The End Game Submitting Your Thesis Margaret Haldane and Tish Naughton Research Administration Team.

The End Game

Submitting Your Thesis

Margaret Haldane and Tish Naughton

Research Administration Team

Overview•Prior to thesis submission:

1. Approval of Title2. Approval of Examiners

•Submission of thesis – online guidance, binding, formatting and printing•Viva•After the Viva – outcomes, thesis and graduationNote: please ask questions throughout or at the end!


Preliminaries to Thesis Submission

1. Approval of title and sub-title• Three months (ideally) before submission• Title, Subtitle (optional, up to 30 words no

repetition) & Keywords (compulsory, up to 10 for indexing and search terms)

• Form signed by Principal Supervisor • Any subsequent changes to be re-approved by

your Supervisor



1. Approval of title and sub-title• Email letter confirming title sent by the Research

Administration Team – please check this is correct • Keep the letter to ensure you are typing the title,

sub-title and keywords correctly into your thesis – these must be exactly the same as on the letter

• Any discrepancies lead to delays in sending thesis to examiners



2. Appointment of Examiners• Check with supervisor on appointment of examiners• No later than two months (ideally) before

submission• Examining team with Independent Chair approved

by RDC – please allow time for this• Form signed by Principal Supervisor and School

Director of PGR


Thesis Style and Layout – Front Cover

• If arranging binding with Inprint & Design, they will ask you to submit a form including the details for your front cover, which they will print

• Your name must be in the format initials and surname (family name) - exactly the same as on your student record and passport, eg

• F.J.A.B.BLOGGS (student card: FJA BLOGGS)• If you are submitting more than one volume this

should be indicated on spine and cover• Remember to include the spine – see the following

specimen layoutResearch Administration Team

Thesis Style and Layout – Title Page• Title page must NOT be numbered and is produced

by you• Your name must be your full name with all

forenames (in full) - in lower-case letters and the surname (family name) only in capital letters - exactly the same as on your student record and passport, eg

• Fred John Andy Bertie BLOGGS (student card: FJA BLOGGS); or

• Fred John A B BLOGGS (student card: FJA BLOGGS)

• If in doubt please check• Please see the following specimen layout


Thesis Style and Layout – Abstract and Numbering

• The abstract goes immediately after the title page. It should not exceed 250 words, summarising the contents. It should be headed with the your name, the title of your thesis and up to ten subject keywords.

• Starting with the Abstract, pages must be numbered in lower-case Roman numerals centred at the foot of each page up until the last page before the start of Chapter One

• From the start of Chapter One, each page must be numbered in the normal style - 1,2,3 etc, and page numbers must be centred at the foot of each page


Some common errors

• Different title, subtitle or keywords to those that have been academically approved

• Page numbering: not centred, not at the foot of the page, etc

• Paper not 100 gsm weight• Abstract style, layout and placement• Incorrect year of submission• The year of submission should remain as the original

year. If you submit in 2014 but your viva and corrections take place in 2015, you will need to keep the year as 2014 on your final version


Thesis Submission• Word Length – PhD 80,000 – 100,000 Max*

• MPhil – 40,000 Max*; for DBA/DPharm, see Programme Specification*Examiners critical of lengthy thesis

• Complete Declaration of English Language Assistance Form, if you have had a proof-reader to check the quality of the English - NOT if you have only had academic input, eg from your Supervisor


Thesis Submission - binding & formatting

• Temporary bound copies for pre-viva/first submission

• Each copy of the thesis must be printed and not photocopied

• Remember to check all pages are in the correct order. Use 100gm paper. 12pt Type Size, min 1.5 up to double-spaced Line Spacing, note Margins (especially left margin – 40mm)

• No person is permitted to send a thesis in any format directly to the Examiners (if an electronic copy is requested by the examiners, this will be sent by the Research Administration Team)


Printing - Inprint+Design (CopyZone)• Studentprint at Inprint & Design – WB07 Richmond

Building: http://inprintdesign.com/studentprint/thesis-and-dissertation/ – see contact page for queries and to pay over the phone, read the guidebook, submit your files by email

• Colour pages at extra cost

• Rough guide for first temporary-bound submission – 2-3 working days

• Submitting to the printers (including Studentprint) is not your formal submission to the University!


http://inprintdesign.com/studentprint/thesis-and-dissertation/



Thesis Submission• THREE temporary-bound copies need to be

handed in to the Hub, main entrance Richmond Building

• Studentprint can deliver to the Hub upon request• Add one copy for yourself (to take to your viva)• Complete Thesis Submission Form• Complete Declaration of English Language

Assistance Form (if appropriate)• Ensure you log into e:Vision to update your

contact/term-time address, if you move house or return to your permanent home address.


Viva• Confirm viva date with your Faculty

• The timing of the viva depends on all preliminary paperwork submitted and approved PRIOR to thesis submission and will also be influenced by examiners’ schedules

• Usually 1.5 - 3 hours, supervisor present by YOUR request

• More info on short course, “Surviving the Viva”

• Good luck!


After the Viva - outcomes• The Internal Examiner is responsible for ensuring

the outcome is communicated to you in a timely manner (the Independent Chair may do this)

• See online research examiners’ report forms• Most common outcomes are:

1.2 minor corrections: 3 months allowed; corrections approved by Internal Examiner, then submit hardbound thesis1.4 re-submit thesis: 12 months allowed; extensive amendments to thesis are approved by both examiners and a formal re-submission of soft-bound thesis (3 copies again) to the Research Team is required; fee (currently £500) charged for re-submission


After the Viva - outcomes

• If the outcome is 1.2 minor corrections the corrections should have been given to you asap after the viva

• If the outcome is 1.4 resubmit thesis the Internal Examiner or Chair should communicate this outcome to you asap after the viva

• The Research Administration Team will communicate this formally by letter with a copy of the Examiners’ Report after approval by RDC

• Second viva may be held at the discretion of the examiners’ academic judgement


After the Viva - outcomes• No communication is sent by the Research

Administration Team until after approval by RDC of all examination paperwork (including the approval of minor corrections form)

• Award Pending letter and copy of report issued after RDC approval and before formal and routine award by the University Senate and conferral at the Award Ceremony

• For Doctorate Extension Scheme visa or employment reasons, earlier Senate award upon request to PBS Team/Research Admin Team


After the Viva – Final Thesis• ONE hard-bound copy & one electronic copy (CD) to be

delivered to the Hub. These go to the Library after Graduation, to be published online and placed on the shelf or locked away for a period of time if an embargo has been approved by your Faculty.

• Your thesis will be published on Bradford Scholars at https://bradscholars.brad.ac.uk/handle/10454/586/recent-submissions

• If Supervisor/Faculty wish to have a copy, the arrangement for a second hard-bound thesis or a PDF is between the student and the supervisor.

• If using Studentprint: usually bind up to 3-400 pages for one volume; please check turnaround times (usually, minimum one week)Research Administration Team

https://bradscholars.brad.ac.uk/handle/10454/586/recent-submissions



After the Viva – Final Thesis

• Studentprint can deliver to the Hub upon request• Complete Electronic Deposit Agreement Form

and thesis submission receipt• Check date of degree ceremony again and that

you have been invited to the ceremony• At Award Ceremony, certificate and award letter

will only be included if all requirements have been fulfilled, ie thesis submission, deposit agreement form and payment of tuition fee debts; this includes posting these if you are graduating in absentia


Useful Contacts

Research Administration Team email:

[email protected]

Research Administration Team Tel:

+44(0)1274 235408 (for internal calls extension 5408)

http://www.brad.ac.uk/research/supporting-our-researchers/research-students/


mailto:[email protected]



The Submission and Examination Process

Thank you and good luck with your thesis submission & viva!


The End Game Submitting Your Thesis Margaret Haldane and Tish Naughton Research Administration Team.

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