1. The Final Chapter: the Writing Up Period, Thesis Submission and Examination
Dr Alan Macmillan
Academic Registry
Introduce ourselves
Overall theme is to talk about what will happen through the writing up period, examination and award of degree

2. Doctor of Philosophy wears a red gown of the Cambridge Doctors style with green facings and sleeve-linings and red silk cord and button details on the sleeve.

3. Writing Up
Registration/fee-paying period is over and research should be finished
No longer required to be in Aberystwyth (unless Tier 4) and working full-time; may well go in to employment (RCs tend to expect this)
Still need to keep in contact with supervisors and to participate in research monitoring process
IS access no longer charged for; we are trying to get access through to graduation, to support students when writing up
Automatic exemption from Council Tax ends but we will provide certification of exemption on request
Some students will continue to work full-time, maybe even more so than previously, right up to the deadline, while others will submit very early on, and others will be in employment, perhaps at the university, while writing up.

4. Thesis submission process
Intention to submit form required ideally at least 3 months before expected submission
You don’t choose examiners but will be involved
The nominated examiners and chair are approved by the HOGS then we make a formal offer to the external(s) before the thesis can be sent
Staff members during candidature or when examined need two External Examiners
Ensure that you are free from debts to the University - including library fines
Intention to submit form introduced to try to ensure there are no problems or delays at the point of submission e.g. in identifying examiners, missing elements of the thesis. This starts the process of examination.
If there is a particular need for the viva to be completed as quickly as possible let your department know and have them communicate this to AQRO.
We used to not examine work where there was a debt. This has changed but we cannot award a degree if there is a significant debt.
Even though you know who will examine, we need to have formal confirmation they will abide by our rules etc.
Staff raise issues of independence, and perception, as well as awkwardness

5. Submission Documents/Theses
Forms:
Summary: Loose x1
Notice of candidature x 2 both sides
One electronic agreement for POST VIVA copy of thesis
Theses:
Two bound copies of your PRE viva thesis
A4 bound according to instructions
Declarations and statements bound into each copy
One e-version of the PRE viva thesis
The intention to submit form alerts you to what is required for submission so that you are not trying to find this out at the last second.
Note we examine the hard copy but ask for e-copy also.
Please include the declarations verbatim, don’t customise them

6. Submission Information
No required referencing style, colour of binding or single/double-sided
No minimum word length but maximum is 100,000 for PhD
Give time for supervisor feedback and preparation of the whole submission
Check details required for spine etc. and include fee if required
Don’t send anything directly to examiners
You can’t amend once you have formally submitted
The intention to submit form alerts you to what is required for submission so that you are not trying to find this out at the last second.
Note we examine the hard copy but ask for e-copy also.
Please include the declarations verbatim, don’t customise them

7. EMBARGO / BAR ON ACCESS Aberystwyth Research Portal Bar on Access
Research repository of University
Forms are in submission documents
Presumption of OPT IN but mechanism to OPT OUT
Under the remit of Information Services
OPT OUT hard copy is still available in Hugh Owen and National Libraries
Formal Bar on Access of hard and electronic copies for a specified period
Higher standard than electronic OPT OUT
Examples: IP or Commercial Sensitivity
If your supervisor thinks this may apply they should contact Academic Registry well in advance of your submission.
There is a process for a formal bar on access but these applications must be approved by the Research Degrees Committee which meets periodically through the year

8. Timeline for the viva
Once the thesis is sent we will send you an confirming this and inviting you to contact your departmental pg co-coordinator to discuss the viva date
The viva is usually within 12 weeks of despatch to examiners
You are expected to be available to attend a viva in person held at Aberystwyth University
Exceptions might be if your department is having difficulty finding suitable examiners or if the examiners are having difficulties co-ordinating a viva date. Your department should always keep you up-to-date on any delays to the viva.
There is a process allowed under exceptional circumstances only that the viva can be held electronically (usually it is the External Examiner that is in another location). If this might apply to you discuss with your department prior to submission. They can make a formal application on your behalf.

9. The Examination Process
Independent chair to oversee fairness and integrity of the process
One internal and one external examiner unless you are staff; they are equal
Supervisor may be present if you want them
Not recorded
Result will normally be issued on the day
Can be an arbitrating examiner if required
You can notify us of anything affecting performance or viva
Exceptions might be if your department is having difficulty finding suitable examiners or if the examiners are having difficulties co-ordinating a viva date. Your department should always keep you up-to-date on any delays to the viva.
There is a process allowed under exceptional circumstances only that the viva can be held electronically (usually it is the External Examiner that is in another location). If this might apply to you discuss with your department prior to submission. They can make a formal application on your behalf.

10. Conduct of the Viva
Should be respectful and a conversation between peers, robust but not a grilling
Chair should ensure student is respected
But it is an examination to test knowledge, check work is student’s own and ensure the process is (seen to be) rigorous and fair – not a formality
Look at strengths as well as any deficiencies
Initial presentation/question to get you started
Students can defend and explain work – be robust and have confidence but don’t defend the indefensible
Exceptions might be if your department is having difficulty finding suitable examiners or if the examiners are having difficulties co-ordinating a viva date. Your department should always keep you up-to-date on any delays to the viva.
There is a process allowed under exceptional circumstances only that the viva can be held electronically (usually it is the External Examiner that is in another location). If this might apply to you discuss with your department prior to submission. They can make a formal application on your behalf.

11. Possible viva outcomes PhD
Pass subject to corrections 4 weeks
Pass subject to corrections/amendments 6 months.
Not approved for PhD. Single opportunity to modify and Re-submit for PhD within 12 months
Not approved for PhD but approved for MPhil, 4 weeks corrections
Not approved for PhD. Single opportunity to modify and re-submit for MPhil within 12 months (not for resubmissions)
Not approved for degree/no award

12. Possible viva outcomes MPhil
a) Pass subject to corrections 4 weeks
b) Pass subject to corrections/amendments 12 weeks
c) Not approved for MPhil. Single opportunity to
modify and resubmit 12 months (not for resubmissions)
d) Not approved for degree/no award

13. Interim confirmation form - on the day of the viva
After the viva you will receive an Interim confirmation of result form from the examination board
To clarify the process for corrections and outcome for all parties

14. Corrections following the Viva
Make sure you understand what changes are required of you and when they are due – department can confirm
Submit the corrections on time – you haven’t passed until you do
Keep in contact with supervisor for advice
You can’t go back and forward to the examiners on the corrections
Submit your POST VIVA final version in hard copy x2 including the signed declarations to your department
Submit a POST VIVA e-version for University Research Portal and British Library meta data along with signed e-thesis agreement
Until we have a thesis in final form, approved by examiners, you have not passed, and technically are not a doctor until graduation
If you haven’t received written feedback shortly after your viva contact the chair of your viva for assistance.

15. Resubmission
Not uncommon result and it does mean that potentially quite a lot of work needs to be done. But it is retrievable
Academic Registry will write to you confirming the result of the viva and inform you of your official resubmission deadline and confirmation of your resubmission fee.
The procedures and submission process is exactly the same as for the first submission
Right of appeal: deadline of 20 working days from date of result letter
Appeals are very rare and will only give a further opportunity to submit and wouldn’t overturn the result and award the degree.

16. Resubmission
Make sure you have had full and comprehensive written feedback on the required changes from the examiners
Show your supervisor your work for review before you resubmit
Complete an intention to submit form before you re-submit - the examiners must agree to act again as examiners
Submit on time with two hard copy theses and PRE viva e-version as per the first submission
Don’t contact examiners directly
Pay your resubmission fee (£248 PhD/£205 MPhil)
Be prepared for another viva

17. Informing you of a successful result
AR will write to you once the department confirms that all corrections have been completed and approved AND you have handed in the final hard and e-copies  
The result letter will include and the and postal address we hold for you. If there are any changes to these addresses let us know right away
Certificate can be posted to you or will be available at graduation ceremony
You must register to attend the ceremonies and have all information complete early in June

18. Relevant Links
FAQS :
Extensions :
Research degree appeals:
Certification : (processing times normally 3 working days)
Submission Docs :
Regulations for PhD, MPhil, and Submission and Examination of Research Degrees:
E-Viva Guidance: