Section 8: Submission and Final Examination
8.1. This section should be read and understood in conjunction with the University Calendar and the accompanying ’Guidance Notes for the Degree of Doctor of Philosophy by Research’ for information about assessment processes.
Thesis structure and guidance
8.2. A fundamental principle governing research degrees is that a thesis shall be the student’s own work. The student and his/her primary supervisor must therefore establish a clear understanding of the supervisor’s responsibilities in relation to the student’s written submissions at an early stage in the research period. The understanding must accord with any University, College and School/Research Institute guidelines (of which the student shall be made aware) and must cover the nature of guidance or comment the supervisor will offer.
8.3. A student should agree with his/her supervisor the structure for his/her thesis as early as possible in the research period and ensure that he/she understands the expectations regarding thesis standards and formats. Graduate Schools will provide guidance/training on formatting, structuring and writing a thesis. All students are recommended to familiarise themselves with the expectations placed upon them as regards thesis completion and undertake relevant training. Graduate Schools will also provide or promote available guidance on the administrative process for submission and examination including information on:
8.3.1. Thesis development
8.3.2. Timescales and procedures for submission
8.3.3. Examination protocol
8.4. The Library’s guidance and training opportunities on thesis formatting and submission can be found on the getting started section of the Library’s thesis website.
8.5. In addition to hard copies of the thesis, all students are required to submit an electronic copy of their thesis (the final, corrected version of the thesis after examination) through the Library’s e-thesis submission website. In order to enhance the visibility of the University’s research, this version will normally be made available through the University’s on-line repository, Enlighten and through the British Library online.
8.6. Submission and publication of a final thesis (both in hard and electronic copy) is in accordance with the Freedom of Information (Scotland) Act 2002. For further information, please see the Library’s thesis website, which contains guidance about the implications of publication and situations when restricting access to a thesis for a time is appropriate under the Act. When considering access to the final thesis, supervisors and students shall refer to the requirements of any funding providers. The Graduate School will consider any proposed case for restricted access and will notify the student of the final decision.
Time permitted for submission
8.7. Each research degree has its own prescribed time limit for completion set out in the degree regulations within the University Calendar. In accordance with these time limits, it is the student’s responsibility to decide on a final submission date taking into account advice from the supervisory team and University guidelines and requirements. A student’s research plan shall project a submission date and this date shall be reviewed and amended at each annual review and reporting stage.
8.8. University of Glasgow (indicative) study period durations (in months) for Research Degrees.
| Full-time | Part-time | |||
|---|---|---|---|---|
| Degree | Minimum | Maximum | Minimum | Maximum |
| PhD | 36 | 48 | 60 | 72 |
| EngD | 48 | 60 | n/a | n/a |
| EdD | n/a | n/a | 48 | 72 |
| DClin Dent | 36 | 48 | 60 | 72 |
| DClin Psy | 36 | 48 | 60 | 72 |
| DDS | 24 | 48 | 48 | 72 |
| MD | 24 | 48 | 48 | 72 |
| MLitt (R) | 24 | 36 | 36 | 48 |
| MRes (R) | 12 | 24 | 24 | 36 |
| MMus (R) | 12 | 24 | 24 | 36 |
| MSc (R) | 12 | 24 | 24 | 36 |
| MSci (R) | 12 | 24 | 24 | 36 |
| MPhil (R) | 12 | 24 | 24 | 36 |
| LLM (R) | 12 | 24 | 24 | 36 |
8.9. Students should also refer to College handbooks for information or confirmation of the minimum and maximum allowable periods for completion of their degree programme.
8.10. It is generally expected that a student will complete and submit his/her thesis by or close to the research period end date. However, by exception, degree submission time-limits allow the student to set a submission date beyond the end of the research period. If a student requires time additional to the research period for completion of the thesis, he/she will be registered at the University for a reduced fee with a ‘thesis pending’ status. Transfer to ‘thesis pending’ status is generally dependent on submission of a specific and time-bound plan for completion and must be agreed with the supervisory team and approved by the Graduate School Board.
8.11. Most funders have specific requirements about deadlines for submission. Funded students shall refer to, and take account of, relevant funder/sponsor requirements when planning a submission date.
8.12. At least three months ahead of his/her planned submission date, the student must complete an ‘Intention to submit’ form. The purpose of this form is to notify the Graduate School of the need to set up a Committee of Examiners. This form is signed by the primary supervisor and submitted to the Graduate School. The supervisor’s signature is a confirmation that the thesis consists of the student’s own work and complies with the regulations governing the degree. It is not a comment on the quality of the student’s work. For further information about the ‘Intention to submit’ process, please refer to the Guidance Notes for the Degree of Doctor of Philosophy by Research, which accompany the Calendar.
Extensions to submission deadline
8.13. Research degrees will normally be completed according to the time limits set out in the table in point 8.8. Where the student has registered for a combination of full-time and part-time study, or where the Graduate School has approved suspension of study for a period of time, the maximum period of study permitted shall be equivalent to the duration for full and part-time study plus the approved period of suspension, adjusted proportionately.
8.14. If a student and his/her supervisor(s) perceive that the original submission date may not be achievable, they may, not later than 3 months prior to the planned submission date, apply for an extension to the submission date. An extension to a student’s submission deadline can be granted subject to approval by the relevant Graduate School Board and in compliance with any funder terms and conditions.
8.15. The Graduate School Board shall review all extension applications and if deemed reasonable, it may grant the student an extension. Extensions are not normally granted for a period in excess of 12 months.
8.16. Graduate School review process and criteria: Applications for extension will be considered on a case by case basis. Eligible reasons for granting an extension include:
8.16.1. Ill health (accompanied by medical certification);
8.16.2. Death of a person with whom a close relationship can be demonstrated (e.g. immediate family member; spouse);
8.16.3. Delay to data gathering/analysis due to lack of operable equipment;
8.16.4. Dramatic change in circumstances (e.g. homelessness).
8.17. An extension cannot normally be granted on the grounds of employment.
8.18. The application should be written and submitted by the student and include:
8.18.1. an account of the reasons for the application;
8.18.2. a plan and timetable for the revised submission;
8.18.3. sufficient evidence to support the application (medical certificates, evidence of relationship); and
8.18.4. a letter of support from the primary supervisor.
8.19. The Graduate School shall inform the student in writing of the outcome of the application for extension with the reasons for the outcome and specifying revised submission dates if applicable.
Examination considerations
8.20. The Head of School/Research Institute Director or their nominee, in consultation with the primary supervisor, is responsible for nominating:
8.20.1. a Convener for the Committee of Examiners who has experience of examining research degrees; and
8.20.2. the internal and external examiners to the relevant Graduate School Board for approval.
8.21. Either the student or the Convener of the Committee of Examiners may request the attendance of the primary supervisor at the oral examination.
8.22. Further details of the examination process are available in the University Calendar and from the Graduate School.
8.23. In providing a report to the Committee of Examiners, examiners are asked to consider the following about the thesis:
8.23.1. Does the candidate show adequate knowledge in the field of study?
8.23.2. Does the candidate demonstrate independent critical ability?
8.23.3. Does the thesis make a distinct contribution to knowledge?
8.23.4. Is the candidate competent in the appropriate methods of recording research?
8.23.5. Does the candidate demonstrate ability in writing style and presentation?
8.24. Students should also refer to The Scottish Credit and Qualifications Framework which details the characteristics of achievement at SCQF Level 12 (Doctoral Degree).
Role of the Convener of the Committee of Examiners
8.25. The Convener of the Committee of Examiners, while having experience in examining research degrees, does not have examiner responsibilities. His/her responsibility is to facilitate a fair and smoothly run examination. Further information on the role of the Convener is available in the Guidance Notes for the Degree of Doctor of Philosophy by Research. The role involves:
8.25.1. fixing an examination date and time and liaising with the Graduate School on other administrative considerations;
8.25.2. informing the student of the date and time of the examination and the names of the examiners;
8.25.3. ensuring that the oral examination is conducted in a fair manner;
8.25.4. ensuring that the examination has a reasonable duration;
8.25.5. assisting the examiners to reach a consensus;
8.25.6. co-ordinating the completion of a joint report detailing the requirements for revision or resubmission; and
8.25.7. where appropriate, providing the student with a list of revisions/corrections required by the examiners.
8.26. Students must notify the Graduate School within two weeks of receiving a list of the examiners’ names, if they have any concerns or suspects a conflict of interest with an appointed examiner. The membership of the Committee of Examiners will then be reviewed and, if deemed appropriate, amended. If the student subsequently lodges an appeal against the outcome of the examination in cases where the Committee membership has not been amended, pre-registered concerns will be taken into consideration during the appeal.