Academic Registry and Council Secretariat

Jump to menu

Thesis submission and the viva

 

How to submit your thesis

Embargo your thesis

Presentation of the thesis

Arranging your viva

Acknowledging support

Examination outcomes

 

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

How to submit your thesis

To enter for the examination you must submit two bound copies and one electronic copy. We do NOT accept spiral bound copies. You must also submit a completed thesis submission form to the Research Degrees Office. You can also use the QMUL File Exchange Service for files up to 2GB.

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. 

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 restrict access to library copies of your thesis at this point. 

Presentation of the thesis

The thesis must be presented in the format set out in the notes on presentation and binding of the theses. 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. 


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.

 

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. 

Bookmark and Share