signed by your supervisor) Your electronic thesis should be submitted before midnight on the date of your submission deadline. The thesis should not be submitted directly to any of the examination team.

  18. Thesis Submission

    A CD containing the thesis copy in PDF format. The penalty fee for the late submission of Ph.D. Thesis is Rs.500/- (if it exceeds six months from the date of submission of the Synopsis) for every six months till the date of submission of thesis. Actual Postal Expense is to be paid by the candidate at time of the submission of consolidated Report.

  19. Submission and evaluation

    Any delay in the submission of this form will delay the entire evaluation and defence process and may have financial consequences since the submission of the thesis can not be accepted if the list of examiners has not been submitted . ... Each PhD thesis has an external examiner in addition to the internal examiners. The proposed external ...

  20. Thesis preparation and submission

    The main supervisor is responsible for approaching potential examiners for their students' thesis. Initial discussions normally take place at the student's final milestone review and it is recommended that examiners are approached at least 4-6 weeks before expected submission. Students are entitled to participate in informal discussions ...

  21. Thesis Submission

    Guidelines on Thesis Submission. Regulations Governing the Format, Binding and Presentation of Theses for Higher Degrees by Research. Preparation, Submission and Examination of Theses (From the Graduate School Handbook) Preparing and Submitting Your Thesis: A Guide for MPhil and PhD Students.

  22. List For Phd Forms

    Forms for Submission of Ph.D. Synopsis and Thesis (To be submitted alongwith Synopsis and Thesis) Mon July 15 11:05:35 2019 Form for Final Submission of Ph.D. Thesis (After Defence/Viva-voce Examination) (To be submitted after the Defence alongwith final (TWO Bound) Copies of Thesis) Wed Dec 13 12:17:45 PM 2022: B- APPLICATION / REQUEST FORMAT

  23. PDF Guidelines for Ph.D. thesis submission and No dues at Central ...

    is required at the time of Ph.D. thesis submission: i) Soft copy of the Ph.D. thesis must be mailed to [email protected] in specified single pdf format, which includes the followings: Cover Page printed in BOLD LETTERS: (a)The title at the top (b) Author's name in the middle (c) IIT Delhi