The Research Degree Examination Process
Please read and familiarise yourself with the Examination Conventions.
At all stages of the examination process you must read carefully all correspondence emailed to you by:
The Research Student Support Team (RSST) for students in the Faculties of Humanities and Social Sciences (HaSS) and Science, Agriculture and Engineering (SAgE),
or
The Medical Sciences Graduate School (MSGS) for students in the Faculty of Medical Sciences,
and follow the guidance provided. Failure to do so can lead to unnecessary delays.
You should take note of the estimated duration of each stage of the process and be aware that no stage of the process can be shortened or omitted because, for example, you wish to attend a particular Congregation or urgently require your Pass List for employment reasons. Do not underestimate the potential length of the examination process!
Are there any guidelines for the format of the softbound thesis?
What do I submit for examination?
Where do I submit my theses? Is there a submission form?
I’ve submitted my thesis. When will my viva take place?
When will I receive confirmation of the outcome?
I have completed my corrections and would like to resubmit. What should I do now?
When will I hear the outcome of my resubmission?
What is the final stage? When will I receive my Pass List?
I would like to attend a Congregation. How do I apply?
An Example Timeline for an Examination Resulting in a 6 Months Resubmission
I’m almost ready to submit my thesis for examination. What do I need to do next? Do I need to complete any forms?
Yes. Approximately three months prior to your thesis submission deadline, you and your supervisor need to complete an Approval of Title and Nomination of Examiners Form (PDF: 45kb). An internal and an external examiner must be appointed. For staff candidates, two external examiners must be appointed. (For some categories of junior staff member in MSGS the Dean may permit the appointment one internal and one external examiner.)
If you have two external examiners, or the Dean of Postgraduate Studies thinks it appropriate, an internal member of staff (normally from another School or Institute) will be appointed to act as an independent chair at your viva.
The completed application should be signed off by the Head of your School or Institute, or the Director of Postgraduate Research/Postgraduate Research Student Coordinator, and submitted to the RSST or MSGS. You should also include an abstract of your thesis, of approximately 500 words, and a copy of your proposed external examiner’s CV.
Once your title and proposed examiners have been approved, the RSST or MSGS will email you to confirm, and invite you to submit two softbound copies of your thesis by your deadline.
What do I submit for examination?
You should submit two soft-bound copies of your thesis and one e-copy (if submitting after the 23rd September 2013) in the first instance. Please click here for further information about eSubmission.
Are there any guidelines for the format of the softbound thesis?
The guidelines can be found here:
Guidelines for the Submission and Format of Theses (PDF: 49kb)
Remember that you should submit two softbound copies in the first instance, e.g. comb-bound. You should ensure the binding is secure, and not loose-leaf, in a ringbinder or lever-arch file.
The University provides printing and binding services. For further information, please visit the Print Services website.
Where do I submit my theses? Is there a submission form?
If you are a research student in the Faculty of Humanities and Social Sciences or the Faculty of Science, Agriculture and Engineering, you should submit your theses to the Helpdesk based on Level 2 of the King’s Gate Building.
If you are a research student in the Faculty of Medical Sciences, you should submit to the Graduate School based in the Catherine Cookson Building.
Your thesis can be submitted in person; it can be submitted on your behalf; or it can be posted to the appropriate address below. Please do not submit your final softbound theses to your School or Institute Office or supervisor(s) unless they have agreed to deliver your thesis on your behalf.
You must also submit a completed Research Degree Entry Form (PDF: 33kb). Your thesis cannot be examined without this form.
You are advised to ensure that any University debts are cleared in advance of submitting your thesis as the examination will not proceed whilst tuition fees are outstanding.
I’ve submitted my thesis. When will my viva take place?
When you submit your softbound thesis to the RSST or MSGS, a copy will be forwarded to each of your examiners, normally within 2-3 working days. We ask the examiners to read the handbook below, which you might also find useful. It provides information about, for example, what the examiners are looking for in assessing your thesis, the conduct of the viva, and what recommendations they can make:
University Handbook for Examiners of Research Degrees (PDF: 131kb)
The RSST or MSGS will notify your supervisor so that they can consult with both you and your examiners to arrange a date for your viva. Students should not contact their examiners directly. The viva typically takes place within 3 months of the examiners receiving your thesis.
Your examiners must each complete a “Preliminary Report” form and return it to the RSST or MSGS approximately 2 weeks before the date of your viva. You can view the report template below:
Preliminary Report of Examiner for a Doctoral Degree (PDF: 29kb)
Preliminary Report of Examiner for an MPhil Degree (PDF: 33kb)
Once your viva has taken place the examiners must complete a “Joint Report” form, confirming their overall recommendation:
Joint Report of Examiners for a Doctoral Degree (PDF: 41kb)
Joint Report of Examiners for an MPhil Degree (PDF: 39kb)
The completed Joint Report must be returned to the RSST or MSGS, along with a statement of any corrections/revisions required of the thesis. We normally expect to receive the Joint Report within 2 weeks following your viva.
When will I receive confirmation of the outcome?
The RSST or MSGS must be in receipt of both Preliminary Reports and the Joint Report, which will be referred to the Dean of Postgraduate Studies for approval. Only then can we email you to confirm formally the result of your examination. We will email you a copy of your Joint Report, your revisions, and confirmation of your resubmission deadline (if appropriate). If you have revisions, you should consult with your supervisor for advice.
I have completed my corrections and would like to resubmit. What should I do?
You should refer to the email you received confirming the outcome of your first examination. It will provide details of the resubmission process.
If the examiners recommended that you make corrections within 1 month or 6 months, your resubmission will be assessed by your internal examiner only. You should resubmit 1 softbound copy of your revised thesis to the RSST or MSGS. Alternatively, and with your internal examiner’s permission, you may send your internal examiner an electronic copy of your revised thesis. If you do this, you must inform the RSST or MSGS and copy them into your email, so that we can continue to track the progress of your examination.
If the examiners recommended that you make corrections within 12 months, your resubmission will be assessed by both your external and internal examiner. You must submit 2 softbound copies of your revised thesis to the RSST or MSGS. Do not submit them to your School or Institute Office, supervisor(s), or directly to your examiners.
When will I hear the outcome of my resubmission?
Your examiner(s) will be sent the appropriate resubmission reports. Depending on their original recommendation, the examiner(s) must do the following:
1 month resubmission: the internal examiner must inform the RSST or MSGS that you have made the required corrections and should now be awarded the degree.
6 month resubmission: the internal examiner must complete a “Resubmission Report” form confirming their recommendation, and return it to the RSST or MSGS.
12 month resubmission: both the internal and external examiners must each complete an independent Preliminary Report form, followed by a Joint Report form (if necessary) confirming their overall recommendation, and return all reports to the RSST or MSGS.
In all cases, you should note that the examiner(s) can require further corrections.
We ask that your examiners review your revised thesis and return their report(s) within 6 weeks of receiving your resubmission. If you are required to attend a second viva, it’s expected to be arranged within 3 months.
What is the final stage? When will I receive my Pass List?
Once we have received all appropriate reports from your examiner(s), they have been signed by the Dean of Postgraduate Studies, and the recommendation is that you are awarded the degree, we will email you to confirm.
You’ll be asked to submit one hardbound copy of your final thesis, and an electronic copy either on CD or a memory card/stick to the RSST or MSGS (please note that these cannot be returned). Your School or Institute may require a second hardbound copy of your thesis for their library, and will inform you if this is the case. Please note, two hardbound copies are required for all students in Medical Sciences. We’ll provide you with guidance for the format of your thesis:
Guidelines for the Submission and Format of Theses (PDF: 49kb)
You must also submit a Library Declaration form. Access to your thesis will be restricted for a standard six months. If you wish to restrict access to your thesis for longer, you should inform the RSST or MSGS at that time and we will send you the appropriate form.
Library Deposit Licence for Print and Electronic Theses (PDF: 73kb)
When we have received your hardbound thesis and Library Declaration form, we will produce your Pass List and email it to you, along with a “Statement of Qualification” confirming the award of the degree. We will also email a copy of your Pass List to the Congregations Office.
The Congregations Office is responsible for producing your parchment, normally within six to eight weeks of receiving your Pass List. Your degree parchment will be posted to your home address. It is therefore important that you keep the RSST or MSGS informed of any changes of address.
I would like to attend a Congregation. How do I apply?
If you wish to attend a Congregation please register your interest here.
Congregations are held in July and December each year. The Congregations Office must be in receipt of your Pass List usually 2 weeks before the ceremonies are scheduled for your place to be confirmed.
