Thesis Submission and Writing-Up

Thesis submission is the most important part of the PGR lifecycle. It is the culmination of a postgraduate research degree. The thesis awaited period (or writing up stage) of a PGR degree is the period in which the student writes their thesis. This period lasts 1 year as standard. Further information on the thesis awaited status and what it entails can be found here. If you require further time for the submission of your thesis, you can request an extension here. However this will require evidence as to why the extension is necessary.

There may also be requirements for the thesis to have minor corrections, major corrections or to be revised and resubmitted which increases the length of writing time. As well as the submission, a viva is also conducted where the student is interviewed on their thesis and research topic by two examiners.

Below are covered the major parts related to submitting a thesis including completing submission forms, where to submit and information on the PhD viva. For more specific information concerning each stage of the submission process, Registry have a useful webpage here.

Before submission

Before submitting your final PhD thesis, you should complete the notice of intention to submit form where you can specify which date you intend to submit the thesis. This should be completed three months before your intended submission date. A link to the form is here.

You should also consider whether you need an extension to your thesis submission date around this time. Registry recommend you apply 3 months in advance of your submission date for an extension.

How to submit your thesis

Currently printed copies of your PhD thesis do not need to be submitted to Registry via the Student Hub. Instead electronic copies should be uploaded to your school's Canvas page. It is here that the Turnitin check will be done on your thesis. A list of each school's Canvas pages can be found here (insert web link to other webpage).

Once you have submitted the thesis on Canvas, you will need to email Registry through pgrstudentrecords@contacts.bham.ac.uk. In the email you should put “ELECTRONIC THESIS SUBMISSION” and your ID number in the subject field, and inform Registry of the date you submitted your thesis to Canvas. Alongside this you will also need to email completed copies of the declarations and degree congegration forms to Registry.

Further information on the thesis submission process can be found here.

PhD viva

The organisation of your viva voce is conducted by your supervisor and the viva chairperson. They will organise the internal and external examiners and submit this information through the Nomination of Examiners form. You will have opportunity to comment on the examiners selected.

There can be a delay in the organisation of examiners for your viva, and it can some time to complete this process. Both your school's PGR administrator and Registry can keep you updated on the progress of the nomination.

Once the nomination form has been submitted and signed off, the examiners will contact you directly with the date and time of your viva. Due to current COVID restrictions, vivas now take place through video conferencing.

Further information on the viva examination process can be found here.

Results and corrections

Once your viva has been completed, the examiners submit their comments and outcomes to Registry. Registry will then contact you directly with the outcome of your viva examination. This process can take up to 2 months. Further information on this can be found here.

The standard outcomes of examination can be completion; minor corrections; major corrections; or revise and resubmit. The latter three outcomes require that you edit and revise your PhD thesis and then send the new copy directly to Registry who will submit to your examiners. If these corrections/revisions meet the standards set by your examiners, Registry will email you informing that you have completed your research degree. Further information on corrections can be found here, while information on resubmission can be found here.

If you are unsatisfied with or object to the result of your examination, you do have the right to appeal the decision of the examiners. Information on appeals can be found here.

Upon the completion of your degree, your final thesis should be submitted to the University repository. Information on this can be found here.

Continuation fees

Once you have entered your thesis awaited period, tuition fees are no longer liable to the University. Instead you pay a continuation fee to cover the costs of using University facilities. This is applied on a pro-rata basis. Further information on the fee, its cost and how to pay it can be found here.

Please note: If you have received a scholarship during your PhD programme that covers your tuition fees, this will not automatically cover your continuation fee. You will still be required to pay unless further funding can be provided.

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