1. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 1 Murdo Gillanders College Office Science and Engineering University of Edinburgh

2. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 2 Administrative aspects for thesis preparation, submission and examination Timetable for submission Expressing your ‘intention to submit’ Thesis format and binding Submission of your thesis (at last) Your examiners Examination Graduation Information to help you and your supervisor

3. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 3 WHEN SHOULD YOU SUBMIT ? After the end of your prescribed period but before the end of your maximum period. Prescribed Period Included in offer letters - full time PhD students: usually 36 months - part time PhD students: usually 72 months - full time MPhil students: usually 24 months - part time MPhil students: usually 48 or 60 months Maximum Period Defined by University Regulations - 12 months after Prescribed Period Student’s responsibility to be aware of timescales

4. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 4 TIMETABLE FOR SUBMISSION Flexiblity ? Severe personal difficulties or medical problems – Authorised interruption of studies (suspension) Difficulty in completing the necessary work on time - Extension Both on request to Head of Graduate School from your Supervisor (as soon as possible, not retrospective)

5. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 5 Concessions Interruption of study Supervisor should apply to College on student’s behalf in good time To “stop the clock” for a defined period Requires a case to be made:- –Illness or other debilitation –Compassionate leave –Resource failure –Employment Requires evidence May result in withdrawal of visa Extension Supervisor should apply to College on student’s behalf in good time –Student running out of time –Student ran out of time –Problems with data or lab work Requires a case to be made:- –An end in sight –A plan for reaching that end BUT a continuation fee is due

6. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 6 Monitoring Student Non-attendance UK BA require the University to monitor the non-attendance of OS students The University’s policy on equality means monitoring of non- attendance is applied to all students For PGR information about the College’s implementation of this policy is available here: http://www.scieng.ed.ac.uk/Postgraduate/PGR_Non- attendance.asp The process is owned by the School Patterns of non-attendance should be reported to the College

7. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 7 Expressing your intention to submit Notification of intention to present a thesis for examination at least 8 weeks prior to submission Access to a thesis and publication of abstract Abstract of thesis Fee for resubmission Regulations relating to submission of thesis Regulatory standards for format and binding thesis Cover sheet Information and forms found at: http://www.scieng.ed.ac.uk/students/index.asp

8. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 8 Regulatory standards for format and binding thesis Size and thickness of paper Layout of text Character Word spacing and division Binding Diagrams and illustrations Notes, bibliography and contents page Type of print Character size Styles - fonts Title page Lettering Published papers Data in electronic form

9. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 9 Submission Bear in mind the length !! College of Science & Engineering PhD - 70,000MPhil 50,000 Other Colleges PhD - 100,000MPhil 60,000 Check the formatting after printing Two signed copies in temporary binding, which remain with the University

10. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 10 Your Examiners Arranged by the College Office in consultation with the Head of School One Internal Examiner One External Examiner Who is eligible to examine me?

11. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 11 Examination Part I - Initial evaluation Part II - The VIVA Report to College Certification of Corrections Approval by College

12. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 12 Final Submission At end of examination process, need to submit final bound version All the forms you need to submit and more information is available online at: http://www.aaps.ed.ac.uk/AcAffairs/pginfo/students.htm

13. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 13 Final Submission Preferred submission method –Hand in one signed hard-bound copy plus CD to the College PG Office Hardbound submission only (for those who began study prior to 1 Sept 2005) –Hand in Two signed copies in permanent binding to the College PG Office

14. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 14 Online availability All theses will be made available online to the general public through the Edinburgh Research Archive. However, a one year repeatable restriction can be applied to the electronic version if it contains sensitive material or if you are in the process of publishing results from it. Please remember to indicate this preference on the form on the CD cover sleeve Restrictions to the hardcopy are separate and must be authorised by your Head of School on the “Access to Thesis” form

15. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 15 Graduation Letter of Award Graduation Registration Form General Council Registration Fee GRADUATION Alumnus

16. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 16 College Office Contacts Murdo Gillanders: 650 5763, murdo.gillanders@ed.ac.ukmurdo.gillanders@ed.ac.uk Overall management of the College postgraduate administration. Advice on regulations, procedures, examination and programme approval Ksenia Siedlecka: 650 7142, Ksenia.Siedlecka@ed.ac.ukKsenia.Siedlecka@ed.ac.uk Kate Farrow: 650 7324, Kate.Farrow@ed.ac.ukate.Farrow@ed.ac.uk Advisory on interruptions, extensions, special circumstances and general procedural enquiries Administration of application forms, Shell and ORS scholarship schemes, update of prospectus and publication material Administration of thesis examination, student progress monitoring and reception and advice service

17. TRANSFERABLE SKILLS FOR PhD STUDENTSTHESIS WORKSHOP 2 - 17 Information to help you College Postgraduate Studies Committee www.scieng.ed.ac.uk/Admin/Committees/pgsc/pgsc.htm Postgraduate Regulations www.drps.ed.ac.uk Assessment Regulations www.aaps.ed.ac.uk/regulations/exam.htm Codes of Practice www.postgrad.ed.ac.uk/publicat/index.htm University guidance on plagiarism www.aaps.ed.ac.uk/regulations/Plagiarism/Intro.htm