1 Submitting Your ThesisThe End Game Submitting Your Thesis Margaret Haldane and Tish Naughton Research Student Support Team Introduce ourselves, this should take 1.5 hours. Research Administration Team

2 Research Administration TeamOverview Prior to thesis submission: Approval of Title Approval of Examiners Submission of thesis – online guidance, binding, formatting and printing Viva After the Viva – outcomes, thesis and graduation Note: please ask questions throughout or at the end! To ensure that there are no unnecessary delays once your thesis has been submitted to us – it is handy to be aware of the university regulations on the submission of theses. If in doubt it is far better to check and ensure that the presentation of your theses is correct at an early stage rather than face inconvenience at the time of submission. Today’s course will cover…. Research Administration Team

3 Preliminaries to Thesis SubmissionApproval 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 Your thesis title, subtitle and keywords should be put forward for approval by your Supervisor (but does not go to your DPGR) to go to the Research Admin Team before the date of submission, three months ideally. It may cause delays if you do not do this prior to submission. Subtitle cannot be more than 30 words. You also need to select up to 10 keywords at the same time and these are used as search terms when eventually published online. The keywords need to be included in the heading of the abstract – this will be mentioned again later on. It is your responsibility to ensure that the title and subtitle have been put forward, through your supervisor, in adequate time. Research Administration Team

4 Preliminaries to Thesis SubmissionApproval of title and sub-title letter confirming title sent by the Research Student Support 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 our Any discrepancies lead to delays in sending thesis to examiners You should keep the title approval letter to ensure that your title, sub-title and keywords exactly match on your thesis to the official letter, which should match the title form. Please check our letter in case of any transcribing errors. Any discrepancies will lead to delays in sending out your thesis which can impact on timescales for your viva and graduation. Any subsequent changes to any of these, eg when finalising your thesis for submission, must be re-approved by your supervisor. Any changes after the viva must be approved by your internal examiner. Research Administration Team

5 Preliminaries to Thesis Submission2. Appointment of Examiners Check with supervisor on appointment of examiners No later than two months (ideally) before submission (quality checks and approval process) Form signed by Principal Supervisor, the Director of PGR for your Faculty and by yourself Examining team with Independent Chair approved by Faculty PG Research Sub-Committee – please allow time for this Appointment of examiners also needs to be submitted prior to submission (at least two months before submission) as this needs to be approved by the Chair on behalf of your FPGRSC. You should check with your supervisor or Faculty Research Administrator that this has been done. Again if this has not been done prior to submission then it could cause delays. If you need to submit in time for your final end date and this is before your examiners have been approved, you can still submit but we will not be able to send out your thesis. Approval can take time - a couple of weeks or more depending on whether this team have any queries for your Faculty, so it is best for the examiners not to arrange a viva date before approval and dispatch of the thesis, if at all possible. The appointment of your examiners is the responsibility of your supervisor, as submission approaches, it may be advisable for you to check that the arrangements are in place. You can expect to be informed by your supervisor of the proposed nominations for the appointment of examiners, in order that any difficulties which might arise in relation to the appointment of a particular individual can be identified and resolved at an early stage in the assessment process. An Independent Chair is also appointed for every viva. The Chair is NOT an examiner but there to ensure that the regulations and good practice are followed and to ensure fair conduct during the viva. Research Administration Team

6 Research Administration TeamThesis PhD 80,000 words (absolute maximum 100,000); MPhil – 40,000 Max; for DBA/DPharm, see Programme Specification Examiners critical of a lengthy thesis and critical of lengthy footnotes Word count includes tables in the main body of the thesis but excludes references/bibliography list, footnotes and appendices Double-sided optional and allowed on pre-viva submission only, not final hard-bound version for the Library Please observe the maximum word count – we won’t be slavishly counting the words; however examiners do notice if a thesis is excessively lengthy. Also best to avoid excessively large footnotes. Double-sided optional and allowed on pre-viva submission only, not final hard-bound version for the Library after corrections. Word count excludes references/bibliography list and appendices but includes footnotes/endnotes Remember to check all pages are in the correct order. Use 100gm paper. Arial Font Type 12pt Size, min 1.5 up to double-spaced Line Spacing, note Margins, especially left margin to allow for binding 40mm, right margin 20mm. If double-sided, margins have to be symmetrical and changed back again for single-sided final version! Research Administration Team

7 Research Administration TeamThesis Use 100gm paper. Arial Font Type 12pt Size, min 1.5 up to double-spaced Line Spacing, note Margins, especially left margin to allow for binding 40mm, right margin 20mm. If double-sided, margins have to be symmetrical and changed back again for single-sided final version! See IT helpsheet: Formatting in Microsoft® Word - Quick Guide, online at Research Administration Team

8 Research Administration TeamCopyright All diagrams/images subject to copyright in the printed version of your thesis should be correctly referenced, and following corrections, will remain in your final printed version. For the digital version (final version of thesis only) all diagrams/images must be removed unless you have written permission from the copyright owner. In place of the removed images/diagrams place a note describing what was removed, and a reference to where the diagram/image can be found. The thesis will be placed on Bradford Scholars and so will be published online. This is why copyright materials for which you do not have permissions must be removed. This copyright advice has recently been received from the Library so is up to date. Research Administration Team

9 Thesis Submission - binding, formatting & printingTHREE temporary bound copies for pre-viva/first submission Add one copy for yourself (to take to your viva) Each copy of the thesis must be printed and not photocopied First submission may now be printed on both sides of the paper (not the final version) Inprint & Design – WB07 Richmond Building: dissertation/ – see contact page for queries and to pay over the phone, read the guidebook, submit your files by Initial submission in temporary bound format (3 copies including one for your supervisor) Ring binders or sprung sliding binders are not acceptable. It’s a good idea to have a fourth copy bound for yourself so that you know that you will have exactly the same version as your examiners It is easier to have the printing done by Inprint and Design as they can check the formatting, margins etc. Research Administration Team

10 Thesis Submission - binding, formatting & printingColour pages at extra cost – you can tell Inprint & Design which page numbers Approximate timescale – 2-3 working days (check with Inprint & Design) Submitting to the Research Student Support Team is your formal submission to the University; however, submitting to the printers (including Inprint) is not! electronic version to hub- to prove your timely completion (if submitting on or close to your end date) Inprint+Design - very helpful, £10-15 per volume for up to 300 pages, 48 hour turn around (rough estimate only) Inprint+Design 5p per blk and white page/ 40p per colour page Research Administration Team

11 Research Administration TeamSome 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 2017 but make corrections to your thesis in 2018, you will need to keep the year as 2017 on your final version This list of some common errors is included in our preparation for thesis submission flyer that is sent out with the thesis title letter/ . The University of Bradford has a “house style” for the layout of your thesis because your final version will be published in the library. In the event of most errors we don’t ask that your first, soft bound copies are revised unless the format is such that we feel it will compromise your Viva Voce Examination. We do, however, have to be very strict when it comes to your Final Hardbound Version. We will you to inform you of any errors – please keep the for reference later on. Research Administration Team

12 Thesis Style and Layout – Front CoverIf arranging binding with Inprint & Design, they will ask you to submit a form including the details for your front cover, which they will print (no need to produce this yourself) Your name must be in the format initials and surname (family name) - exactly the same as on your student record and passport, eg J.S.T. BLOGGS (student card: JST 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 layout I will go into more details a bit later about binding – you don’t have to use Inprint and Design, but they have many years of experience in printing and binding theses to University of Bradford standards and requirements. It is vital to ensure that your name as printed on your thesis is exactly the same as on your student record and passport. Our student records system has room for three initials to be displayed but if you have four forenames the fourth will go in the same field as the third but will not be displayed on your student ID card. Make sure you tell Inprint this – they can check with us if they wish to. Any changes of name due to mistakes on your passport, marriage or divorce should be arranged and submitted to the Research Administration Team before thesis submission. After the viva is too late for this. If you are submitting more than one volume this should be indicated on spine and cover Research Administration Team

13

14 Thesis Style and Layout – Title PageTitle 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 Joseph Stephen Thomas BLOGGS (student card: JST BLOGGS); or If in doubt please check with the Research Student Support Team Please see the following specimen layout Please include a title page without a page number. If you have three or four forenames but one or two of these are initials in your passport, this will be recorded as such in our records system. Our students find it easier when applying for jobs if the name is consistent between passport, certificate and thesis. Research Administration Team

15

16 Thesis Style and Layout – Abstract and NumberingThe 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 If you wish to include an acknowledgement and/or dedication these should be included in the thesis after the abstract. Please add page numbers without extra fancy text or formatting Research Administration Team

17

18 Research Administration TeamThesis Submission THREE temporary-bound copies need to be submitted to reach the Research Administration Team in one of two different ways: By appointment: and bring it to the PGR Lounge at the agreed time Inprint & Design can deliver to the Team upon request. Any extra copies for yourself, please collect from Inprint or ask them to post to you Complete the Thesis Submission Form at It’s a good idea to have a fourth copy bound for yourself so that you know that you will have exactly the same version as your examiners Research Administration Team

19 Research Administration TeamThesis Submission Complete Declaration of English Language Assistance Form, if appropriate , 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 Ensure you log into e:Vision to update your contact/term-time address, if you move house, and your personal address 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 Student Support Team 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. One form please for each proof-reader. Some proof reading companies supply a certificate, not the personal details of the proof-reader. Research Administration Team

20 Research Administration TeamViva Confirm viva date with your Faculty - check e:Vision for progress (Viva milestone will appear, with date if this has been arranged) 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 hours, supervisor present by YOUR request More info on the DVD, “The Good Viva”, available on Blackboard 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 The Research Team does not organise the viva but if you do not hear anything from your Faculty you may contact this team so we can make discreet enquiries. Usually hours, supervisor present by YOUR request Research Administration Team

21 After the Viva - outcomesThe 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 final hardbound thesis and electronic version The corrections should have been given to you asap after the viva – verbally, then in writing All examination paperwork (including confirmation of completion of minor corrections to the thesis) is completed and signed in your Faculty and then sent to the Research Administration Team for passing on to FPGRSC for approval.  Minor corrections are not given to you by this team; they should be given to you asap after the viva Research Administration Team

22 After the Viva - outcomes1.4 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. The Internal Examiner or Chair should communicate this outcome to you asap after the viva The Research Administration Team will communicate the outcome formally by letter with a copy of the Examiners’ Report after approval by the Chair of the Faculty PG Research Sub-Committee Second viva may be held at the discretion of the examiners’ academic judgement Major corrections are not given to you by this team until after approval by RDC. Research Administration Team

23 After the Viva - outcomesThe Research Administration Team will send you a copy of the examiners’ report after approval by the Faculty PG Research Sub-Committee Award Pending letter issued after FPGRSC approval and corrections and before formal and routine award by the University Senate and conferral at the Award Ceremony For Doctorate Extension Scheme visa or potential employment/promotion overseas, earlier Senate award upon request to Visa Support Team/Research Student Support Team After receipt by the Research Team you should allow up to four weeks for your Award Pending Letter to be issued, at which stage your award only remains subject to the formal and routine approval by the University Senate (Senate does not meet until one week before the awards ceremonies). This letter will include your viva date and can be shown to employers and sponsors. Some students need earlier awarding by Senate so they can apply for the Doctorate Extension Scheme visa or get promotion at work; please ask for this. Once a special Senate has made the award you would receive a final Award Letter; the certificate can only be issued at the ceremony later on. Research Administration Team

24 After the Viva – Final ThesisONE hard-bound copy (printed on one side of each page only) and one electronic version in editable format (CD – no USBs) to be delivered to the Research Administration Team. 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. To apply for an embargo, complete form and hand in to your Faculty (they will hold a Publications Adjudication Panel to consider requests). Your thesis will be published on Bradford Scholars at https://bradscholars.brad.ac.uk/handle/10454/586/recent-submissions Research Administration Team

25 After the Viva – Final ThesisIf 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 Inprint & Design can deliver to the Research Administration Team upon request Complete Electronic Deposit Agreement Form 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 Again, you can submit in one of the three ways mentioned earlier – delivery, appointment or drop-in. We will contact you by and/or phone to advise if anything further is required for you to get your certificate at or after the ceremony. You will need to reply to the ceremony invitation, even if to say No, as this reply will act as confirmation of the address to send the certificate to, after the ceremony has taken place. Research Administration Team

26 Research Administration TeamUseful Contacts Research Administration Team Research Administration Team Tel: +44(0) (for internal calls extension 5408) Research Administration Team

27 The Submission and Examination ProcessThank you and good luck with your thesis submission & viva! Research Administration Team