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Academic Registry and Council Secretariat

Thesis submission and the viva

Please email researchdegrees@qmul.ac.uk to ask us a question.

 

Thesis submission 

There are special arrangements for thesis submission due to Covid-19.  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/  (please email the link to researchdegrees@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 your thesis submission deadline.  Please ensure that you choose an appropriate time period for the web link to be accessible e.g. two weeks. The email must be sent before 23:59 hours on the thesis submission deadline. Please copy all emails to your supervisor and school/institute research degrees manager. Please download and complete the Thesis Submission Form - updated Nov 2020 [DOC 44KB] 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  researchdegrees@qmul.ac.uk  

The date of thesis submission recorded on MySIS is the date on which the electronic copy of the thesis is submitted to RDO.

 Research degrees 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.
The Queen Mary remote viva policy is being updated to reflect this policy: Remote Online Viva Policy - Nov 2020 [DOC 45KB]  The guidance about online vivas and the roles of the independent chair (if appointed) and the viva convenor still apply.

 

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.

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 Thesis Submission Form - updated Nov 2020 [DOC 44KB] to the with the electronic copy of your thesis. The electronic copy of the thesis can be submitted by email to or you can also use the  for files up to 2GB. 

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.

Research degrees 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.
The Queen Mary remote viva policy here is being updated to reflect this policy:
Remote Online Viva Policy - Nov 2020 [DOC 45KB]  The guidance about online vivas and the roles of the independent chair (if appointed) and the viva convenor still apply.

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  researchdegrees@qmul.ac.uk  

Over this period 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 of the Thesis Notes [PDF 93KB]

QMUL policy on editorial assistance for research degree theses

Please note that currently only a pdf of the thesis is required


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. 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:

  1. Pass;
  2. Pass subject to minor amendments to be completed and checked by one or both examiners within six months;
  3. Pass subject to major amendments to be completed and checked by 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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