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Thesis submission and the viva

 

During the Christmas and New Year office closure period the thesis may be submitted by email to researchdegrees@qmul.ac.uk or you may use the QMUL File Exchange Service. If the QMUL File Exchange Service is used an email must be sent to researchdegrees@qmul.ac.uk including the "collect" weblink on or before the thesis submission deadline (please ensure that you choose an appropriate time period for the link to be accessible). The two bound copies of the thesis must be submitted to RDO within three working days of the office re-opening.

Over this period only, the date of the thesis submission recorded on MySIS is the date on which the electronic copy of the thesis is submitted to RDO. 

 

Thesis submission deadline

How to submit your thesis

Embargo your thesis

Presentation of the thesis

Arranging your viva

Acknowledging support

Examination outcomes

 

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.

 

Programme length

Thesis submission deadline from initial date of enrolment

 

 

Four years full-time

3 years 364 days

Five years full-time

4 years 364 days

Seven years part-time

6 years 364 days

 

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

 

If the thesis submission deadline falls on a Saturday, Sunday or UK Bank Holiday, the two bound copies of the thesis must be submitted by 4.00 p.m. of the final working day before the deadline.

 

How to submit your thesis

The formal entry for examination is the submission of the two bound copies of the thesis to the Research Degrees Office before the thesis submission deadline. Spiral bound copies are not acceptable. 

You must also submit a completed Research Degrees Thesis Submission Form (RD02) [DOC 43KB] to the Research Degrees Office and one electronic copy of your thesis. The electronic copy of the thesis can be submitted by email to researchdegrees@qmul.ac.uk   or you can also use the QMUL File Exchange Service for files up to 2GB. 

The bound copies of the thesis must be submitted to RDO during office hours. These are: 

10.00 a.m to 4.00 p.m. Monday, Wednesday, Thursday, Friday

11.00 a.m. to 4.00 p.m. Tuesday

The date of thesis submission is recorded on MySIS. This is the date on which the two bound copies of the thesis are submitted to RDO. Students are given a paper receipt to confirm date of thesis submission.  

If the thesis is posted to RDO, the date of receipt by Queen Mary is recorded on MySIS. Please use registered post or equivalent to post your thesis. This provides you with a record of date of posting and receipt by Queen Mary. The date of thesis submission recorded on MySIS is the date on which the posted copies are received by Queen Mary. 

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. 

Your thesis will NOT be dispatched until BOTH examiners have accepted the formal invitation.

Thesis submission during the Queen Mary Christmas and New Year office closure Easter closure periods 

During the Queen Mary Christmas and New Year office closure and Easter closure periods the thesis may be submitted by email to researchdegrees@qmul.ac.uk  or you may use the QMUL File Exchange Service at https://collect.qmul.ac.uk/  If the File Exchange Service is used an email must be sent to researchdegrees@qmul.ac.uk including the collect weblink on or before the thesis submission deadline.  The email must be sent before 23:59 hours on the thesis submission deadline. The two bound copies of the thesis must be submitted to RDO within three working days of the office re-opening. 

Over these periods only, the date of thesis submission recorded on MySIS is the date on which the electronic copy of the thesis is submitted to RDO.

Embargo your thesis

If you do not wish your thesis to be available online (and did not apply to restrict access to your thesis on the examination entry form) you must also Request Thesis Embargo [DOC 44KB]at this point. 

Presentation of the thesis

The thesis must be presented in the format set out in the notes on Presentation Notes on Thesis Submission [DOC 63KB]. The Research Degrees Office can provide information on companies that provide a thesis binding service, but offers no guarantee that the work will be carried out to the University of London specification. The candidate is responsible for ensuring that the work is carried out to the required standard. We do NOT accept spiral bound copies. 

Here is an incomplete list of binders who offer thesis binding services List of Binders [PDF 83KB]


Arranging your viva

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.

You must not contact the examiners yourself. 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 dispatched to an address that is not your examiner(s) home institution. 
 

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:

  1. Pass;
  2. Pass subject to minor amendments to be completed and checked by one or both examiners within three months;
  3. Pass subject to major amendments to be completed and checked by one or both examiners within nine months or within a period specified by the examiners if less than nine months are required.
  4. 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);
  5. Not pass, but the candidate is allowed to take a written paper or practical examination;
  6. 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;
  7. [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;
  8. 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. 

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