phd thesis submitted

• A Guide to Writing a PhD Thesis

Written by Ben Taylor

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: the culmination of three or four years of full-time work towards producing an original contribution to your academic field.

Your PhD dissertation can therefore seem like quite a daunting possibility, with a hefty word count, the pressure of writing something new and, of course, the prospect of defending it at a viva once you’ve finished.

This page will give you an introduction to what you need to know about the doctoral thesis, with advice on structure, feedback, submission and more.

Pick the right programme for you

There are lots of choices, let us help you to make the right one. Sign up to our weekly newsletter for the latest advice and guidance from our team of experts.

On this page

Beginning your phd thesis.

The first stage of your PhD thesis will usually be the literature review . We’ve already written a detailed guide to what the PhD literature review involves , but here’s what you need to know about this stage of your PhD:

• The literature review is a chance for you to display your knowledge and understanding of what’s already been written about your research area – this could consist of papers, articles, books, data and more
• Rather than simply summarising what other scholars have said about your subject, you should aim to assess and analyse their arguments
• The literature review is usually the first task of your PhD – and typically forms the first part or chapter of your dissertation

After finishing your literature review, you’ll move onto the bulk of your doctoral thesis. Of course, you’ll eventually return to the lit review to make sure it’s up-to-date and contains any additional material you may have come across during the course of your research.

PhD thesis research

What sets your PhD thesis apart from previous university work you’ve done is the fact that it should represent an original contribution to academic knowledge . The form that this original contribution takes will largely depend on your discipline.

• Arts and Humanities dissertations usually involve investigating different texts, sources and theoretical frameworks
• Social Sciences are more likely to focus on qualitive or quantitative surveys and case studies
• STEM subjects involve designing, recording and analysing experiments, using their data to prove or disprove a set theory

Depending on the nature of your research, you may ‘write up’ your findings as you go, or leave it until the dedicated ‘writing-up’ period, usually in the third year of your PhD. Whatever your approach, it’s vital to keep detailed notes of your sources and methods – it’ll make your life a lot easier when it comes to using references in your dissertation further down the line.

PhD thesis vs dissertation

It’s common to use the terms ‘thesis’ and ‘dissertation’ interchangeably, but strictly speaking there is a difference in meaning between them:

• Your thesis is your argument. It’s the conclusions you’ve arrived at through surveying existing scholarship in your literature review and combining this with the results of your own original research.
• Your dissertation is the written statement of your thesis. This is where you lay out your findings in a way that systematically demonstrates and proves your conclusion.

Put simply, you submit a dissertation, but it’s the thesis it attempts to prove that will form the basis of your PhD.

What this also means is that the writing up of your dissertation generally follows the formulation of your doctoral thesis (it’s fairly difficult to write up a PhD before you know what you want to say!).

However, it’s normal for universities and academics to use either (or both) terms when describing PhD research – indeed, we use both ‘thesis’ and ‘dissertation’ across our website.

Can I use my Masters research in my PhD thesis?

If you’re studying an MPhil, it’s normal to ‘ upgrade ’ it into a PhD. Find mroe information on our guide.

PhD thesis structure

Having completed your initial literature review and conducted your original research, you’ll move onto the next phase of your doctoral dissertation, beginning to sketch out a plan that your thesis will follow.

The exact structure and make-up of your doctoral thesis will vary between fields, but this is the general template that many dissertations follow:

• Introduction – This sets out the key objectives of your project, why the work is significant and what its original contribution to knowledge is. At this point you may also summarise the remaining chapters, offering an abstract of the argument you will go on to develop.
• Literature review – The introduction will generally lead into a write-up of your literature review. Here you’ll outline the scholarly context for your project. You’ll acknowledge where existing research has shaped your PhD, but emphasise the unique nature of your work.
• Chapters – After you’ve finished introducing your research, you’ll begin the bulk of the dissertation. This will summarise your results and begin explaining the argument you have based on them. Some PhDs will also include specific chapters on methodology and / or a recreation of the data you have developed. Others will develop your argument over a series of stages, drawing on sources and results as relevant.
• Conclusion – The dissertation will end with a final chapter that pulls together the different elements of your argument and the evidence you have provided for it. You’ll restate the significance of your project (and its all-important original contribution to knowledge). You may also take the opportunity to acknowledge the potential for further work or opportunities to apply your findings outside academia.
• Bibliography and appendices – At the end of your thesis, you’ll need to include a full list of the books, articles and data you’ve referenced in a bibliography. You may also need to provide additional information in the form of an appendix.

How long is a PhD thesis?

The length of a PhD thesis varies from subject to subject, but all are far longer than those for undergraduate or Masters degrees. Your university will usually set an upper limit – typically between 70,000 and 100,000 words, with most dissertations coming in at around 80,000 words.

Generally speaking, STEM-based theses will be a little shorter than those in the Arts, Humanities and Social Sciences.

Different universities (and departments) will have different policies regarding what counts towards the PhD thesis word count, so make sure you’re aware what is expected of you. Check with your supervisor whether references, the bibliography or appendices are included in the word count for your dissertation.

How many chapters should a PhD thesis have?

There’s no hard and fast rule for the numbers of chapters in a PhD thesis, but most will have four or five chapters (in addition to the introduction and conclusion). This is the sort of thing you’ll discuss with your supervisor when planning out your research.

Writing up your PhD thesis

Once you’ve conducted your research and settled upon your thesis, there’s only one thing left to do: get it down on paper. Appropriately enough, this final part of a PhD is often referred to as the ‘ writing up period ’.

This is when you produce the final dissertation, which will be submitted as the basis for your viva voce exam. The nature of this task can vary from PhD to PhD.

In some cases you may already have a large amount of chapter drafts and other material. ‘Writing up’ therefore becomes a process of re-drafting and assembling this work into a final dissertation. This approach is common in Arts and Humanities subjects where PhD students tend to work through stages of a project, writing as they go.

Alternatively, you may have spent most of your PhD collecting and analysing data. If so, you’ll now ‘write up’ your findings and conclusions in order to produce your final dissertation. This approach is more common in STEM subjects, where experiment design and data collection are much more resource intensive.

Whatever process you adopt, you’ll now produce a persuasive and coherent statement of your argument, ready to submit for examination.

PhD thesis feedback

Your supervisor will usually give you feedback on each chapter draft, and then feedback on the overall completed dissertation draft before you submit it for examination. When the thesis is a work-in-progress, their comments will be a chance for them to make sure your research is going in the right direction and for you to ask their advice on anything you’re concerned about. This feedback will normally be given in the form of a supervisory meeting.

Although your PhD supervisor will be happy to give you advice on your work, you shouldn’t expect them to be an editor – it’s not their responsibility to correct grammatical or spelling mistakes, and you should make sure any drafts you submit to them are as error-free as possible. Similarly, they won’t be willing to edit your work down to fit a particular word count.

Finishing your PhD thesis

When you’ve finished the final draft of your doctoral thesis and it’s been approved by your supervisor, you’ll submit it for examination. This is when it’s sent to the examiners who will conduct your viva.

Submitting your thesis involves printing enough copies for your examiners and the university’s repository. Don’t leave this until the last minute – printing multiple copies of a 300-page document is a substantial undertaking and you should always allow enough time to account for any possible glitches or issues with the printing process.

Your viva will usually take place within three months of submitting your thesis. You can find out more in our dedicated guide to the PhD viva . After your viva, your examiners will give you a report that confirms whether or not you need to make any changes to your thesis, with several different potential outcomes:

• Pass – You’ve received your doctoral qualification!
• Minor corrections – These are usually fairly small edits, tweaks and improvements to your thesis, which you’ll be given three months to implement
• Major corrections – For these substantial changes, you may have to rewrite part of your dissertation or complete extra research, with a six-month deadline

Most PhD students will need to fix some corrections with their thesis (hopefully not major ones). It’s very rare for a dissertation to be failed.

Once you’ve made any necessary changes to your thesis, you’ll submit it one last time (usually electronically).

If you have plans to publish all or part of your work, you may want to request an embargo so that it won’t be visible to the public for a certain time. 12 months is a fairly standard time period for this, although you may want to ask for a longer embargo if you know that you want to turn your thesis into a book or monograph.

Take a look at our programme listings and find the perfect PhD for you.

Our postgrad newsletter shares courses, funding news, stories and advice

You may also like....

The PhD is the most common variety of doctorate, but others are awarded in specific disciplines or sometimes particular countries.

Joint PhD programmes involve collaboration between two (or more) different universities. So how does that work? Who can apply? And what are the advantages (and disadvantages) of researching in this way?

Integrated PhD programmes consist of a one-year Masters followed by three years of PhD research. Find out more about what it's like to study an integrated PhD, how to apply and the funding options available.

Thinking of applying for the Doctor of Engineering (EngD)? Our guide covers everything you need to know about the qualification, including costs, applications, programme content, and how it differs from a PhD.

A PhD isn't the only option for postgraduate researchers. Our guides explain professional doctorates, joint degrees and compare other qualification types.

How does the value of an MPhil compare with a PhD, and why might you choose the Masters over the doctorate?

FindAPhD. Copyright 2005-2024 All rights reserved.

Unknown    ( change )

Have you got time to answer some quick questions about PhD study?

Select your nearest city

You haven’t completed your profile yet. To get the most out of FindAPhD, finish your profile and receive these benefits:

• Monthly chance to win one of ten £10 Amazon vouchers ; winners will be notified every month.*
• The latest PhD projects delivered straight to your inbox
• Access to our £6,000 scholarship competition
• Weekly newsletter with funding opportunities, research proposal tips and much more
• Early access to our physical and virtual postgraduate study fairs

Or begin browsing FindAPhD.com

or begin browsing FindAPhD.com

*Offer only available for the duration of your active subscription, and subject to change. You MUST claim your prize within 72 hours, if not we will redraw.

Create your account

Looking to list your PhD opportunities? Log in here .

• What Is a PhD Thesis?
• Doing a PhD

This page will explain what a PhD thesis is and offer advice on how to write a good thesis, from outlining the typical structure to guiding you through the referencing. A summary of this page is as follows:

• A PhD thesis is a concentrated piece of original research which must be carried out by all PhD students in order to successfully earn their doctoral degree.
• The fundamental purpose of a thesis is to explain the conclusion that has been reached as a result of undertaking the research project.
• The typical PhD thesis structure will contain four chapters of original work sandwiched between a literature review chapter and a concluding chapter.
• There is no universal rule for the length of a thesis, but general guidelines set the word count between 70,000 to 100,000 words .

What Is a Thesis?

A thesis is the main output of a PhD as it explains your workflow in reaching the conclusions you have come to in undertaking the research project. As a result, much of the content of your thesis will be based around your chapters of original work.

For your thesis to be successful, it needs to adequately defend your argument and provide a unique or increased insight into your field that was not previously available. As such, you can’t rely on other ideas or results to produce your thesis; it needs to be an original piece of text that belongs to you and you alone.

What Should a Thesis Include?

Although each thesis will be unique, they will all follow the same general format. To demonstrate this, we’ve put together an example structure of a PhD thesis and explained what you should include in each section below.

Acknowledgements

This is a personal section which you may or may not choose to include. The vast majority of students include it, giving both gratitude and recognition to their supervisor, university, sponsor/funder and anyone else who has supported them along the way.

1. Introduction

Provide a brief overview of your reason for carrying out your research project and what you hope to achieve by undertaking it. Following this, explain the structure of your thesis to give the reader context for what he or she is about to read.

2. Literature Review

Set the context of your research by explaining the foundation of what is currently known within your field of research, what recent developments have occurred, and where the gaps in knowledge are. You should conclude the literature review by outlining the overarching aims and objectives of the research project.

3. Main Body

This section focuses on explaining all aspects of your original research and so will form the bulk of your thesis. Typically, this section will contain four chapters covering the below:

• your research/data collection methodologies,
• your results,
• a comprehensive analysis of your results,
• a detailed discussion of your findings.

Depending on your project, each of your chapters may independently contain the structure listed above or in some projects, each chapter could be focussed entirely on one aspect (e.g. a standalone results chapter). Ideally, each of these chapters should be formatted such that they could be translated into papers for submission to peer-reviewed journals. Therefore, following your PhD, you should be able to submit papers for peer-review by reusing content you have already produced.

4. Conclusion

The conclusion will be a summary of your key findings with emphasis placed on the new contributions you have made to your field.

When producing your conclusion, it’s imperative that you relate it back to your original research aims, objectives and hypotheses. Make sure you have answered your original question.

Finding a PhD has never been this easy – search for a PhD by keyword, location or academic area of interest.

How Many Words Is a PhD Thesis?

A common question we receive from students is – “how long should my thesis be?“.

Every university has different guidelines on this matter, therefore, consult with your university to get an understanding of their full requirements. Generally speaking, most supervisors will suggest somewhere between 70,000 and 100,000 words . This usually corresponds to somewhere between 250 – 350 pages .

We must stress that this is flexible, and it is important not to focus solely on the length of your thesis, but rather the quality.

How Do I Format My Thesis?

Although the exact formatting requirements will vary depending on the university, the typical formatting policies adopted by most universities are:

What Happens When I Finish My Thesis?

After you have submitted your thesis, you will attend a viva . A viva is an interview-style examination during which you are required to defend your thesis and answer questions on it. The aim of the viva is to convince your examiners that your work is of the level required for a doctoral degree. It is one of the last steps in the PhD process and arguably one of the most daunting!

For more information on the viva process and for tips on how to confidently pass it, please refer to our in-depth PhD Viva Guide .

How Do I Publish My Thesis?

Unfortunately, you can’t publish your thesis in its entirety in a journal. However, universities can make it available for others to read through their library system.

If you want to submit your work in a journal, you will need to develop it into one or more peer-reviewed papers. This will largely involve reformatting, condensing and tailoring it to meet the standards of the journal you are targeting.

Browse PhDs Now

Join thousands of students.

Join thousands of other students and stay up to date with the latest PhD programmes, funding opportunities and advice.

Study at Cambridge

About the university, research at cambridge.

• Undergraduate courses
• Events and open days
• Fees and finance
• Postgraduate courses
• How to apply
• Postgraduate events
• Fees and funding
• International students
• Continuing education
• Executive and professional education
• Courses in education
• How the University and Colleges work
• Term dates and calendars
• Visiting the University
• Annual reports
• Equality and diversity
• A global university
• Public engagement
• Give to Cambridge
• For Cambridge students
• For our researchers
• Business and enterprise
• Colleges & departments
• Email & phone search
• Museums & collections
• Undergraduate and Postgraduate Taught
• Postgraduate examinations
• Writing, submitting and examination
• PhD, EdD, MSc, MLitt
• Cambridge students
• New students overview
• Pre-arrival courses
• Student registration overview
• Information for New Students overview
• Step-by-step guide for new students
• Information for Continuing Students overview
• Step-by-step guide for continuing students
• Frequently Asked Questions overview
• Who needs to register
• When to register
• Received registration in error/not received registration email
• Problems creating an account
• Problems logging in
• Problems with screen display
• Personal details changed/incorrectly displayed
• Course details changed/incorrectly displayed
• Accessing email and other services
• Miscellaneous questions
• Contact Form
• Citizenship Correction Document Upload
• First few weeks
• Manage your student information overview
• Student record overview
• Camsis overview
• Extended Self-Service (ESS)
• Logging into CamSIS
• What CamSIS can do for you
• Personal information overview
• Changing your name
• Changing Colleges
• Residing outside the University's precincts
• Applying for person(s) to join you in Cambridge
• Postgraduate students overview
• Code of Practice for Master's students
• Code of Practice for Research Students
• Postgraduate student information
• Requirements for research degrees
• Terms of study
• Your progress
• Rules and legal compliance overview
• Freedom of speech
• Public gatherings
• Disclosure and barring service overview
• Cambridge life overview
• Student unions
• Extra-curricular activities overview
• Registering societies
• Military, air, and sea training
• Food and accommodation
• Transport overview
• Bicycles and boats
• Your course overview
• Undergraduate study
• Postgraduate study overview
• Changes to your student status (postgraduates only) overview
• Applying for a change in your student status (postgraduates only)
• Changing your mode of study
• Withdrawing from the University
• Allowance/exemption of research terms
• Withdrawal from Study
• Reinstatement
• Changing your course registration
• Changing your department/faculty
• Changing your supervisor
• Exemption from the University composition fee
• Confirmation of Study: Academic Verification Letters
• Extending your submission date
• Medical intermission (postgraduates)
• Non-medical intermission (postgraduates)
• Returning from medical intermission
• Working away
• Working while you study
• Postgraduate by Research Exam Information
• Research passports
• Engagement and feedback
• Student elections
• Graduation and what next? overview
• Degree Ceremonies overview
• The ceremony
• Academical dress
• Photography
• Degree ceremony dates
• Eligibility
• The Cambridge MA
• Degree certificates and transcripts overview
• Academic Transcripts
• Degree Certificates
• After Graduation
• Verification of Cambridge degrees
• After your examination
• Exams overview
• Undergraduate and Postgraduate Taught overview
• All students timetable
• Undergraduate exam information overview
• Postgraduate examinations overview
• Examination access arrangements overview
• Research programmes
• Taught programmes
• Writing, submitting and examination overview
• PhD, EdD, MSc, MLitt overview
• Research Best Practice
• Preparing to submit your thesis
• Submitting your thesis
• Word limits
• The oral examination (viva)
• After the viva (oral examination)
• After the examination overview
• Degree approval and conferment overview
• Final thesis submission
• Examination allowances for certain Postgraduate degrees (except PhD, MSc, MLitt and MPhil by thesis degrees)
• Requesting a review of the results of an examination (postgraduate qualifications)
• Higher degrees overview
• Higher doctorates
• Bachelor of divinity
• PhD under Special Regulations
• Faith-provision in University exams
• Publication of Results
• Exam Support
• Postgraduate by Research
• EAMC overview
• Annual Reports of the EAMC
• Dates of meetings
• Frequently asked questions
• Guidance notes and application forms
• Resources overview
• Build your skills overview
• Skills Homepage
• What skills can I develop? overview
• Digital, technology use and technical skills
• Entrepreneurship & Enterprise
• Interpersonal, communication and social skills
• Leadership & Management
• Learning, thinking, and reasoning skills
• Planning and organisation skills
• Presentation, negotiation and influencing skills
• Self-management skills
• Writing, analytical and reporting skills
• Development activities overview
• Academic study
• Community and Volunteering
• Entrepreneurship
• Professional Development
• Societies & Committees
• Theatre, Film & Arts
• Research students
• Fees and financial assistance overview
• Financial assistance overview
• General eligibility principles and guidance
• Cambridge Bursary Scheme funding overview
• What you could get
• Scottish students
• EU students
• Clinical medics and vets
• Independent students
• Extra scholarships and awards
• Postgraduate Wellbeing Advice
• The Crane Fund
• Undergraduate Financial Assistance Fund
• Postgraduate Financial Assistance Fund
• Realise Financial Assistance Fund
• External Support 
• Support from your Funding Sponsor
• Guidance for Academic Supervisors and College Tutors
• Fees overview
• Funding overview
• Mosley, Worts, and Frere Travel Funds
• Support for UKRI Studentship Holders
• Student loans overview
• US loans overview
• Application procedure
• Entrance and Exit Counselling
• Cost of attendance
• What type of loan and how much you can borrow
• Interest rates for federal student loans
• Proof of funding for visa purposes
• Disbursement
• Satisfactory academic progress policy
• In-School Deferment Forms
• Leave of absence
• Withdrawing and return to Title IV policy
• Rights and Responsibilities as a Borrower
• Managing Repayment
• Consumer information
• Submitting a thesis — information for PhD students
• Private loans
• Veteran affairs benefits
• Frequently Asked Questions
• Student support

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 a single file 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). If you are not a self-funded student, the terms and conditions of your funding may require you to submit your thesis earlier than the date shown in CamSIS. If you are unsure what your funder-expected submission date is, you should contact your Funding Administrator. 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) unless they have been granted an allowance or exemption of terms . The thesis may be submitted from the first day of the term in which this requirement is met, provided that full-time students have also met the minimum residence requirement (unless they have been granted an allowance 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. If you have an application for an allowance or exemption of terms under consideration in CamSIS at the time you submit your thesis, your thesis will be kept on hold until a decision on your application is made.

Requirements

You must include the following bound inside your thesis:

Please ensure the pages are in the correct order. This is very important - if these preliminary pages are in a different order in your final hardbound thesis to your thesis submitted for examination, this could cause problems and delay approval for your degree.

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, or, is being concurrently submitted, for any degree, diploma or other qualification at the University of Cambridge or any other University or similar institution except as declared in the preface and specified in the text. It does not exceed the prescribed word limit for the relevant Degree Committee.'

The declaration does not need to be signed . 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. Content such as figures, tables, photographs, bibliography, or appendices is contained within the submitted thesis and would not normally constitute separate additional materials. Additional materials are integral to the thesis but in a format that cannot be easily included in the 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. Talk to your supervisor and contact your Degree Committee if you require any advice. The application 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.

© 2024 University of Cambridge

• Contact the University
• Accessibility
• Freedom of information
• Privacy policy and cookies
• Statement on Modern Slavery
• Terms and conditions
• University A-Z
• Undergraduate
• Postgraduate
• Research news
• About research at Cambridge
• Spotlight on...

PhD Thesis Guide

This phd thesis guide will guide you step-by-step through the thesis process, from your initial letter of intent to submission of the final document..

All associated forms are conveniently consolidated in the section at the end.

Deadlines & Requirements

Students should register for HST.ThG during any term in which they are conducting research towards their thesis. Regardless of year in program students registered for HST.ThG in a regular term (fall or spring) must meet with their research advisor and complete the  Semi-Annual PhD Student Progress Review Form to receive credit.

Years 1 - 2

• Students participating in lab rotations during year 1, may use the optional MEMP Rotation Registration Form , to formalize the arrangement and can earn academic credit by enrolling in HST.599. 
• A first letter of intent ( LOI-1 ) proposing a general area of thesis research and research advisor is required by April 30th of the second year of registration.
• A second letter of intent ( LOI-2 ) proposing a thesis committee membership and providing a more detailed description of the thesis research is required by April 30th of the third year of registration for approval by the HST-IMES Committee on Academic Programs (HICAP).

Year 4 

• Beginning in year 4, (or after the LOI-2 is approved) the student must meet with their thesis committee at least once per semester.
• Students must formally defend their proposal before the approved thesis committee, and submit their committee approved proposal to HICAP  by April 30 of the forth year of registration.
• Meetings with the thesis committee must be held at least once per semester. 

HST has developed these policies to help keep students on track as they progress through their PhD program. Experience shows that students make more rapid progress towards graduation when they interact regularly with a faculty committee and complete their thesis proposal by the deadline.

Getting Started

Check out these resources  for finding a research lab.

The Thesis Committee: Roles and Responsibilities

Students perform doctoral thesis work under the guidance of a thesis committee consisting of at least three faculty members from Harvard and MIT (including a chair and a research advisor) who will help guide the research. Students are encouraged to form their thesis committee early in the course of the research and in any case by the end of the third year of registration. The HST IMES Committee on Academic Programs (HICAP) approves the composition of the thesis committee via the letter of intent and the thesis proposal (described below). 

Research Advisor

The research advisor is responsible for overseeing the student's thesis project. The research advisor is expected to:

• oversee the research and mentor the student;
• provide a supportive research environment, facilities, and financial support;
• discuss expectations, progress, and milestones with the student and complete the  Semi-Annual PhD Student Progress Review Form each semester;
• assist the student to prepare for the oral qualifying exam;
• guide the student in selecting the other members of the thesis committee;
• help the student prepare for, and attend, meetings of the full thesis committee, to be held at least once per semester;
• help the student prepare for, and attend, the thesis defense;
• evaluate the final thesis document.

The research advisor is chosen by the student and must be a faculty member of MIT* or Harvard University and needs no further approval.  HICAP may approve other individuals as research advisor on a student-by-student basis. Students are advised to request approval of non-faculty research advisors as soon as possible.  In order to avoid conflicts of interest, the research advisor may not also be the student's academic advisor. In the event that an academic advisor becomes the research advisor, a new academic advisor will be assigned.

The student and their research advisor must complete the Semi-Annual PhD Student Progress Review during each regular term in order to receive academic credit for research.  Download Semi Annual Review Form

*MIT Senior Research Staff are considered equivalent to faculty members for the purposes of research advising. No additional approval is required.

Thesis Committee Chair

Each HST PhD thesis committee is headed administratively by a chair, chosen by the student in consultation with the research advisor. The thesis committee chair is expected to:

• provide advice and guidance concerning the thesis research; 
• oversee meetings of the full thesis committee, to be held at least once per semester;
• preside at the thesis defense; 
• review and evaluate the final thesis document.

The thesis committee chair must be well acquainted with the academic policies and procedures of the institution granting the student's degree and be familiar with the student's area of research. The research advisor may not simultaneously serve as thesis committee chair.

For HST PhD students earning degrees through MIT, the thesis committee chair must be an MIT faculty member. A select group of HST program faculty without primary appointments at MIT have been pre-approved by HICAP to chair PhD theses awarded by HST at MIT in cases where the MIT research advisor is an MIT faculty member.**

HST PhD students earning their degree through Harvard follow thesis committee requirements set by the unit granting their degree - either the Biophysics Program or the School of Engineering and Applied Sciences (SEAS).

** List of non-MIT HST faculty approved to chair MIT thesis proposals when the research advisor is an MIT faculty member.

In addition to the research advisor and the thesis committee chair, the thesis committee must include one or more readers. Readers are expected to:

• attend meetings of the full thesis committee, to be held at least once per semester;
• attend the thesis defense; 

Faculty members with relevant expertise from outside of Harvard/MIT may serve as readers, but they may only be counted toward the required three if approved by HICAP.

The members of the thesis committee should have complementary expertise that collectively covers the areas needed to advise a student's thesis research. The committee should also be diverse, so that members are able to offer different perspectives on the student's research. When forming a thesis committee, it is helpful to consider the following questions: 

• Do the individuals on the committee collectively have the appropriate expertise for the project?
• Does the committee include at least one individual who can offer different perspectives on the student's research?  The committee should include at least one person who is not closely affiliated with the student's primary lab. Frequent collaborators are acceptable in this capacity if their work exhibits intellectual independence from the research advisor.
• If the research has a near-term clinical application, does the committee include someone who can add a translational or clinical perspective?  
• Does the committee conform to HST policies in terms of number, academic appointments, and affiliations of the committee members, research advisor, and thesis committee chair as described elsewhere on this page?

[Friendly advice: Although there is no maximum committee size, three or four is considered optimal. Committees of five members are possible, but more than five is unwieldy.]

Thesis Committee Meetings

Students must meet with their thesis committee at least once each semester beginning in the fourth year of registration. It is the student's responsibility to schedule these meetings; students who encounter difficulties in arranging regular committee meetings can contact Henrike Besche at hbesche [at] mit.edu (hbesche[at]mit[dot]edu) . 

The format of the thesis committee meeting is at the discretion of the thesis committee chair. In some cases, the following sequence may be helpful:

• The thesis committee chair, research advisor, and readers meet briefly without the student in the room;
• The thesis committee chair and readers meet briefly with the student, without the advisor in the room;
• The student presents their research progress, answers questions, and seeks guidance from the members of the thesis committee;

Please note that thesis committee meetings provide an important opportunity for students to present their research and respond to questions. Therefore, it is in the student's best interest for the research advisor to refrain from defending the research in this setting.

Letters of Intent

Students must submit two letters of intent ( LOI-1 and LOI-2 ) with applicable signatures. 

In LOI-1, students identify a research advisor and a general area of thesis research, described in 100 words or less. It should include the area of expertise of the research advisor and indicate whether IRB approval (Institutional Review Board; for research involving human subjects) and/or IACUC approval (Institutional Animal Care and Use Committee; for research involving vertebrate animals) will be required and, if so, from which institutions. LOI-1 is due by April 30 of the second year of registration and and should be submitted to HICAP, c/o Traci Anderson in E25-518. 

In LOI-2, students provide a description of the thesis research, describing the Background and Significance of the research and making a preliminary statement of Specific Aims (up to 400 words total). In LOI-2, a student also proposes the membership of their thesis committee. In addition to the research advisor, the proposed thesis committee must include a chair and one or more readers, all selected to meet the specified criteria . LOI-2 is due by April 30th of the third year of registration and should be submitted to HICAP, c/o Traci Anderson in E25-518.

LOI-2 is reviewed by the HST-IMES Committee on Academic Programs (HICAP) to determine if the proposed committee meets the specified criteria and if the committee members collectively have the complementary expertise needed to advise the student in executing the proposed research. If HICAP requests any changes to the proposed committee, the student must submit a revised LOI-2 for HICAP review by September 30th of the fourth year of registration. HICAP must approve LOI-2 before the student can proceed to presenting and submitting their thesis proposal. Any changes to the thesis committee membership following HICAP approval of LOI-2 and prior to defense of the thesis proposal must be reported by submitting a revised LOI-2 form to HICAP, c/o tanderso [at] mit.edu (Traci Anderson) . After final HICAP approval of LOI-2, which confirms the thesis committee membership, the student may proceed to present their thesis proposal to the approved thesis committee, as described in the next section.

Students are strongly encouraged to identify tentative thesis committee members and begin meeting with them as early as possible to inform the direction of their research. Following submission of LOI-2, students are required to hold at least one thesis committee meeting per semester. Students must document these meetings via the Semi- Annual PhD Student Progress Review form in order to receive a grade reflecting satisfactory progress in HST.ThG.

Thesis Proposal and Proposal Presentation

For MEMP students receiving their degrees through MIT, successful completion of the Oral Qualifying Exam is a prerequisite for the thesis proposal presentation. For MEMP students receiving their degrees through Harvard, the oral qualifying exam satisfies the proposal presentation requirement.

Proposal Document

Each student must present a thesis proposal to a thesis committee that has been approved by HICAP via the LOI-2 and then submit a full proposal package to HICAP by April 30th of the fourth year of registration. The only exception is for students who substantially change their research focus after the fall term of their third year; in those cases the thesis proposal must be submitted within three semesters of joining a new lab. Students registering for thesis research (HST.THG) who have not met this deadline may be administratively assigned a grade of "U" (unsatisfactory) and receive an academic warning.

The written proposal should be no longer than 4500 words, excluding references. This is intended to help students develop their proposal-writing skills by gaining experience composing a practical proposal; the length is comparable to that required for proposals to the NIH R03 Small Research Grant Program. The proposal should clearly define the research problem, describe the proposed research plan, and defend the significance of the work. Preliminary results are not required. If the proposal consists of multiple aims, with the accomplishment of later aims based on the success of earlier ones, then the proposal should describe a contingency plan in case the early results are not as expected.

Proposal Presentation

The student must formally defend the thesis proposal before the full thesis committee that has been approved by HICAP.

Students should schedule the meeting and reserve a conference room and any audio visual equipment they may require for their presentation. To book a conference room in E25, please contact Joseph Stein ( jrstein [at] mit.edu (jrstein[at]mit[dot]edu) ).

Following the proposal presentation, students should make any requested modifications to the proposal for the committee members to review. Once the committee approves the proposal, the student should obtain the signatures of the committee members on the forms described below as part of the proposal submission package.

[Friendly advice: As a professional courtesy, be sure your committee members have a complete version of your thesis proposal at least one week in advance of the proposal presentation.]

Submission of Proposal Package

When the thesis committee has approved the proposal, the student submits the proposal package to HICAP, c/o Traci Anderson in E25-518, for final approval. HICAP may reject a thesis proposal if it has been defended before a committee that was not previously approved via the LOI-2.

The proposal package includes the following: 

• the proposal document
• a brief description of the project background and significance that explains why the work is important;
• the specific aims of the proposal, including a contingency plan if needed; and
• an indication of the methods to be used to accomplish the specific aims.
• signed research advisor agreement form(s);
• signed chair agreement form (which confirms a successful proposal defense);
• signed reader agreement form(s).

Thesis Proposal Forms

• SAMPLE Title Page (doc)
• Research Advisor Agreement Form (pdf)
• Chair Agreement Form (pdf)
• Reader Agreement Form (pdf)

Thesis Defense and Final Thesis Document

When the thesis is substantially complete and fully acceptable to the thesis committee, a public thesis defense is scheduled for the student to present his/her work to the thesis committee and other members of the community. The thesis defense is the last formal examination required for receipt of a doctoral degree. To be considered "public", a defense must be announced to the community at least five working days in advance. At the defense, the thesis committee determines if the research presented is sufficient for granting a doctoral degree. Following a satisfactory thesis defense, the student submits the final thesis document, approved by the research advisor, to Traci Anderson via email (see instructions below).

[Friendly advice: Contact jrstein [at] mit.edu (Joseph Stein) at least two weeks before your scheduled date to arrange for advertising via email and posters. A defense can be canceled for insufficient public notice.]

Before the Thesis Defense 

Committee Approves Student to Defend: The thesis committee, working with the student and reviewing thesis drafts, concludes that the doctoral work is complete. The student should discuss the structure of the defense (general guidelines below) with the thesis committee chair and the research advisor. 

Schedule the Defense: The student schedules a defense at a time when all members of the thesis committee will be physical present. Any exceptions must be approved in advance by the IMES/HST Academic Office.

Reserve Room: It is the student's responsibility to reserve a room and any necessary equipment. Please contact imes-reservation [at] mit.edu (subject: E25%20Room%20Reservation) (IMES Reservation) to  reserve rooms E25-140, E25-141, E25-119/121, E25-521. 

Final Draft: A complete draft of the thesis document is due to the thesis committee two weeks prior to the thesis defense to allow time for review.  The thesis should be written as a single cohesive document; it may include content from published papers (see libraries website on " Use of Previously Published Material in a Thesis ") but it may not be a simple compilation of previously published materials.

Publicize the Defense:   The IMES/HST Academic Office invites the community to attend the defense via email and a notice on the HST website. This requires that the student email a thesis abstract and supplemental information to  jrstein [at] mit.edu (Joseph Stein)  two weeks prior to the thesis defense. The following information should be included: Date and time, Location, (Zoom invitation with password, if offering a hybrid option), Thesis Title, Names of committee members, with academic and professional titles and institutional affiliations. The abstract is limited to 250 words for the poster, but students may optionally submit a second, longer abstract for the email announcement.

Thesis Defense Guidelines

Public Defense: The student should prepare a presentation of 45-60 minutes in length, to be followed by a public question and answer period of 15–30 minutes at discretion of the chair.

Committee Discussion:  Immediately following the public thesis presentation, the student meets privately with the thesis committee and any other faculty members present to explore additional questions at the discretion of the faculty. Then the thesis committee meets in executive session and determines whether the thesis defense was satisfactory. The committee may suggest additions or editorial changes to the thesis document at this point.

Chair Confirms Pass: After the defense, the thesis committee chair should inform Traci Anderson of the outcome via email to tanderso [at] mit.edu (tanderso[at]mit[dot]edu) .

Submitting the Final Thesis Document

Please refer to the MIT libraries  thesis formatting guidelines .

Title page notes. Sample title page  from the MIT Libraries.

Program line : should read, "Submitted to the Harvard-MIT Program in Health Sciences and Technology, in partial fulfillment of the the requirements for the degree of ... "

Copyright : Starting with the June 2023 degree period and as reflected in the  MIT Thesis Specifications , all students retain the copyright of their thesis.  Please review this section for how to list on your title page Signature Page: On the "signed" version, only the student and research advisor should sign. Thesis committee members are not required to sign. On the " Accepted by " line, please list: Collin M. Stultz, MD, PhD/Director, Harvard-MIT Program in Health Sciences and Technology/ Nina T. and Robert H. Rubin Professor in Medical Engineering and Science/Professor of Electrical Engineering and Computer Science.

The Academic Office will obtain Professor Stultz's signature.

Thesis Submission Components.  As of 4/2021, the MIT libraries have changed their thesis submissions guidelines and are no longer accepting hard copy theses submissions. For most recent guidance from the libraries:  https://libguides.mit.edu/mit-thesis-faq/instructions  

Submit to the Academic Office, via email ( tanderso [at] mit.edu (tanderso[at]mit[dot]edu) )

pdf/A-1 of the final thesis should include an UNSIGNED title page

A separate file with a SIGNED title page by the student and advisor, the Academic Office will get Dr. Collin Stultz's signature.

For the MIT Library thesis processing, fill out the "Thesis Information" here:  https://thesis-submit.mit.edu/

File Naming Information:  https://libguides.mit.edu/

Survey of Earned Doctorates.  The University Provost’s Office will contact all doctoral candidates via email with instructions for completing this survey.

Links to All Forms in This Guide

• MEMP Rotation Form (optional)
• Semi-Annual Progress Review Form
• Letter of Intent One
• Letter of Intent Two

Final Thesis

• HST Sample thesis title page  (signed and unsigned)
• Sample thesis title page  (MIT Libraries)

• Share on twitter
• Share on facebook

10 tips for writing a PhD thesis

Ingrid curl shares simple rules for keeping your work clear and jargon-free.

• Share on linkedin
• Share on mail

Writing up a PhD can often take place in a frenzy of activity in the last few months of your degree study, after years of hard work. But there are some steps that you can take to increase your chances of success.

• Do not be daunted by the task of “writing up”. Work on the text as your PhD takes shape, remember that all writers need editing, and help yourself by using these basic tips to make life easier. Read what great writers say about how to write before you start, and take their advice to heart. There is no dark art to clear, concise work; it is mostly a result of editing, and editing again. Above all, keep Elmore Leonard’s advice in mind: “If it reads like writing…rewrite it.”
• Plan the structure of your thesis carefully with your supervisor. Create rough drafts as you go so that you can refine them as you become more focused on the write-up. Much of writing comprises rewriting so be prepared to rework each chapter many times. Even Ernest Hemingway said: “The first draft of everything is shit.”
• Academic writing does not have to be dry. Inject some flair into your work. Read advice on writing and remember George Orwell’s words in Why I Write : “Never use the passive where you can use the active”; and Mark Twain’s on adjectives: “When you catch an adjective, kill it.” If you prefer, Stephen King said: “The road to hell is paved with adverbs.”
• Do not write up in chronological order. Work on each chapter while it is fresh in your mind or pertinent to what you are doing at that moment, but come back to it all later and work it up into a consistent, coherent piece, restructuring sections where necessary.
• Think carefully about your writing. Write your first draft, leave it and then come back to it with a critical eye. Look objectively at the writing and read it closely for style and sense. Look out for common errors such as dangling modifiers, subject-verb disagreement and inconsistency. If you are too involved with the text to be able to take a step back and do this, then ask a friend or colleague to read it with a critical eye. Remember Hemingway’s advice: “Prose is architecture, not interior decoration.” Clarity is key.
• Most universities use a preferred style of references. Make sure you know what this is and stick to it. One of the most common errors in academic writing is to cite papers in the text that do not then appear in the bibliography. All references in your thesis need to be cross-checked with the bibliography before submission. Using a database during your research can save a great deal of time in the writing-up process. Helpful software includes EndNote or Paperpile. Managing your bibliography from day one may seem obsessive but it will save you a great deal of time and stress by the end of the PhD process.
• Use a house style. Professional publications such as Times Higher Education use a house style guide to ensure consistency in spelling. For example, do not use both -ise spellings and -ize spellings, stick to British spelling and be consistent when referring to organisations or bodies. Because dictionaries vary in their use of hyphenation, use one dictionary and stick to it throughout the writing process. If you consult the New Oxford Dictionary for Writers and Editors , you will note the extraordinary number of words with alternative spellings. It can also be a very useful guide to preferred spellings, use of italicisation and foreign phrases.
• Take care when quoting from other sources. Ensure you note whether the italic emphasis is in the original and take careful notes when you are collecting quotes for your thesis. Transcribe them accurately to save work later and keep original spellings (even if they differ from your chosen style) to ensure fidelity to your source.
• Think about plagiarism. If you are quoting from works, quote from them accurately and paraphrase where necessary for your argument. This is where careful note-taking and use of references is invaluable and will help you to avoid even inadvertently plagiarising another work.
• Remember that your thesis is your chance to present your work in the best possible light. Consider your opening paragraphs, entice your reader with your writing and above all be clear about your hypothesis and your conclusion. Append material where it adds value but not where it merely bulks out your work. Consider your reader at all times. This is your chance to showcase your work.

If you stick to these simple rules, your writing will be clear and jargon-free. Above all, take to heart Orwell’s advice: “Never use a foreign phrase, a scientific word, or a jargon word if you can think of an everyday English equivalent.”

Ingrid Curl is associate editor of  Times Higher Education , and a former PhD student.

Register to continue

Why register?

• Registration is free and only takes a moment
• Once registered, you can read 3 articles a month
• Sign up for our newsletter

Or subscribe for unlimited access to:

• Unlimited access to news, views, insights & reviews
• Digital editions
• Digital access to THE’s university and college rankings analysis

Already registered or a current subscriber? Login

Related articles

How to submit a PhD thesis

The final few months of a PhD can often be the hardest, so here are a few tips from a doctoral candidate who recently submitted her thesis

Relaxed thesis requirements ‘devalue’ PhD, candidates fear

Leading Finnish university will require fewer publications for article-based doctorates, as well as fewer course credits

College pay gap for Oxford tutorial fellows drives ‘ill will’

Wealthiest halls able to offer allowances worth more than twice as much as those at less moneyed outposts

Monash seeks to improve postgraduate progression in Indonesia

New partnership with local universities gives ‘priority’ pathway to Indonesian campus, plus PhD training for lecturers

Featured jobs

Submit Your Dissertation or Thesis

Main navigation.

To assist you during the submission process, review this Checklist for Submitting My Dissertation or Thesis .

Submission Requirements

You will not be able to submit your dissertation or thesis through the Dissertation & Thesis Center in Axess unless you have met all requirements outlined below.

• You must be registered for classes or on an approved Graduation Quarter during the term in which your dissertation or thesis is submitted. 

An application to graduate should be filed through Axess early in the degree quarter but no later than the date specified in the academic calendar for that quarter. View details in this article: How do I Apply to Graduate?

When you apply to graduate, you will be instructed to enter the title of your dissertation or thesis. You are not eligible to submit your work until an application to graduate has been filed for the current quarter.  

In order to submit your work in Axess, you must ensure:

• Your candidacy is valid
• Your reading committee is accurate
• You’ve completed all relevant milestones

If you have any questions about the status of your milestones, accuracy of your reading committee, or your candidacy end date, reach out to the Student Services Officer in your department.  

• You will be unable to submit your dissertation or thesis until your eForm has been approved. Please see How to Submit Your Reading Committee Signature Page for full instructions.

Please note: Students with unmet financial obligations resulting in the placement of a hold will not receive a diploma until the hold is released by Student Financial Services. Be sure your financial obligations are in order before submission of the dissertation. 

Considerations During Submission

Consider these other items during the submission process of your dissertation or thesis.

Managing copyright is an important responsibility in your academic career.

For this reason, all students are required to review a resource on Copyright Considerations prior to submission of a thesis or dissertation for publication by Stanford, produced by Stanford Libraries in consultation with the Office of the General Counsel.

You are encouraged to review this resource as early as possible in the dissertation or thesis preparation process.

During the online submission process, you, as the author, will sign the Stanford University Thesis and Dissertation Publication License.

By accepting the terms of this agreement, you are granting Stanford the non-exclusive, worldwide, perpetual, irrevocable right to reproduce, distribute, display and transmit the dissertation or thesis. Read the full text of the agreement.

Stanford will make your full dissertation or thesis available online through its library website, and may also make it available through third-party search engines and distributors. Supplementary material submitted along with the dissertation or thesis will be available only from Stanford Libraries website .

On occasion, when a dissertation or thesis author enters into a contract with a publisher, the publisher requests the author to "pull back" their dissertation or thesis to limit accessibility. Stanford can often accommodate these requests, in which case the thesis or dissertation will be available only to those in hard copy, or those with a Stanford network account. Indexing of the document will continue to be allowed, however.  Pull-back requests should be submitted using a Services Ticket:  http://services.stanford.edu    Be sure to include a copy of the publisher's request in your ticket.

A dissertation or thesis author has the option to apply a Creative Commons license during submission.

Because Stanford will make your dissertation or thesis publicly accessible, readers may locate your publication and may wish to use parts of it in their own work. Because you hold the copyright to your work, your permission for that reuse is necessary.

By applying a Creative Commons license to your work, you make clear to users the terms and conditions under which they may reuse your material, obviating the need for them to contact you directly. Applying a Creative Commons license does not take away any of your rights; rather, it makes clear to readers of your work what kind of reuse you permit.

You may optionally apply for one Creative Commons license. Stanford Libraries recommends the "Attribution Non-Commercial" license, because it encourages open access and collaboration in the scholarly process. For more information on Creative Commons license options, please visit the Creative Commons website .

For specific questions about applying a Creative Commons license to your submission, please submit a help request , which will be reviewed by the library.

You, as the author, have the option to delay the release of a dissertation or thesis to search engines outside of Stanford and other third-party distributors. Under an embargo, the dissertation or thesis will be available online to Stanford-authenticated users, but not to readers outside the Stanford network.

Release delay options are: six months, one year, or two years. Embargos of longer than two years require the review and approval of the Subcommittee on Exceptions to Graduate Policy (S-EGP).

The embargo option may be appropriate for a student who wants to delay access to the dissertation or thesis for a limited amount of time in order to pursue other publications.

Embargos and Patent Protection

Please note that the laws of different jurisdictions vary on what constitutes a public disclosure that could prevent or impede one’s ability to obtain patent protection for inventions disclosed therein.

Stanford takes no position with regards to whether the delayed release of a dissertation or thesis will safeguard the ability to obtain patent protection for inventions disclosed therein.  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] .

Embargos and Grant-Funded Research

If your thesis or dissertation includes any research conducted as part of an active grant-funded project, discuss the embargo option with the project's principal investigator. 

Embargos and Multiple Authorship

Multiple authorship has implications with respect to copyright and public release of the material. Be sure to discuss copyright clearance and embargo options with your co-authors and your advisor well in advance of preparing your dissertation or thesis for submission.  Embargoes may be lifted early at the request of the author.

Embargos and Copyright Permissions

You may not select embargoed status in lieu of obtaining appropriate copyright permissions. A dissertation or thesis, in its entirety, will be governed by only one level of distribution at any given time; the work may not be subdivided with sections disseminated under differing levels of distribution.

If you have any questions about whether you should embargo your dissertation or thesis, please consult with your advisor.

Extending Embargos

Students who designate an embargo period (of six months or one year) during the initial submission, may later wish to either extend their original embargo period (to one year or two years from the time of submission).

To make such a request, submit a help request to the Office of the Registrar no later than four weeks before your original embargo selection expires.

Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

Thesis submitted, but not published – can I put the title on my CV?

My thesis was submitted, but not published by the library or online yet.

I would like to put its title on my CV. Is this OK? Or is it kind of risky?

• 3 Has it been accepted/signed off by your committee? If so, and the only reason it isn't in the library is due to embargo (to allow time for filing patents, submitting journal articles, etc) then you can say "To appear (date)". –  Ben Voigt Commented Nov 25, 2016 at 16:35
• It's only submitted, not accepted yet –  Martin Commented Nov 25, 2016 at 18:25
• 8 What kind of risks in particular are you worried about? The only generally important thing is that the information in your C.V. must be accurate. If your thesis has been submitted, but not accepted, then say "(submitted)". –  lighthouse keeper Commented Nov 25, 2016 at 19:21
• So i can add the title of thesis? –  Martin Commented Nov 25, 2016 at 19:30
• 3 I don't see any reason not to. But as has been pointed out, you need to make clear the status of your thesis. –  lighthouse keeper Commented Nov 25, 2016 at 19:32

3 Answers 3

There is no obvious reason why including the title of your thesis in your CV might be risky. Just make sure that all information is presented accurately. If your thesis has been submitted, but not accepted, then say "(submitted)".

You wrote the paper, and know the material, so yes, you can cite your paper. Just make sure that its (submitted/unpublished) status is disclosed correctly.

Yes, just ask your supervisor. The risk is to your university if it turns out totally bogus.

• 1 It's not Martin's responsibility to ask his supervisor. If the title is bogus, then it's the university's fault for setting him up with a bogus thesis title. –  lighthouse keeper Commented Nov 26, 2016 at 8:19
• 1 What is this "setting him up with a [...] thesis title" of which you speak? A PhD thesis is the work of the student; that includes the title. (Of course, every PhD student should get preliminary feedback from their advisor before submitting their thesis, including feedback on the title, not to mention regular feedback on the developing content over the preceding several months/years.) –  JeffE Commented Nov 26, 2016 at 18:18
• @JeffE: My thoughts went into the same direction as the part in brackets. In addition, the direction of the PhD thesis is often heavily influenced by the advisor, even if the phrase "set him up with" might actually be too strong in general. –  lighthouse keeper Commented Nov 27, 2016 at 17:27

You must log in to answer this question.

Not the answer you're looking for browse other questions tagged phd thesis cv ..

• Featured on Meta
• Join Stack Overflow’s CEO and me for the first Stack IRL Community Event in...
• Bringing clarity to status tag usage on meta sites

Hot Network Questions

• Is this a misstatement of Euclid in Halmos' Naive Set Theory book?
• Paying a parking fine when I don't trust the recipient
• What sci-fi show was Ernie watching in the show My Three Sons?
• DFT warn: LUMO = HOMO
• Somebody used recommendation by an in-law – should I report it?
• Text processing: Filter & re-publish HTML table
• Can't identify logo for a 135N68A MOSFET. Hunting for datasheet. Any ideas?
• What are the steps to write a book?
• Can the Fourier transform of a test function vanish on an interval?
• How would the following changes affect this monster's CR?
• Guesstimate a multiple choice exam
• Engaging students in the beauty of mathematics
• Defining a grid in tikz using setlength vs. explicitly setting a length parameter
• Is it true that before modern Europe, there were no "nations"?
• Transit Visa Requirement with a self-transfer in Paris
• Torah service on shabbat with no kohanim and not enough yisraelim
• Mistake on car insurance policy about use of car (commuting/social)
• What does it mean for a predicate to be ground?
• Is the white man at the other side of the Joliba river a historically identifiable person?
• A journal has published an AI-generated article under my name. What to do?
• Why does ATSAM3X8E have two separate registers for setting and clearing bits?
• Paragraph indents dissapeared suddenly
• Who was the French detective mentioned in Hitchcock's "Shadow of a Doubt"?
• Correct anonymization of submission using Latex

Faculty of Science

• Faculty of SCIENCE
• Doctoral theses

Guide for future doctors and assessors

The Faculty of Science can award:

• the doctoral degree in natural sciences – doctor scientiarum (dr.scient.)
• the doctoral degree in agronomy – doctor agronomiae (dr.agro.)

What is a doctoral degree?

The doctoral degree in the university’s highest academic degree and shall be awarded in acknowledgement of the author’s considerable scientific insight and maturity, and of the author having contributed substantially to the advancement of science. The award of the doctoral degree shall be based on a dissertation which is defended at a public, oral defense session.

Co-author statement

If a doctoral thesis, or parts hereof, is the result of group work it is necessary to enclose a statement signed by the co-authors and by the author himself/herself regarding the extent and character of each person contribution to the work. SCIENCE's co-authorship statement must be used.

The detailed rules about the awarding of a doctoral degree can be read in The Faculty of Science’s supplementing rules and procedures in connection with the Ministry of Education’s order on doctoral degrees (only in Danish) and in the University of Copenhagen’s Internal Rules and Guides regarding doctoral theses  (only in Danish).

Preparation, submission and evaluation

For more detailed rules and guidelines for preparation, submitting and evaluation of a doctoral thesis refer to the Faculty of Science’s Guide for the Author of a Doctoral Thesis.

When a doctoral thesis is submitted for evaluation at SCIENCE an assessment committee is formed. The assessment committee usually consists of 2-3 members whose task is to secure an independent and qualified evaluation of the thesis. The assessment committee must follow the “ Guidelines by the Faculty of Science for preparing evaluation committee recommendations in connection with doctoral theses ”.

When a thesis is submitted, suggestions for members of the assessment committee must be enclosed, along with CV and a list of publications from the suggested persons. Doctoral theses must be submitted electronically to  [email protected].

Screening for duplicate text

In support of the effects encouraging good scientific practice, the Faculty of Science routinely screens all doctoral theses for duplicate text prior to the actual evaluation ( learn more ).

The role of the opponent

If you are going to be opponent or leader of the defense at a doctoral thesis defense we recommend that you in advance read the " Guide for the chairperson of the doctoral defence and the opponents in connection with doctoral theses at the Faculty of Science ".

The administrative management of a doctoral thesis defense is handled by SCIENCE Research and Innovation and by the administrative employees at the relevant institute. In order to support and smoothen the work a check list for doctoral cases (only in Danish) has been created for use by the administrative personnel. 

Legal capacities

You can view guidelines for the treatment of legal capacities regarding doctoral theses here (In Danish).

Pia Fredberg Nielsen + 45 35 33 21 46 [email protected]

/images/cornell/logo35pt_cornell_white.svg" alt="phd thesis submitted"> Cornell University --> Graduate School

Guide to writing your thesis/dissertation, definition of dissertation and thesis.

The dissertation or thesis is a scholarly treatise that substantiates a specific point of view as a result of original research that is conducted by students during their graduate study. At Cornell, the thesis is a requirement for the receipt of the M.A. and M.S. degrees and some professional master’s degrees. The dissertation is a requirement of the Ph.D. degree.

Formatting Requirement and Standards

The Graduate School sets the minimum format for your thesis or dissertation, while you, your special committee, and your advisor/chair decide upon the content and length. Grammar, punctuation, spelling, and other mechanical issues are your sole responsibility. Generally, the thesis and dissertation should conform to the standards of leading academic journals in your field. The Graduate School does not monitor the thesis or dissertation for mechanics, content, or style.

“Papers Option” Dissertation or Thesis

A “papers option” is available only to students in certain fields, which are listed on the Fields Permitting the Use of Papers Option page , or by approved petition. If you choose the papers option, your dissertation or thesis is organized as a series of relatively independent chapters or papers that you have submitted or will be submitting to journals in the field. You must be the only author or the first author of the papers to be used in the dissertation. The papers-option dissertation or thesis must meet all format and submission requirements, and a singular referencing convention must be used throughout.

ProQuest Electronic Submissions

The dissertation and thesis become permanent records of your original research, and in the case of doctoral research, the Graduate School requires publication of the dissertation and abstract in its original form. All Cornell master’s theses and doctoral dissertations require an electronic submission through ProQuest, which fills orders for paper or digital copies of the thesis and dissertation and makes a digital version available online via their subscription database, ProQuest Dissertations & Theses . For master’s theses, only the abstract is available. ProQuest provides worldwide distribution of your work from the master copy. You retain control over your dissertation and are free to grant publishing rights as you see fit. The formatting requirements contained in this guide meet all ProQuest specifications.

Copies of Dissertation and Thesis

Copies of Ph.D. dissertations and master’s theses are also uploaded in PDF format to the Cornell Library Repository, eCommons . A print copy of each master’s thesis and doctoral dissertation is submitted to Cornell University Library by ProQuest.

Ohio State nav bar

The Ohio State University

• BuckeyeLink
• Find People
• Search Ohio State

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  : 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

Applications to Graduate Due 1  : May 23, 2025

Examinations and Reports completed by 2  : July 11, 2025

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

Commencement 4  : August 3, 2025

End of Semester Deadline 5  : August 25, 2025

Applications to Graduate Due 1  : September 12, 2025

Examinations and Reports completed by 2  : November 26, 2025

Approved thesis and dissertation submitted and accepted by 3  : December 5, 2025

Commencement 4  : December 21, 2024

End of Semester Deadline 5  : January 9, 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]

• Schools & departments

How to submit the final version of your PhD thesis

At the end of the examination process all successful PhD and MPhil candidates are required to submit the final version of their thesis to the appropriate College Postgraduate Office.

COVID-19 Update

The requirement for one hard copy thesis to be submitted has been waived during the current circumstances which require remote working for most staff/students. Submission of PhD theses will be electronic only.  A signed declaration is not required in the final version when the submission is deposited in Pure.  This concession from the regulations about physical thesis submission will continue for the foreseeable future, and will be reviewed by Academic Services once the pandemic is over. 

Before you submit your thesis

The University has an expectation that a PhD thesis is a document available for public consultation. As such, unless a legitimate reason for restricting access to the thesis exists, all PhD theses will be made publicly available on the internet via the Edinburgh Research Archive (ERA).

It is highly recommended that you discuss with your primary supervisor the implications of publishing your thesis online in ERA . If your thesis contains confidential or sensitive data it may not be appropriate to make the full text freely available online. Similarly if there is the intention to publish the whole, or extracts from, your thesis you may want to restrict access to the electronic version.

Submitting the PDF version

• Go to Pure and log in with your EASE account
• Click on the green ‘Add new’ button on the top right and select ‘Doctoral Thesis’, or alternatively click on ‘Student theses’ on the left-hand-side navigation bar followed by ‘Doctoral Thesis’
• The record should be auto-populated with most of your thesis award information. Please check for completeness, and add in the title of your thesis in the appropriate box.
• Upload your electronic thesis files by clicking on the ‘Add document’ button. If you require an embargo for the PDF add the date and reason in the appropriate boxes. The initial embargo length is one year from date of graduation. The date will be checked by Library staff and changed if a different value is added without permission.
• Please remove any signatures, personal postal and email addresses from the PDF version.
• Upload your Access to Thesis form alongside your thesis files.
• Supplementary data can be added alongside the thesis text. Change the ‘Type’ to ‘Supplementary materials’ and upload the files as described above. The record Visibility needs to be set to ' Backend - Restricted to Pure users ' 
• To finish, set the status to ' Entry in progress ', click the blue ‘Save’ button at the bottom of the screen and the submission is ready for validation by college office staff.

Submitting the final hardbound version is not required

Submission of PhD theses is now electronic only - see the steps above.

Data preservation and sharing

If your thesis has supplementary data (for example images, videos, source code or analytical data) we would like to store a copy of this data alongside the thesis text. We do this to try and preserve the fullest record of the work as possible. Datasets should be supported by good accompanying documentation which is appropriate to your subject discipline. The UK Data  Service offers some specialist advice in this area. We do not routinely allow public access to this data; however, if you wish to share your data with others we recommend the Edinburgh DataShare service.

Edinburgh Datashare

If you have a lot of supplementary files - for example lots of images, data in multiple spreadsheets or video formats - we don't recommend depositing them in PURE. Instead, contact the Scholarly Communications Team and we can advise the best way to send them to us.

Redacting material from your thesis

If you wish to make your thesis available to the public to consult, but there are  problematic elements that cannot be openly shared then it is possible to submit a redacted version. We typically recommend partial thesis redactions are suitable for the following scenarios:

Third-party copyright

Where third party copyright has not been obtained, students may submit an edited thesis, as an alternative to requesting an embargo. 

Sensitive material 

If the thesis contains confidential or sensitive information, e.g. transcripts of interviews, which cannot be shared or anonymised.

Photographs

If your thesis contains photographs of people and you do not have their permission to publish their image online.

It is possible to design your thesis in a way which means the problematic material is easy to remove. For example, if you are planning to use a large number of photographs, you could layout your thesis with the photographs in a separate appendix which can be  easily removed.

Students who have chosen to submit a redacted version of their thesis would also need to submit a full unedited copy which will be securely kept stored by the Library. This is important to preserve the integrity of the academic record of the University. Both versions of the files should be uploaded to the Thesis Module in Pure with the files clearly named to differentiate between the two. We recommend the following file naming convention:

<Last name><First initial>_<Year>_COMPLETE    

<Last name><First initial>_<Year>_REDACTED

e.g. SmithJ_2023_COMPLETE.pdf  

Reasons for requesting an embargo period

If the redaction option is not possible then students are permitted to embargo their thesis under certain conditions described below:

Planned publication

Normally a longer embargo period may be granted when there are firm publication plans in place, e.g. where a manuscript has been submitted to a publisher and is in a formal stage of publication (submitted, accepted, in press). Vague plans for publication are not normally accepted.

Commercial confidentiality

There may be contractual restrictions imposed by a sponsor, which could include industrial sponsors or governmental agencies.

Patent application

Patent applications can be rejected by the premature publication of research. Where the research might lead to a commercial application or patent then we recommend that the Intellectual Property needs to be protected.

Contains personal data

Where a thesis contains personally identifiable or ethically sensitive data or where material obtained in the thesis was obtained under a guarantee of confidentiality we would consider placing an embargo. These issues should have been addressed at an early stage of the research project.

Where third party copyright has not been obtained, students may submit an edited thesis, as an alternative to requesting an embargo. They would also need to submit an unedited hard copy which will be secured kept.

Publication could endanger health and safety or prejudice national security

The thesis contains sensitive material (political or otherwise) which could put at risk the authors or participants if made openly available. These issues should have been addressed at an early stage of the research project.

How to request a Thesis Restriction

How to request a 12 month embargo.

You can restrict access to the electronic version of your thesis for one year without any special permissions. If an embargo is required, this must be indicated on the Access to Thesis form, otherwise, the thesis may be made publicly available. This form should be deposited in Pure alongside the full text of the thesis.

At the end of the embargo period, the University is under no obligation to contact you about extending the period of restriction. If towards the end of your embargo period you have any concerns that the forthcoming public availability of your thesis would be problematic please contact the Library ( [email protected] ) and the Scholarly Communications Team will be able to help.

Embargo requests longer than 12 months

Requests for embargoes that exceed 12 months starting from the date the work is added to the Library’s collection require Head of School approval and must be accompanied by a clear rationale as to why a longer period is required. Complete Section 2 of the Access to a Thesis form to request an extended embargo. Extended embargoes beyond five years will not normally be approved unless there are very exceptional reasons. Normally any relevant evidence to support a request for an extended embargo should be attached to the request, e.g. publishing contract or correspondence from industrial sponsors.

Click here to download the  ACCESS TO THESIS & PUBLICATION OF ABSTRACT FORM  , or visit the general  Doctoral Thesis Submission webpages for more information.

Further help and information

Scholarly Communications Team

Contact details.

• Email: [email protected]

Availability

This article was published on 2024-08-21

Global main menu

• Registry Services
• Research Degrees
• Research student information

Thesis Submission & Viva Voce

Your thesis is the culmination of your research studies with us. It is essential to follow the guidance regarding deadlines and submissions.

How to submit

To submit your thesis for examination, you  must submit an electronic copy of the thesis to the Research Degrees Office in the approved format (a digital (PDF) file) by email to  [email protected] . The email submitting the thesis must be received in the RDO by  23:59  hours on the thesis submission deadline.

The thesis may be submitted by email to  [email protected] or you may use the Queen Mary File Exchange Service  at  https://collect.qmul.ac.uk/ (please email the link to  [email protected] ). If the File Exchange Service is used, an email must be sent to [email protected]  including the collect weblink on or before your thesis submission deadline. 

Please complete the   PGR Thesis Submission Form (RD02) [DOC 39KB]   and attach this to your email to RDO.

The two bound copies of the thesis are   not   required. The thesis must be submitted as a single combined document, preferably PDF. Appendices must not be submitted as separate documents. If you have any questions or need to submit additional material with your thesis, e.g. digital material, please contact   [email protected]   so that we can advise. The date of thesis submission recorded on MySIS is the date on which the electronic copy of the thesis is submitted to RDO.

Thesis submission deadline

The thesis submission deadline is determined by programme length and whether a student is studying full-time or part-time. Please see the table below for general guidance.

Students who have changed their mode of study from full-time to part-time (and vice versa), interrupted their studies, or have been granted an extension to their period of registration will have a different thesis submission deadline to the guide above. A student’s thesis submission deadline is published in the  MySIS  Research Student Data view on the student’s home page. The submission deadline date is shown in the “Thesis” section.

Please contact the  Research Degrees Office (RDO)   to confirm the thesis submission deadline. 

How to submit your thesis

Thesis submission .

The formal entry for examination is the submission of the thesis to the Research Degrees Office before the thesis submission deadline. 

You must also submit a completed   PGR Thesis Submission Form (RD02) [DOC 39KB]   with the electronic copy of your thesis. The electronic copy of the thesis can be submitted by email to   [email protected] , or you can also use the   Queen Mary 'Collect' file transfer service  for files up to 2GB. Please ensure that the maximum time limit for download is chosen.  The date of thesis submission is recorded on MySIS by the Research Degrees Office. 

Once the Research Degrees Programmes and Examinations Board has approved your examiners (please see our page on the   nomination of examiners   for more information about this process), the Research Degrees Office will formally invite your examiners to act.  Once the examiners have accepted the formal invitation, RDO will send the thesis to them electronically.

Your thesis will not be sent until both examiners have accepted the formal invitation.

The two bound copies of the thesis will not be required . The thesis must be submitted as a single combined document, preferably PDF. Appendices must not be submitted as separate documents. If you have any questions or need to submit additional material with your thesis, e.g. digital material, please contact    [email protected]   

Embargo your thesis

If you do not wish your thesis to be available online, you will be able to indicate it on the online form when you submit the final version of the thesis to the library (post-viva).

Presentation of the thesis

The thesis must be presented in the format set out in the notes on   PGR Presentation of Thesis Notes Apr 23 [PDF 122KB] .   Bound copies of the thesis are not required unless the examiners request a paper copy. Please see the above guidance about thesis submission.

Queen Mary policy on editorial assistance for research degree theses

Please note that only a pdf of the thesis is required

Word limits.

The thesis must not exceed the following word limits:

• PhD – 100,000 words
• MPhil – 60,000 words
• MD(Res) – 50,000 words

[The bibliography is excluded from the word count; footnotes are included within the word count; appendices are excluded from the word count and should only include material which the examiners are not required to read in order to examine the thesis, but to which they may refer if they wish.]

Your supervisor is responsible for arranging the viva and keeping you and the Research Degrees Office informed of these arrangements. If you have any queries about the viva, please speak to your supervisor in the first instance.

Research degree oral examinations may be held remotely with all participants attending online or face-to-face on a Queen Mary campus, in line with health and safety and travel guidance in place on the day of the viva. All participants must agree the format of the viva. One examiner can attend remotely if the student and other examiner can attend in person together. The student’s supervisor is responsible for organising the viva and will contact the examiners to liaise with them about these arrangements. This is subject to change according to Government guidelines.

PGR Exam Guidance Notes August 2023 [DOC 67KB]

You must not contact the examiners yourself. You or your supervisor must not send the thesis to the examiners.  Your examination may be declared invalid if you do.  Please ensure that you or your supervisor(s) make it clear if your thesis needs to be printed and a hardcopy is to be dispatched to the examiner.  

Acknowledging support

Students who have received financial support from external funding bodies such as Research Councils should acknowledge this according to the format stipulated by their funding body. Research Councils require the following to be included on the appropriate page:

This work was supported by the [NAME of funding body]  [grant NUMBER, if applicable]

Multiple grant numbers should be separated by a comma and a space. Where the research was supported by more than one agency, the different agencies should be separated by a semi-colon, with "and" before the final funder. 

For example:

This work was supported by the [NAME of funding body] [grant NUMBERS e.g.1234, 11223344]; the [NAME of funding body] [grant NUMBER, 12345]; and the [NAME of funding body] [grant NUMBER 000]

Examination outcomes

After the viva, your examiners will inform the Research Degrees Office of the outcome. They are required to do this within two weeks of the viva. They may inform you of the outcome of the examination at the end of the viva, but are not required to do so. There are eight possible outcomes:

• Pass subject to minor amendments to be completed and checked by one or both examiners within six months;
• Pass subject to major amendments to be completed and checked by both examiners within nine months.
• Not pass, but the candidate is allowed to revise the thesis and resubmit it within 18 months (for the PhD and MD(Res) degrees) or 12 months (for the MPhil degree);
• Not pass, but the candidate is allowed to take a written paper or practical examination;
• Not pass, but the candidate is allowed to submit to a second oral examination on the same thesis and by the same examiners within 18 months;
• [If entered for a PhD] Fail PhD but the candidate is deemed to have met the requirements for an MPhil (with or without minor amendments) or should be allowed to resubmit a revised thesis for the MPhil degree within 12 months;
• Fail outright: no re-entry permitted.

The Research Degrees Office will write to you to formally notify you of the outcome of the examination and advise you of the post-viva procedure. The RDO will send you a copy of the examination outcome form, a copy of the examiners’ report on the examination, and a list of amendments required by the examiners, unless you have passed outright or have already been provided with a list of amendments. You are responsible for submitting the revised thesis to the examiner(s) responsible for checking your amendments by the date stipulated on the examination outcome form. Please ensure that you keep your personal details up-to-date in  MySIS  to ensure that you receive this correspondence.

The outcome will need to be ratified by the Research Degrees Progression and Examinations Board which is held once a month. 

Research Degree Office

Find out more about our frontline services for Research students.

About Us arrow_drop_down expand_more

• News Releases

Our Values arrow_drop_down expand_more

• Diversity & Inclusion
• Accessibility
• Slavery Act Statement

Product Families arrow_drop_down expand_more

Content Solutions expand_more

• Books and Ebooks
• Dissertations
• News & Newspapers
• Primary Sources
• Streaming Video

Products by Subject expand_more

• Health & Medicine
• History & Social Change
• Interdisciplinary
• Science & Technology
• Social Sciences

Popular Products expand_more

Proquest one academic.

• ProQuest One Business
• ProQuest One Education
• ProQuest One Psychology
• ProQuest Black Studies
• Ebooks Offers for Libraries

Library Management expand_more

Discovery services expand_more, resource sharing expand_more, course resource lists expand_more, research management expand_more, mobile solutions expand_more.

• Innovative Mobile

Libraries We Serve expand_more

• Academic Solutions for universities, colleges, and community colleges of all sizes.
• Public Solutions for librarians supporting patrons of public libraries.
• K-12 Solutions for elementary schools, primary schools and high schools.
• Community College Solutions for community colleges, trade schools and two year programs.
• Government Solutions for governmental affairs offices, patent examiners, and grants administrators.
• Corporate Solutions for professionals in the pharmaceutical, legal industries and more.

Solutions For expand_more

• DEI E-Resources
• Print to Electronic
• Reclaiming Your Space
• Library Management
• Library Management – Public Libraries
• Community Engagement
• Content Discovery
• Research Repository
• Digital Preservation
• Resource Sharing
• Document Delivery
• Course Resources

Account Support expand_more

• Setup and Support
• Access Questions
• Renewing a Product
• Paying an Invoice
• Get Usage Data: ProQuest
• Get Usage Data: Alexander Street
• Submitting Dissertations

Idea Exchange

• ProQuest Status Page

Tools & Resources expand_more

• Find a Title List
• Accessibility Documentation
• Open Access

Browse Collections by Subject expand_more

I want to expand_more.

• Start my Research
• Start Text & Data Mining
• Find Research Funding
• Keep up with Research News
• Showcase Research
• See Upcoming Webinars
• Contact Support

I’m Interested In expand_more

• Submitting a Dissertation
• Purchasing a Dissertation
• Assembling Course Materials
• Implementing a Mobile Campus App

Insights expand_more

How text and data mining enables digital literacy in the classroom.

Read about the University of Sydney’s journey to integrate text and data mining (TDM) into its undergraduate courses and incorporate it across disciplines

Meeting Your Needs expand_more

• Graduate Students
• Graduate Administrators

Products & Services expand_more

• ETD Dissemination
• Dissertation & Theses Global
• ETD Dashboard

Resources expand_more

• eLearning Modules
• Expert Advice Articles

Dissertations News expand_more

• Top 25 Most-Accessed Dissertations
• Dissertations Award Winners

Are you a researcher looking for scholarly content? Try searching our platform here...

Language preference

Do you want set this as your default language ?

Connect with ProQuest

Dissertations & theses, proquest: the world leader in dissertation access and dissemination.

Over the last 80 years, ProQuest has built the world’s most comprehensive and renowned dissertations program. ProQuest Dissertations & Theses Global (PQDT Global), continues to grow its repository of 5 million graduate works each year, thanks to the continued contribution from the world’s universities, creating an ever-growing resource of emerging research to fuel innovation and new insights.

PQDT Global provides researchers with quality and equitable search results across all institutions, as well as rich citation data that delivers insights into the connections building around the world.

Amplify your Research

Include research with ProQuest to amplify its reach to a vast community of scholars. Submitting is free!

Accelerate your discovery

Subscribe to ProQuest Dissertations & Theses Global to accelerate and focus your discovery journey, resulting in more efficient and effective research.

Analyze your Influence

Analyze the influence and impact of your dissertations and theses globally by monitoring retrieval data from the ProQuest Platform.

Have questions? We've gathered these frequently asked questions about ProQuest Dissertations & Theses.

Free online learning support to inspire and guide

ProQuest has developed on-demand instructional resources for students to use in a virtual learning environment. eLearning Companions are available to support the graduate student during their research and writing process as well as the undergraduate student who is developing their information literacy skills.

Access the Learning Modules

Spotlight on Research

Distinguished Dissertation and Thesis Award Winners

ProQuest sponsors our Graduate students and their ambitions. Click to see detailed author profiles and previous winners

Top 25 Dissertations

See what titles and topics are trending around the globe. Each month ProQuest posts the top 25 Most-Accessed Dissertations and Theses across all subjects, based upon total PDF downloads.

Have an idea for ProQuest? Share, vote and get feedback on ideas in our forums.

Subject Indexing Partners Enhancing Discoverability

Related Products

ProQuest Dissertation & Theses Global

ProQuest Dissertation & Theses Global is the world's most comprehensive curated collection of multi-disciplinary dissertations and theses from around the world.

Empower researchers to uncover new connections and make new discoveries using TDM Studio, a new solution for text and data mining (TDM). From the initial idea to the final output, TDM Studio puts the power of text and data mining directly in the researcher’s hands.

ProQuest One Academic brings together four core multi-disciplinary products, allowing access to the world’s largest curated collection of journals, ebooks, dissertations, news and video.

• Enroll & Pay

Open Access Theses and Dissertations (OATD)

OATD.org provides open access graduate theses and dissertations published around the world. Metadata (information about the theses) comes from over 1100 colleges, universities, and research institutions. OATD currently indexes 6,654,285 theses and dissertations.

• Schools & departments

How to submit the final version of your PhD thesis

At the end of the examination process all successful PhD and MPhil candidates are required to submit the final version of their thesis to the appropriate College Postgraduate Office.

COVID-19 Update

The requirement for one hard copy thesis to be submitted has been waived during the current circumstances which require remote working for most staff/students. Submission of PhD theses will be electronic only.  A signed declaration is not required in the final version when the submission is deposited in Pure.  This concession from the regulations about physical thesis submission will continue for the foreseeable future, and will be reviewed by Academic Services once the pandemic is over. 

Before you submit your thesis

The University has an expectation that a PhD thesis is a document available for public consultation. As such, unless a legitimate reason for restricting access to the thesis exists, all PhD theses will be made publicly available on the internet via the Edinburgh Research Archive (ERA).

It is highly recommended that you discuss with your primary supervisor the implications of publishing your thesis online in ERA . If your thesis contains confidential or sensitive data it may not be appropriate to make the full text freely available online. Similarly if there is the intention to publish the whole, or extracts from, your thesis you may want to restrict access to the electronic version.

Submitting the PDF version

• Go to Pure and log in with your EASE account
• Click on the green ‘Add new’ button on the top right and select ‘Doctoral Thesis’, or alternatively click on ‘Student theses’ on the left-hand-side navigation bar followed by ‘Doctoral Thesis’
• The record should be auto-populated with most of your thesis award information. Please check for completeness, and add in the title of your thesis in the appropriate box.
• Upload your electronic thesis files by clicking on the ‘Add document’ button. If you require an embargo for the PDF add the date and reason in the appropriate boxes. The initial embargo length is one year from date of graduation. The date will be checked by Library staff and changed if a different value is added without permission.
• Please remove any signatures, personal postal and email addresses from the PDF version.
• Upload your Access to Thesis form alongside your thesis files.
• Supplementary data can be added alongside the thesis text. Change the ‘Type’ to ‘Supplementary materials’ and upload the files as described above. The record Visibility needs to be set to ' Backend - Restricted to Pure users ' 
• To finish, set the status to ' Entry in progress ', click the blue ‘Save’ button at the bottom of the screen and the submission is ready for validation by college office staff.

Submitting the final hardbound version is not required

Submission of PhD theses is now electronic only - see the steps above.

Data preservation and sharing

If your thesis has supplementary data (for example images, videos, source code or analytical data) we would like to store a copy of this data alongside the thesis text. We do this to try and preserve the fullest record of the work as possible. Datasets should be supported by good accompanying documentation which is appropriate to your subject discipline. The UK Data  Service offers some specialist advice in this area. We do not routinely allow public access to this data; however, if you wish to share your data with others we recommend the Edinburgh DataShare service.

Edinburgh Datashare

If you have a lot of supplementary files - for example lots of images, data in multiple spreadsheets or video formats - we don't recommend depositing them in PURE. Instead, contact the Scholarly Communications Team and we can advise the best way to send them to us.

Redacting material from your thesis

If you wish to make your thesis available to the public to consult, but there are  problematic elements that cannot be openly shared then it is possible to submit a redacted version. We typically recommend partial thesis redactions are suitable for the following scenarios:

Third-party copyright

Where third party copyright has not been obtained, students may submit an edited thesis, as an alternative to requesting an embargo. 

Sensitive material 

If the thesis contains confidential or sensitive information, e.g. transcripts of interviews, which cannot be shared or anonymised.

Photographs

If your thesis contains photographs of people and you do not have their permission to publish their image online.

It is possible to design your thesis in a way which means the problematic material is easy to remove. For example, if you are planning to use a large number of photographs, you could layout your thesis with the photographs in a separate appendix which can be  easily removed.

Students who have chosen to submit a redacted version of their thesis would also need to submit a full unedited copy which will be securely kept stored by the Library. This is important to preserve the integrity of the academic record of the University. Both versions of the files should be uploaded to the Thesis Module in Pure with the files clearly named to differentiate between the two. We recommend the following file naming convention:

<Last name><First initial>_<Year>_COMPLETE    

<Last name><First initial>_<Year>_REDACTED

e.g. SmithJ_2023_COMPLETE.pdf  

Reasons for requesting an embargo period

If the redaction option is not possible then students are permitted to embargo their thesis under certain conditions described below:

Planned publication

Normally a longer embargo period may be granted when there are firm publication plans in place, e.g. where a manuscript has been submitted to a publisher and is in a formal stage of publication (submitted, accepted, in press). Vague plans for publication are not normally accepted.

Commercial confidentiality

There may be contractual restrictions imposed by a sponsor, which could include industrial sponsors or governmental agencies.

Patent application

Patent applications can be rejected by the premature publication of research. Where the research might lead to a commercial application or patent then we recommend that the Intellectual Property needs to be protected.

Contains personal data

Where a thesis contains personally identifiable or ethically sensitive data or where material obtained in the thesis was obtained under a guarantee of confidentiality we would consider placing an embargo. These issues should have been addressed at an early stage of the research project.

Where third party copyright has not been obtained, students may submit an edited thesis, as an alternative to requesting an embargo. They would also need to submit an unedited hard copy which will be secured kept.

Publication could endanger health and safety or prejudice national security

The thesis contains sensitive material (political or otherwise) which could put at risk the authors or participants if made openly available. These issues should have been addressed at an early stage of the research project.

How to request a Thesis Restriction

How to request a 12 month embargo.

You can restrict access to the electronic version of your thesis for one year without any special permissions. If an embargo is required, this must be indicated on the Access to Thesis form, otherwise, the thesis may be made publicly available. This form should be deposited in Pure alongside the full text of the thesis.

At the end of the embargo period, the University is under no obligation to contact you about extending the period of restriction. If towards the end of your embargo period you have any concerns that the forthcoming public availability of your thesis would be problematic please contact the Library ( [email protected] ) and the Scholarly Communications Team will be able to help.

Embargo requests longer than 12 months

Requests for embargoes that exceed 12 months starting from the date the work is added to the Library’s collection require Head of School approval and must be accompanied by a clear rationale as to why a longer period is required. Complete Section 2 of the Access to a Thesis form to request an extended embargo. Extended embargoes beyond five years will not normally be approved unless there are very exceptional reasons. Normally any relevant evidence to support a request for an extended embargo should be attached to the request, e.g. publishing contract or correspondence from industrial sponsors.

Click here to download the  ACCESS TO THESIS & PUBLICATION OF ABSTRACT FORM  , or visit the general  Doctoral Thesis Submission webpages for more information.

Further help and information

Scholarly Communications Team

Contact details.

• Email: [email protected]

Availability

This article was published on 2024-08-21