The Countdown to Thesis Submission and Examination
Martina Daly
https://www.sheffield.ac.uk/rs/code
Confirmation Review
Submission Review
Thesis Submission
The Three Milestones of a Doctoral Degree
Requirements for research degree
Complete a prescribed period of training and research
Present a thesis containing the results of research and showing the sources from which the information it contains is derived and the extent to which use has been made of the work of others
Pass an oral examination in matters relevant to the subject of the thesis
Satisfactorily complete any taught elements or coursework - this is the DDP
Submission of ePortfolio Summary
Submission at 36 months
Research outputs
Impact Other outcomes of research work
Recognition Prizes, presentations, peer review work
Communication and dissemination Conference attendance,
presentations to other audiences
Funding applications Funding to support research or professional
development
Professional development activities Competitions, Grad School
attendance, Internships
Teaching and supervision experience
Engagement and influence at the University of Sheffield and with the wider community Development of the research culture at
the University of Sheffield; Public engagement activities
Evidencing the DDP
Criteria for the award of the Degree of PhD
A candidate for the degree of PhD is required to satisfy the examiners that his or her thesis
Is original work which forms an addition to knowledge
Shows evidence of systematic study and of the ability to relate the results of such study to the general body of knowledge in the subject
Is worthy of publication either in full or in an abridged form
In addition, the form of the thesis should be such that it is demonstrably a coherent body of work, i.e. includes a summary, an introduction, a description of the aims of the research, an analytical discussion of the related findings to date, the main results and conclusions, and sets the total work in context
Fo
Formatting
Copyright compliance
Submission fee (staff candidates)
Access to thesis form(embargo)
Summary (300 words)
Non-standard materials
Supervisor’s approval
Original (submit draft to Turnitin)
Meets criteria expected(coherent, well
documented, good English)
Submit to Turnitin(receipt)
Binding (3 copies + CD)
Word limits
No official regulations concerning length
Medicine, Dentistry and Health guidelines
MPhil – 40,000 words
PhD or MD – 75,000 words
(excludes footnotes, bibliography and appendices)
Brevity is a quality, provided it is not at the expense of clarity
Accurate and consistent referencing is essential
Main source of advice and information
Discuss thesis structure and a schedule for its production at an early stage and their role in checking drafts
Acceptable support in writing the thesis
Academic writing courses run by ELTC
Role of the Supervisor
Nominate examiners in advance of thesis submission
Staff candidates have two external examiners and an internal co-ordinator; those on NHS posts with honorary UoS contracts have one external and one internal
Examiners should have no previous association with candidate or direct involvement in their research
Former staff members cannot act as external examiners for 4 years
Nominations must be approved by PGR lead
Check ETW when nominating external examiner
Appointment of Examiners
University regulations
External examiner - should have significant and demonstrable
knowledge of the field …. to provide a rigorous viva voce examination
Internal examiner - should be able to assess the thesis … sound
knowledge and understanding of University regulations and procedures
At least one examiner should be familiar with UK PhD system
Examiners should have experience of successfully supervising at
least one doctoral candidate and/or experience of examining at
least three doctoral theses
Suitability criteria for appointing examiners
Suggestion
Consider nominating an internal co-ordinator
What the supervisor doesRegulations
Nominate examiners
Be available to the candidate prior to and immediately after the viva
To provide continuity and support to the candidate where corrections to the thesis are required, whether this be minor amendments or a full resubmission
Suggestions
Support the student – mock viva
Encourage student to prepare a short presentation to open the viva
What the internal examiner does
Check the Turnitin report and notify the appropriate person when the thesis has been cleared
Arrange the viva and inform the external examiner and the candidate of the time, date and venue
Ensure venue is suitable; a table and chairs must be provided
Read the thesis and write a preliminary report
Check any minor amendments that are requested and ensure completion to the examiners’ satisfaction
Ensure adherence to regulations at all stages
Arrangement of the viva
Responsibility of the internal examiner or internal co-ordinator if there is one
The supervisor does not arrange the viva
The viva should not be arranged until after the examiners have been approved and the thesis has been submitted
The viva normally takes place within 10 weeks of the examiner receiving the thesis
Under no circumstances should the thesis (electronic or print) be sent direct to the examiners before the viva
A: the recommendation
B: joint report on the thesis
C: report on the oral examination
D: additional general remarks or recommendations
The Joint Examiners’ Report
The recommendation
1. The degree be awarded without the need for any corrections to the thesis
2. The degree be awarded once specified minor amendments have been completed to the satisfaction of the Examiner(s)
3. The degree be not now awarded, but the candidate be allowed to undergo a further oral examination without modification of the form or content of the thesis
4. The degree be not now awarded, but the candidate be allowed to submit a revised thesis after such modification of form or content as the Examiners may prescribe, WITH/WITHOUT oral re-examination
5. The degree be not awarded, but the degree of Master of Philosophy (MPhil) be awarded (subject only to the necessary changes to the cover and title page of the thesis)
6. The degree be not awarded, but the candidate be allowed to submit a revised thesis for the degree of MPhil after such modification of form or content as the Examiners may prescribe, WITH/WITHOUT oral re-examination
7. The degree be not awarded
Rare Most common
Less common
Outcome of the examination
Examiners notify candidate of the outcome of the exam
Informal recommendation only
Examiners should provide the candidate with detailed written advice as to any amendments that should be made
Minor amendments – 3 months
Substantial changes – 1 year from date of formal notification
Examiners complete joint report
Minor amendments
Do these as soon as possible after the viva
Consult with supervisor
Liaise with the internal examiner
Internal examiner usually approves minor corrections (send copy of amended thesis by email)
Submit final Library copy of amended thesis to Research Services, either in print and/or electronic format
Upload the final approved eThesis to White Rose eThesesOnline