Murdo GillandersCollege OfficeScience and EngineeringUniversity of Edinburgh

Administrative aspects for thesis preparation, submission and examinationTimetable for submissionExpressing your intention to submitThesis format and bindingSubmission of your thesis (at last)Your examinersExaminationGraduationInformation to help you and your supervisor

WHEN SHOULD YOU SUBMIT ?After the end of your prescribed period but before the end of your maximum period.

Prescribed Period Included in offer letters- full time PhD students: usually 36 months- part time PhD students: usually 72 months- full time MPhil students: usually 24 months- part time MPhil students: usually 48 or 60 months

Maximum PeriodDefined by University Regulations- 12 months after Prescribed PeriodStudents responsibility to be aware of timescales

TIMETABLE FOR SUBMISSIONFlexiblity ?Severe personal difficulties or medical problems Authorised interruption of studies (suspension)Difficulty in completing the necessary work on time - Extension

Both on request to Head of Graduate School from your Supervisor(as soon as possible, not retrospective)

ConcessionsInterruption of study

Supervisor should apply to College on students behalf in good time To stop the clock for a defined periodRequires a case to be made:-Illness or other debilitationCompassionate leaveResource failureEmployment Requires evidenceMay result in withdrawal of visaExtension

Supervisor should apply to College on students behalf in good timeStudent running out of timeStudent ran out of timeProblems with data or lab work Requires a case to be made:-An end in sightA plan for reaching that end BUT a continuation fee is due

Monitoring Student Non-attendanceUK BA require the University to monitor the non-attendance of OS students The Universitys policy on equality means monitoring of non-attendance is applied to all studentsFor PGR information about the Colleges implementation of this policy is available here:http://www.scieng.ed.ac.uk/Postgraduate/PGR_Non-attendance.aspThe process is owned by the SchoolPatterns of non-attendance should be reported to the College

Expressing your intention to submitNotification of intention to present a thesis for examination at least 8 weeks prior to submissionAccess to a thesis and publication of abstractAbstract of thesisFee for resubmission

Regulations relating to submission of thesisRegulatory standards for format and binding thesisCover sheet Information and forms found at: http://www.scieng.ed.ac.uk/students/index.asp

Regulatory standards for format and binding thesisSize and thickness of paperLayout of textCharacterWord spacing and divisionBindingDiagrams and illustrationsNotes, bibliography and contents pageType of printCharacter sizeStyles - fontsTitle pageLetteringPublished papersData in electronic form

Submission Bear in mind the length !!College of Science & EngineeringPhD - 70,000MPhil 50,000Other CollegesPhD - 100,000MPhil 60,000Check the formatting after printingTwo signed copies in temporary binding, which remain with the University

Your ExaminersArranged by the College Office in consultation with the Head of School

One Internal ExaminerOne External Examiner

Who is eligible to examine me?

ExaminationPart I - Initial evaluationPart II - The VIVAReport to College Certification of CorrectionsApproval by College

Final SubmissionAt end of examination process, need to submit final bound versionAll the forms you need to submit and more information is available online at: http://www.aaps.ed.ac.uk/AcAffairs/pginfo/students.htm

Final SubmissionPreferred submission method Hand in one signed hard-bound copy plus CD to the College PG OfficeHardbound submission only (for those who began study prior to 1 Sept 2005)Hand in Two signed copies in permanent binding to the College PG Office

Online availabilityAll theses will be made available online to the general public through the Edinburgh Research Archive.However, a one year repeatable restriction can be applied to the electronic version if it contains sensitive material or if you are in the process of publishing results from it.Please remember to indicate this preference on the form on the CD cover sleeveRestrictions to the hardcopy are separate and must be authorised by your Head of School on the Access to Thesis form

GraduationLetter of AwardGraduation Registration FormGeneral Council Registration Fee GRADUATIONAlumnus

College Office ContactsMurdo Gillanders: 650 5763, murdo.gillanders@ed.ac.uk Overall management of the College postgraduate administration. Advice on regulations, procedures, examination and programme approvalKsenia Siedlecka: 650 7142, Ksenia.Siedlecka@ed.ac.ukKate Farrow: 650 7324, Kate.Farrow@ed.ac.ukAdvisory on interruptions, extensions, special circumstances and general procedural enquiriesAdministration of application forms, Shell and ORS scholarship schemes, update of prospectus and publication materialAdministration of thesis examination, student progress monitoring and reception and advice service

Information to help youCollege Postgraduate Studies Committeewww.scieng.ed.ac.uk/Admin/Committees/pgsc/pgsc.htmPostgraduate Regulationswww.drps.ed.ac.ukAssessment Regulationswww.aaps.ed.ac.uk/regulations/exam.htmCodes of Practice www.postgrad.ed.ac.uk/publicat/index.htmUniversity guidance on plagiarismwww.aaps.ed.ac.uk/regulations/Plagiarism/Intro.htm

SUSPENSIONSNo fees due an authorised interruption of studies period.

Timely applications for concessions more are more favourably. With the changes to UKBA rules retrospective requests are no longer allowed as a suspension of >60 days for an OS student could result in withdrawal of the CAS and subsequent removal of the student from the UK.Monitoring of student non-attendance is require by law.

The college recommends that students/supervisors have 5 contact points per semester.Students must attend at least 2 of these.Less than this minimum threshold would normally constitute a pattern of non-attendance.The college guidance sets out what supervisors or schools should do to contact the student.Students are responsible for attending meetings.Where a pattern of non-attendance occurs Schools must contact the College (fill in the form).See the link to the webpage about this.At the end of the examination process all successful PhD and MPhil candidates are required to submit the final version of their thesis to the University.

A slightly modified process for electronic submission has been introduced from February 2007. This new process now constitutes the preferred method for submission during the remainder of 2006/07, although the original e-submission process as detailed in the Postgraduate Research Assessment Regulations 06/07 (section 6.4) and the Code of Practice for Supervisors and Research Students 06/07 (section 5.12 but set out again below) will still be in operation until the end of the academic year. Preferred method - hand in the following to your College Postgraduate Office:One hardbound version of the thesis conforming to the Regulatory Standards for the Format and Binding of Theses and Portfolios of Musical Compositions (see the Postgraduate Research Degree Assessment Regulations)One completed Access to Thesis form.[1] An electronic version on CD, including:a PDF version (for uploading to the Edinburgh Research Archive)the original word processor files (where possible) for digital preservation purposes (these will not be made publicly available)a completed thesis CD cover sleeve on which you should note whether or not you wish to take up the option of restricting access to the electronic version of your thesis for a limited one year period. Should you need access to the electronic version of your thesis to be restricted for longer then one year then this must be authorised by your Head of School (as with restriction on access to the hardcopy of a thesis via completion of the Access to thesis form). In order to highlight the research being carried out at Edinburgh all PhD theses are archived online in the Edinburgh Research Archive.

For the electronic version, the student may take advantage of an*automatic* one-year restriction, should they student wish this and that this restriction can be obtained without permission from the supervisor or Head of School and only needs the student signature on the CD cover sleeve.

However, there is no *automatic* one-year restriction for the hardcopy, and permission for *any* restriction on this needs Head of School approval and signature (via the "Access to Thesis" form).

If the student wishes to have *greater* than the one year restriction on the electronic version then this cannot be done via the CD cover sleeve and must be done via the "Access to Thesis" form, requiring the permission and signature of the Head of School.