Overview of Thesis Submission Overview of Thesis Submission and Examinationand Examination

Helen Buckley, Research Student Administrator, Helen Buckley, Research Student Administrator, Graduate Studies Office (GSO).Graduate Studies Office (GSO).

When can I submit my thesis?When can I submit my thesis?

Students must register as a PhD Students must register as a PhD candidate for the years originally candidate for the years originally prescribed. prescribed.

Students must complete a minimum of 3 Students must complete a minimum of 3 years full-time or 6 years part-time. years full-time or 6 years part-time.

Students who registered last year must be Students who registered last year must be registered this current academic year.registered this current academic year.

Change in RegistrationChange in Registration To make any changes to your initial approval, the To make any changes to your initial approval, the

change must be approved by the College by completing change must be approved by the College by completing a Change Request Form, examples of changes:a Change Request Form, examples of changes:

Change from full-time to part-time or vice versaChange from full-time to part-time or vice versa

Leave of absenceLeave of absence

Change/Addition of SupervisorChange/Addition of Supervisor

ExtensionExtension

Change of thesis titleChange of thesis title

Pre-SubmissionPre-Submission Submit Intention to Submit 3 months in advanceSubmit Intention to Submit 3 months in advance..

Old .v. New RegulationsOld .v. New Regulations

Old Regulations (first registered prior to Old Regulations (first registered prior to Oct. 2008) Oct. 2008) Supervisor is an Internal ExaminerSupervisor is an Internal Examiner

New Regulations New Regulations Supervisor is Supervisor is notnot an Internal Examiner, but is an Internal Examiner, but is

expected to attend expected to attend Viva VoceViva Voce examination. examination.

Examination BoardExamination Board Old Regulations:Old Regulations:

One Extern ExaminerOne Extern Examiner One Independent Intern ExaminerOne Independent Intern Examiner Supervisor/(s)Supervisor/(s)

New Regulations:New Regulations: One Extern ExaminerOne Extern Examiner One Independent Intern ExaminerOne Independent Intern Examiner

If you are a member of staff of the University, a second Extern is appointed.

Old Regulations – Intern examiner is replaced with a second External Examiner i.e.

Two Extern Examiners One Independent Intern Examiner / Supervisor/(s)

New Regulations – Second Extern is appointed Two Extern Examiners One Independent Intern Examiner Independent Chair (not an examiner)

Appointing ExaminersAppointing Examiners

GSO write to Department requesting GSO write to Department requesting names of examiners.names of examiners. Approval of Examiners form completed by Approval of Examiners form completed by

Department, signed by Head of Department Department, signed by Head of Department and Head of College.and Head of College.

Completed approval of Examiners Form Completed approval of Examiners Form returned to GSOreturned to GSO

Approval of Examiners Form

Thesis SubmissionThesis Submission

Submit to the Graduate Studies Office, 2Submit to the Graduate Studies Office, 2ndnd Floor, West Wing.Floor, West Wing.

Two or Three spiral soft bound copies Two or Three spiral soft bound copies (depending on the number of examiners)(depending on the number of examiners)

PhD Submission Form – Signed by PhD Submission Form – Signed by allall supervisors and Head of Departmentsupervisors and Head of Department

• Note: Student can submit without the signature of the Note: Student can submit without the signature of the Supervisor, but Supervisor, but must be notified that this is against the must be notified that this is against the advice of the Departmentadvice of the Department

What happens after you What happens after you submit?submit?

Examination process has started.Examination process has started.

Graduate Studies Office forward;Graduate Studies Office forward; Thesis to all examiners.Thesis to all examiners. Examiners Report FormExaminers Report Form Guidelines for Submission & Examination of Doctoral DegreesGuidelines for Submission & Examination of Doctoral Degrees

Supervisor is responsible for making arrangements for Supervisor is responsible for making arrangements for the viva and communicating details to you and the the viva and communicating details to you and the examination board.examination board.

VivaViva is normally scheduled to take place between 8 and is normally scheduled to take place between 8 and 10 weeks after submission.10 weeks after submission.

Examiners Report FormExaminers Report Form

Post Post VivaViva Informally examiners may advise you of your result and any Informally examiners may advise you of your result and any

corrections.corrections.

Where examiners are in agreement, a joint report (typed) is Where examiners are in agreement, a joint report (typed) is submitted to the Graduate Studies Officesubmitted to the Graduate Studies Office

Subject Matter of ThesisSubject Matter of Thesis Contribution to KnowledgeContribution to Knowledge Potential for PublicationPotential for Publication Particular Strengths / WeaknessesParticular Strengths / Weaknesses Details of Amendments RequiredDetails of Amendments Required Performance during the Performance during the Viva-Voce Viva-Voce Recommendation Recommendation

Where examiners are Where examiners are notnot in agreement, a report from each in agreement, a report from each examiner must be returned to the Graduate Studies office.examiner must be returned to the Graduate Studies office.

RecommendationRecommendation

ExaminerRecommendation

AwardReject, but permitSubmission of arevised thesis.

Reject, but allow the Award of a Lower Degree.

Award, on condition major amendments

are carried out

Award, on condition minor amendments

are carried out

Pending Hard Copyplus letter from

Supervisor/Intern Examiner that

amendments havebeen carried out

Pending Hard Copy

Corrected thesis must be submitted together with

letter signed by ALL examiners that amendments

have been carried out.Must go through

ACGSC for approval

3 soft bound copiesto be submitted to

GSO.

Reject

Approval of Examiners ReportApproval of Examiners Report

PhD reports approved at Academic PhD reports approved at Academic Council Graduate Studies CommitteeCouncil Graduate Studies Committee Approx. 10 Meetings per yearApprox. 10 Meetings per year

http://www.ucc.ie/en/media/http://www.ucc.ie/en/media/ACGSCdates2012-13.pdfACGSCdates2012-13.pdf

Once approved, GSO will formally write to Once approved, GSO will formally write to candidate with the Recommendation. candidate with the Recommendation.

Awarding of PhDAwarding of PhD

Student must submit Student must submit One hardbound thesisOne hardbound thesis Library formLibrary form Ethesis – Electronic copy uploaded onto Cora.Ethesis – Electronic copy uploaded onto Cora. Letter confirming amendments have been carried out:Letter confirming amendments have been carried out:

Minor amendments – letter signed by Intern examiner (new Minor amendments – letter signed by Intern examiner (new regs) or Supervisor (old regs)regs) or Supervisor (old regs)

Major amendments – letter signed by Major amendments – letter signed by allall examiners examiners

Conferring CeremoniesConferring Ceremonies

SummerSummer (June 2013) (June 2013) Examiners report returned by March 25thExaminers report returned by March 25th Hardbound Thesis submitted by May 9Hardbound Thesis submitted by May 9thth

AutumnAutumn (October 2013) (October 2013) Examiners report returned by August 20thExaminers report returned by August 20th Hardbound Thesis submitted by September 3Hardbound Thesis submitted by September 3rdrd

Winter/SpringWinter/Spring (February 2013)(February 2013) Examiners report returned by January 3rdExaminers report returned by January 3rd Hardbound Thesis submitted by January 16thHardbound Thesis submitted by January 16th

Deadlines for thesis submissionDeadlines for thesis submissionSoft Bound CopiesSoft Bound Copies

AprilApril start date - 1st working Fri in April (12 start date - 1st working Fri in April (12 thth Apr Apr 2013)2013)

JulyJuly start date - 1st Fri in Jul (5 start date - 1st Fri in Jul (5 thth Jul 2013 Jul 2013)

OctOct start date - 1st Fri in Oct (4 start date - 1st Fri in Oct (4 thth Oct 2013) Oct 2013)

JanJan start date - 1st Fri in Jan (3 start date - 1st Fri in Jan (3rdrd Jan 2014) Jan 2014)

DEADLINE for Examiners Report to

be submitted to GSO 

ACGSC Dates 2012/13 Relevant Conferring Cermony *(note below)

Deadline for Hardbound thesis (post viva/

examination)

13th August 2012 20th August 2012 Autumn (22nd - 30th October 2012) 3rd September 2012

5th September 2012 12th September 2012 Spring (20th - 22nd Feb 2013) 17th January 2013

7th November 2012 14th November 2012 Spring (20th - 22nd Feb 2013) 17th January 2013

3rd January 2013 9th January 2013 Spring (20th - 22nd Feb 2013) 17th January 2013

13th February 2013 20th February 2013 Summer (June 2013) 9th May 2013

25th March 2013 10th April 2013 Summer (June 2013) 9th May 2013

29th May 2013 5th June 2013 Autumn (October 2013) 3rd September 2013

13th August 2013 20th August 2013 Autumn (October 2013) 3rd September 2013

3rd January 2014

ACGSC Dates for 2013/14 will be scheduled early Sept. 2013, as soon as they are available they will be published on this website Spring (February 2013) 16th January 2014

*A candidate's conferring is dependent on Examiner's Report being approved at a particular meeting. Subsequent to approval at ACGSC, the candidate must submit their hardbound thesis at least one month in advance of the conferring ceremony.

WebsitesWebsites Graduate Studies Website – Thesis SubmissionGraduate Studies Website – Thesis Submission

http://www.ucc.ie/en/graduatestudies/current/thesis/.http://www.ucc.ie/en/graduatestudies/current/thesis/.

University Calendar – PhD RegulationsUniversity Calendar – PhD Regulations http://www.ucc.ie/calendar/postgraduate/Doctor/page001.html http://www.ucc.ie/calendar/postgraduate/Doctor/page001.html http://www.ucc.ie/calendar/postgraduate/Doctor/http://www.ucc.ie/calendar/postgraduate/Doctor/

Doctoral%20Examination%20GuidelinesDoctoral%20Examination%20Guidelines%202012%20for%20calendar.pdf%202012%20for%20calendar.pdf

Office of Media & CommunicationsOffice of Media & Communications http://www.ucc.ie/en/current/conferrings/. http://www.ucc.ie/en/current/conferrings/.

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