Thesis Submission and Examination
Intention to Submit Form
What is an Intention to Submit Form?
An Intention to Submit form is required by the Graduate School to confirm that you are ready to submit your thesis within three months of the date stated on your form or by your expected submission date (whichever date is sooner).
Where can I find this form?
All Forms are available on the Graduate School webpages.
When should I complete the Intention to Submit Form?
The form should be submitted to the Graduate School about 3 months before your expected thesis submission date. This will allow us time to organise a Committee of Examiners for your viva.
When do I need to submit my thesis?
Your submission date will fall into one of two categories. Either 3 months from the date that the Graduate School are in receipt of the completed Intention to Submit Form or your expected thesis submission date, whichever date is earliest.
Can I submit the Intention to Submit Form with my thesis?
Yes, this form can be submitted with your thesis. However, this will delay your thesis being sent out for examination and may also cause a delay in arranging your viva.
What happens if I don’t submit my thesis within the time stated?
You will be charged a late submission fee and your thesis may not be accepted for examination. If you think you will be unable to submit your thesis in time please contact your supervisors or the Graduate School for information on what support we can offer.
Nomination of Committee of Examiners
What is a Committee of Examiners?
The Committee of Examiners is a group of three academics who are approved to examine your thesis and conduct your viva. The group normally consists of :
Convener - Nominated by the Head of School or subject to oversee the examination process
Internal Examiner - An academic employed by the University of Glasgow
External Examiner - An academic from another University
If you are an employed by the University of Glasgow your committee will have 2 external examiners
How are the examiners chosen?
Your supervisors will liaise with potential examiners who they feel are best suited to examine your thesis.
When will I find out who my examiners are?
Your supervisor may discuss potential examiners with you however you will not be told who the committee of examiners are until you have submitted your soft bound thesis to the Graduate School.
When will my thesis be sent to the Examiners?
Your thesis will be sent to the examiners as soon as possible after it has been submitted to the Graduate School provided we have received a completed, signed and approved Nomination of Committee of Examiners. Your thesis cannot be sent to the examiners without receipt of this form.
When should the Committee of Examiners Form be Completed?
As soon as we receive your Intention to Submit Form the Graduate School will contact your supervisors and ask them to complete the form. This process usually begins around 3 months before your expected submission date.
What happens if the thesis is submitted before the Committee of Examiners form is received?
Your thesis will not be sent to the examiners until a completed form has been submitted to the Graduate School and approved by the Dean of Graduate Studies
There is a problem appointing a convener, can the thesis be sent to the examiners in the meantime?
No, the thesis will not be sent to the examiners until the form has been completed in full and has been approved
Extension to Thesis Submission Date
What do I do if I need extra time to complete my thesis?
It is your responsibility to bring any factors that may affect your abilty to submit your thesis on time to the attention of the Graduate School and your supervisors before your expected thesis submission date. If this is due to medical or other adverse circumstances then it is considered to be good cause and a period of medical leave may be granted.
We will be able to advise you on the steps to take to ensure you are able to submit your thesis for examination by an approved deadline without incurring a late submission fee.
The PGR Code of Practice section 10.28 states that if a student and their supervisor(s) perceive that the original submission date may not be achievable, they may, no later than 3 months prior to the planned submission date, apply for an extension to the deadline.
If an application is not submitted within this timeframe, it may not be taken forward for consideration.
If there are medical reasons for the request, you must notify the Graduate School as soon as possible and within 3 weeks of the good cause event or other circumstances if you feel that you require additional time to submit your thesis. Retrospective applications will only be approved under exceptional circumstances. If you do not notify the Graduate School of your circumstances you may not be granted an extension to your thesis submission date unless you can provide a good reason why this information could not be presented in time.
How to Notify
Please submit an Application for Extension to Thesis Submission Date form and supporting documents to the Graduate School.
Evidence of Good Cause
Evidence should be in the form of a report that describes the medical condition or other adverse personal circumstances. Where the report refers to a medical condition of more than seven consecutive days duration the report must be completed by an appropriate medical practitioner. It is also helpful if any evidence includes details of the exact effect on the ability to complete your PhD. Examples of good cause can be found in the University Code of Practice under section 10.30:
- Ill health (accompanied by medical certification);
- Death of a person with whom a close relationship can be demonstrated (e.g. immediate family member; spouse);
- Delay to data gathering/analysis due to lack of operable equipment;
- Dramatic change in circumstances (e.g. homelessness).
An extension cannot normally be granted on the grounds of employment.
What is the difference between an extension and medical leave?
If you need extra time to submit your thesis you may be granted either a suspension or an extension. This will depend on the reason the additional time is required.
If additional time is required because you are unable to work on your thesis for reasons of medical or other adverse circumstances i.e. if there is good cause, a period of leave may be granted. The period of your leave will be added to your expected thesis submission date and a revised date will be recorded on your student record. The duration of the leave should not normally be more than 12 months.
Extensions dealt with in this way will not affect the College submission rates however your student ID card will not be active during the period of leave. If you hold a tier 4 visa and the period of leave is for more than 60 days you will need to leave the UK and the University sponsorship of your visa will be withdrawn.
If you require additional time for reasons other than medical or adverse circumstances e.g if there has been a delay to data analysis for some reason, or you miscalculated the time needed to proof read and prepare the thesis for submission you will be granted an extension. The duration of the extension will not be added to your expected thesis submission date. Extensions dealt with in this way will adversely affect the College submission rates if the final duration of study is more than 4 years. Your student ID card will be active and if you hold a tier 4 visa you should ensure your visa covers the period of the extension.
Can I submit an application for an extension after my expected submission date?
Not unless there have been exceptional circumstances which prevented you from submitting your application at the correct time. Any late fee applied to your student record will not be removed in the event that a late application is approved.
What will happen if I submit my thesis late without an approved extension?
There is no guarantee your thesis will be accepted for examination and you will be charged a late submission fee.