The Countdown to Thesis Submission and Examination

Martina Daly

https://www.sheffield.ac.uk/rs/code

https://www.sheffield.ac.uk/polopoly_fs/1.688400!/file/Guidance_Notes_for_Candidates_final_updated_Sept18.pdfhttps://www.sheffield.ac.uk/polopoly_fs/1.688433!/file/Guidance_Notes_for_Supervisors_Sept18.pdfhttps://www.sheffield.ac.uk/polopoly_fs/1.435461!/file/Guidance_Notes_for_Examiners_revisedSept18_final.pdf

Confirmation Review

Submission Review

Thesis Submission

The Three Milestones of a Doctoral Degree

Requirements for research degree

Complete a prescribed period of training and research

Present a thesis containing the results of research and showing the sources from which the information it contains is derived and the extent to which use has been made of the work of others

Pass an oral examination in matters relevant to the subject of the thesis

Satisfactorily complete any taught elements or coursework - this is the DDP

Submission of ePortfolio Summary

Submission at 36 months

Supervisor should comment

Research outputs

Impact Other outcomes of research work

Recognition Prizes, presentations, peer review work

Communication and dissemination Conference attendance,

presentations to other audiences

Funding applications Funding to support research or professional

development

Professional development activities Competitions, Grad School

attendance, Internships

Teaching and supervision experience

Engagement and influence at the University of Sheffield and with the wider community Development of the research culture at

the University of Sheffield; Public engagement activities

Evidencing the DDP

Criteria for the award of the Degree of PhD

A candidate for the degree of PhD is required to satisfy the examiners that his or her thesis

Is original work which forms an addition to knowledge

Shows evidence of systematic study and of the ability to relate the results of such study to the general body of knowledge in the subject

Is worthy of publication either in full or in an abridged form

In addition, the form of the thesis should be such that it is demonstrably a coherent body of work, i.e. includes a summary, an introduction, a description of the aims of the research, an analytical discussion of the related findings to date, the main results and conclusions, and sets the total work in context

Fo

Formatting

Copyright compliance

Submission fee (staff candidates)

Summary (300 words)

Non-standard materials

Supervisor’s approval

Original (submit draft to Turnitin)

Meets criteria expected(coherent, well

documented, good English)

Submit to Turnitin(receipt)

Binding (2 hard copies + 1 electronic copy)

Writing Advisory Service

• 1:1 tutorials

• Students bring some writing

• Online booking system

• Students can book up to 6 sessions

http://www.sheffield.ac.uk/eltc/languagesupport/writingadvisory

English Language Support

ELT6050 Thesis Writing Principles and Practice• 12 weeks x 2 hr taught sessions• Structure of a thesis• Requires submission of written work

ELT6060 Speaking Skills for Research Purposes• 12 weeks x 2 hr taught sessions• Covers the skills involved in the

design, preparation and execution of oral presentations

ELT6051 Academic Writing for PhD students• 12 weeks (9 x 2 hr taught

sessions and 3 x 2 hr 1-2-1 tutorials)

• Provides overview of grammar and basic language skills

• Requires submission of written work

ELT6052 – Online Thesis Writing Course• For UoS distance learning doctoral

students• Covers the thesis from the Introduction

to the Conclusion• Strategies for reading, planning,

focusing, drafting and revising• Broad principles of critical thinking,

summarising and organising an argument

Word limits

No official regulations concerning length

Medicine, Dentistry and Health guidelines

MPhil – 40,000 words

PhD or MD – 75,000 words

(excludes footnotes, bibliography and appendices)

Brevity is a quality, provided it is not at the expense of clarity

Accurate and consistent referencing is essential

Main source of advice and information

Discuss thesis structure and a schedule for its production at an early stage and their role in checking drafts

Acceptable support in writing the thesis

Academic writing courses run by ELTC

Role of the Supervisor

Nominate examiners in advance of thesis submission

Staff candidates have two external examiners and an internal co-ordinator; those on NHS posts with honorary UoS contracts have one external and one internal

Examiners should have no previous association with candidate or direct involvement in their research

Former staff members cannot act as external examiners for 4 years

Nominations must be approved by PGR lead

Check ETW when nominating external examiner

Appointment of Examiners

University regulations

External examiner - should have significant and demonstrable

knowledge of the field …. to provide a rigorous viva voce examination

Internal examiner - should be able to assess the thesis … sound

knowledge and understanding of University regulations and procedures

At least one examiner should be familiar with UK PhD system

Examiners should have experience of successfully supervising at

least one doctoral candidate and/or experience of examining at

least three doctoral theses

Suitability criteria for appointing examiners

Suggestion

Consider nominating an internal co-ordinator

What the supervisor doesRegulations

Nominate examiners

Be available to the candidate prior to and immediately after the viva

To provide continuity and support to the candidate where corrections to the thesis are required, whether this be minor amendments or a full resubmission

Suggestions

Support the student – mock viva

Encourage student to prepare a short presentation to open the viva

What the internal examiner does

Check the Turnitin report and notify the appropriate person when the thesis has been cleared

Arrange the viva and inform the external examiner and the candidate of the time, date and venue

Ensure venue is suitable; a table and chairs must be provided

Read the thesis and write a preliminary report

Check any minor amendments that are requested and ensure completion to the examiners’ satisfaction

Ensure adherence to regulations at all stages

Arrangement of the viva

Responsibility of the internal examiner or internal co-ordinator if there is one

The supervisor does not arrange the viva

The viva should not be arranged until after the examiners have been approved and the thesis has been submitted

The viva normally takes place within 10 weeks of the examiners receiving the thesis

Under no circumstances should the thesis (electronic or print) be sent direct to the examiners before the viva

A: the recommendation

B: joint report on the thesis

C: report on the oral examination

D: additional general remarks or recommendations

The Joint Examiners’ Report

The recommendation 1. The degree be awarded without the need for any corrections to the thesis

2. The degree be awarded once specified minor amendments have been completed to the satisfaction of the Examiner(s)

3. The degree be awarded once specified major amendments have been completed to the satisfaction of the Examiner(s)

4. The degree be not now awarded, but the candidate be allowed to undergo a further oral examination without modification of the form or content of the thesis

5. The degree be not now awarded, but the candidate be allowed to submit a revised thesis after such modification of form or content as the Examiners may prescribe, WITH/WITHOUT oral re-examination

6. The degree be not awarded, but the degree of Master of Philosophy (MPhil) be awarded (subject only to the necessary changes to the cover and title page of the thesis)

7. The degree be not awarded, but the candidate be allowed to submit a revised thesis for the degree of MPhil after such modification of form or content as the Examiners may prescribe, WITH/WITHOUT oral re-examination

8. The degree be not awarded

Rare Most common

Less commonNot unusual

Outcome of the examination

Examiners notify candidate of the outcome of the exam

Informal recommendation only

Examiners should provide the candidate with detailed written advice as to any amendments that should be made

Minor amendments – 3 months

Major amendments – 6 months

Resubmission – 1 year from date of formal notification

Examiners complete joint report

Amendments

Do these as soon as possible after the viva

Consult with supervisor

Liaise with the internal examiner

Internal examiner usually approves minor or major amendments (send copy of amended thesis by email)

Submit final Library copy of amended thesis to Research Services, either in print and/or electronic format

Upload the final approved eThesis to White Rose eThesesOnline

Submit a completed Access to Thesis form

1. The supervisor nominates the examiners

2. The candidate can veto the choice of examiners

4. The nominated examiners are always appointed

True or False

False

True

False

3. Former members of staff may act as internal examiners

True

5. The PGR administrator checks the thesis for originality after it is submitted

6. The supervisor is responsible for organising the viva

8. The viva should normally take place within 10 weeks of the thesis being received by the examiner

True or False

False

False

True

7. The viva can be organised before the thesis is submitted if there are extenuating circumstances

False

9. The examiners decision at the end of the viva is final

10. A candidate can appeal the outcome of a viva on the grounds of a procedural error made by the examiners

True or False

True

False