Overview of Thesis Submission and Examination Helen Buckley, Research Student Administrator, Graduate Studies Office (GSO).

When can I submit my thesis?  Students must register as a PhD candidate for the years originally prescribed.  Students must complete a minimum of 3 years full-time or 6 years part-time.  Students who registered last year must be registered this current academic year.

Change in Registration  To make any changes to your initial approval, the change must be approved by the College by completing a Change Request Form, examples of changes: Change from full-time to part-time or vice versa Change from full-time to part-time or vice versa Leave of absence Leave of absence Change/Addition of Supervisor Change/Addition of Supervisor Extension Extension Change of thesis title Change of thesis title

Pre-Submission  Submit Intention to Submit 3 months in advance.

Old.v. New Regulations  Old Regulations (first registered prior to Oct. 2008) Supervisor is an Internal Examiner Supervisor is an Internal Examiner  New Regulations Supervisor is not an Internal Examiner, but is expected to attend Viva Voce examination. Supervisor is not an Internal Examiner, but is expected to attend Viva Voce examination.

Examination Board  Old Regulations: One Extern Examiner One Extern Examiner One Independent Intern Examiner One Independent Intern Examiner Supervisor/(s) Supervisor/(s)  New Regulations: One Extern Examiner One Extern Examiner One Independent Intern Examiner One Independent Intern Examiner If you are a member of staff of the University, a second Extern is appointed.  Old Regulations – Intern examiner is replaced with a second External Examiner i.e. Two Extern Examiners One Independent Intern Examiner / Supervisor/(s)  New Regulations – Second Extern is appointed Two Extern Examiners One Independent Intern Examiner Independent Chair (not an examiner)

Appointing Examiners  GSO write to Department requesting names of examiners. Approval of Examiners form completed by Department, signed by Head of Department and Head of College. Approval of Examiners form completed by Department, signed by Head of Department and Head of College.  Completed approval of Examiners Form returned to GSO

Approval of Examiners Form

Thesis Submission  Submit to the Graduate Studies Office, 2 nd Floor, West Wing.  Two or Three spiral soft bound copies (depending on the number of examiners)  PhD Submission Form – Signed by all supervisors and Head of Department Note: Student can submit without the signature of the Supervisor, but must be notified that this is against the advice of the DepartmentNote: Student can submit without the signature of the Supervisor, but must be notified that this is against the advice of the Department

What happens after you submit?  Examination process has started.  Graduate Studies Office forward; Thesis to all examiners. Thesis to all examiners. Examiners Report Form Examiners Report Form Guidelines for Submission & Examination of Doctoral Degrees Guidelines for Submission & Examination of Doctoral Degrees  Supervisor is responsible for making arrangements for the viva and communicating details to you and the examination board.  Viva is normally scheduled to take place between 8 and 10 weeks after submission.

Examiners Report Form

Post Viva  Informally examiners may advise you of your result and any corrections.  Where examiners are in agreement, a joint report (typed) is submitted to the Graduate Studies Office Subject Matter of Thesis Subject Matter of Thesis Contribution to Knowledge Contribution to Knowledge Potential for Publication Potential for Publication Particular Strengths / Weaknesses Particular Strengths / Weaknesses Details of Amendments Required Details of Amendments Required Performance during the Viva-Voce Performance during the Viva-Voce Recommendation Recommendation  Where examiners are not in agreement, a report from each examiner must be returned to the Graduate Studies office.

Recommendation Examiner Recommendation Award Pending Hard Copy Award, on condition minor amendments are carried out Pending Hard Copy plus letter from Supervisor/Intern Examiner that amendments have been carried out Award, on condition major amendments are carried out Corrected thesis must be submitted together with letter signed by ALL examiners that amendments have been carried out. Must go through ACGSC for approval Reject, but permit Submission of a revised thesis. 3 soft bound copies to be submitted to GSO. Reject, but allow the Award of a Lower Degree. Reject

Approval of Examiners Report  PhD reports approved at Academic Council Graduate Studies Committee Approx. 10 Meetings per year Approx. 10 Meetings per year pdf  Once approved, GSO will formally write to candidate with the Recommendation.

Awarding of PhD  Student must submit One hardbound thesis One hardbound thesis Library form Library form Ethesis – Electronic copy uploaded onto Cora. Ethesis – Electronic copy uploaded onto Cora. Letter confirming amendments have been carried out: Letter confirming amendments have been carried out:  Minor amendments – letter signed by Intern examiner (new regs) or Supervisor (old regs)  Major amendments – letter signed by all examiners

Conferring Ceremonies  Summer (June 2013) Examiners report returned by March 25th Examiners report returned by March 25th Hardbound Thesis submitted by May 9 th Hardbound Thesis submitted by May 9 th  Autumn (October 2013) Examiners report returned by August 20th Examiners report returned by August 20th Hardbound Thesis submitted by September 3 rd Hardbound Thesis submitted by September 3 rd  Winter/Spring (February 2013) Examiners report returned by January 3rd Examiners report returned by January 3rd Hardbound Thesis submitted by January 16th Hardbound Thesis submitted by January 16th

Deadlines for thesis submission Soft Bound Copies  April start date - 1st working Fri in April (12 th Apr 2013)  July start date - 1st Fri in Jul (5 th Jul 2013  July start date - 1st Fri in Jul (5 th Jul 2013)  Oct start date - 1st Fri in Oct (4 th Oct 2013)  Jan start date - 1st Fri in Jan (3 rd Jan 2014)

DEADLINE for Examiners Report to be submitted to GSO ACGSC Dates 2012/13 Relevant Conferring Cermony *(note below) Deadline for Hardbound thesis (post viva/ examination) 13th August th August 2012Autumn (22nd - 30th October 2012)3rd September th September th September 2012Spring (20th - 22nd Feb 2013)17th January th November th November 2012Spring (20th - 22nd Feb 2013)17th January rd January 20139th January 2013Spring (20th - 22nd Feb 2013)17th January th February th February 2013Summer (June 2013)9th May th March th April 2013Summer (June 2013)9th May th May 20135th June 2013Autumn (October 2013)3rd September th August th August 2013Autumn (October 2013)3rd September rd January 2014 ACGSC Dates for 2013/14 will be scheduled early Sept. 2013, as soon as they are available they will be published on this websiteSpring (February 2013)16th January 2014 *A candidate's conferring is dependent on Examiner's Report being approved at a particular meeting. Subsequent to approval at ACGSC, the candidate must submit their hardbound thesis at least one month in advance of the conferring ceremony.

Websites  Graduate Studies Website – Thesis Submission  University Calendar – PhD Regulations ral%20Examination%20Guidelines%202012%20for% 20calendar.pdf ral%20Examination%20Guidelines%202012%20for% 20calendar.pdf ral%20Examination%20Guidelines%202012%20for% 20calendar.pdf ral%20Examination%20Guidelines%202012%20for% 20calendar.pdf  Office of Media & Communications

Questions