Submission of theses
Preparing to submit
Whilst the responsibility for the writing, preparation and submission of the thesis rests with the student, it is expected that the supervisor will read and comment on the draft, with a view to enabling the student to produce a thesis which is coherent, well-documented and written in good English. It is the student´s, rather than the supervisor´s, responsibility to decide when to submit, taking into account the supervisor´s opinion which, at this stage, is advisory only.
Occasionally, a student may choose to submit his/her thesis without the knowledge or approval of the supervisor. Whilst students are within their rights to do so, it should be noted that Research & Innovation Services is unable to despatch a thesis to the examiners without a fully completed Access to Thesis form which includes all the appropriate signatures. The University strongly recommends that all students inform their supervisor when they are intending to submit. Failure to do so will result in delays in the examination process if examiners have not been appointed at the time of submission.
Number of copies required: first submissions and resubmissions
Two properly bound hard copies of the thesis must be submitted to Research & Innovation Services, as well as an electronic copy which should be provided on a CD or DVD. The two hard copies will be issued to the examiners and the electronic version will be retained by Research & Innovation Services as a master copy. It is essential that the CD/DVD is properly labelled with the student's details (i.e. name, registration number, thesis title). Each copy of the thesis should contain a completed and signed Access to Thesis form, which should be bound into the thesis. A copy of the thesis should also be retained by the student. Please note that students may continue to submit their third master copy as a hard copy instead of an electronic copy, if they choose to do so.
Following the examination process, should any copies of the thesis be returned by the examiners to Research & Innovation Services, these will be returned to the student upon request
Students who are unable to have their thesis properly bound prior to their initial submission or resubmission may submit using a temporary binding, provided that it is not loose-leaf.
Following the examination, should the student be required to make any minor amendments to their thesis (please see sections on After the Oral Examination and Minor Amendments which follow), they may retrieve the electronic master copy from Research & Innovation Services in order to make the final changes. Once the amendments have been approved by the examiners, a hard copy of the final approved thesis must be submitted to Research & Innovation Services. This copy will be deposited in the University Library following conferment of the degree and must therefore be properly bound (see section on Reproduction and Binding). This copy must also contain the completed `Access to Thesis´ form and must state `University Library´ on the front cover.
The University has introduced a policy of submission of an electronic final copy of the thesis. Students registered from 2008-09 onwards are required to also deposit an electronic copy of their final approved thesis on the White Rose eTheses Online server in order to comply with the University´s requirement for eTheses. Students should be aware that their degree will not be awarded until they have fulfilled the requirements to submit a copy of the final approved thesis, including, where applicable, an electronic copy.
Summary of thesis
By regulation, the summary/abstract (which should be prepared by the candidate in consultation with the supervisor) should not exceed 300 words in length. Each bound copy of the thesis must contain a summary/abstract within it.
Access to thesis form
A copy of the completed Access to Thesis form should be included in each submitted copy of the thesis. The Access to Thesis form contains a completed declaration, signed by the student and the supervisor, concerning access to the thesis once it has been deposited in the University Library and, where applicable, online. Copies of the Access to Thesis form are available to download from the link on the right.
Students should note that Research & Innovation Services cannot accept a thesis submitted in person without the Access to Thesis form having been signed by the supervisor (or another senior academic member of the Department if the supervisor is unavailable). If a thesis is submitted by post without the supervisor's signature on the Access to Thesis form, Research & Innovation Services will contact the supervisor to advise them that their signature is required before the thesis can be despatched to the examiners.
Submitting a thesis to Research & Innovation Services
Theses for higher degrees by research must be submitted to Research & Innovation Services (not to the student´s department).
Subject to the examiners having been appointed, a thesis submitted to Research & Innovation Services will normally be despatched to the examiners within three working days. Thesis despatch will be significantly delayed if examiners have not been approved in advance of submission.
If possible, students are asked to submit their thesis in person, so that relevant details, such as contact addresses may be confirmed and the student informed of any outstanding fees which, if unpaid, may result in the degree being withheld.
If unable to submit in person, students should contact Research & Innovation Services to ensure that their thesis has been received, their records updated, and to check if there is any further information required. Failure to contact Research & Innovation Services under these circumstances may result in a delay in the thesis being processed.
Staff candidates are required to pay a fee on submission of the thesis. In 2011-12 this will be £390.
Payments required upon the submission of any thesis may be made at the Income Office, Level 6, University House by cash, personal cheque, bankers draft, credit card or debit card. Payments to be made by credit/debit card can also now be made online.
UCard from submission of thesis
Should a student's time limit run out once they have submitted their thesis (but before their award has been made), they are required to go to the Computer Centre or SSiD in order to have their UCard renewed for a period of three months. If a further period of 3 months is required this process can be repeated until their award is made. Students should ensure that they take their thesis submission receipt with them as proof of eligibility. Following examination, if a student is required to make minor amendments or to resubmit their thesis, then their time limit will be changed accordingly. Therefore they can acquire a new card in line with the new time limit on their student record.