Submission Information for
Postgraduate Research Students
Compiled by Student Administration
PGR-Student-Administration@nottingham.ac.uk
Contents
Introduction .......................................................................................................................... 3
Notification of submission of thesis/dissertation for examination of a research degree .................... 5
Graduation Arrangements for Research Degree Candidates ......................................................... 7
University of Nottingham deposit and loan of thesis form ............................................................ 9
Preparation, Submission and Examination of Thesis for a Research Degree ................................. 11
Submission and Layout of Hardbound Version ......................................................................... 13
Supplementary Information for examiners, supervisors and candidates ...................................... 15
Criteria for award of PhD and other qualifications at Doctoral Level ........................................ 15
Options available to the examiners ..................................................................................... 16
2
Introduction
Please find enclosed information on thesis submission and the forms required to be submitted with
your thesis. If you have any queries about anything in this document, please do not hesitate to
contact the Postgraduate Research Student Administration Team.
Postgraduate Research Student Administration Team
Name
Job Title
Contact for
Telephone number
Claire Flint
Student Administrator for the
Faculties of Sciences and Social
Sciences
+ 44 (0)115 9514046
Christopher
Straw
Student Administrator for the
Faculties of Arts, Engineering
and Medicine and Health
Science
Student Administration Officer
Student Administration Manager
– Postgraduate Research
Thesis submission, extension requests,
additional periods of study, registering
in thesis pending, voluntary interruption
of studies.
Thesis submission, extension requests,
additional periods of study, registering
in thesis pending, voluntary interruption
of studies.
Examination processes
Regulation queries and complex
question.
Julia Pounder
Luke Phillimore
+ 44 (0)115 9515790
+44 (0)115 9515508
+44 (0)115 8232320
PGR-Student-Administration@nottingham.ac.uk

The Notification of Submission of Thesis form - should be completed and returned to
Student Administration1 at least three months prior to the actual submission of your
softbound thesis2.

Contact details – Please make sure that you keep you contact details up to date on the
University Portal as we will write to you about your examination process
The accepted ‘word limits’ (not targets), inclusive of appendices, footnotes, tables and bibliography,
are:

MPhil – the thesis should not normally exceed 60,000 words

PhD – the thesis should not normally exceed 100,000 words

Other research degrees - please see specific regulations at:
http://www.nottingham.ac.uk/academicservices/qualitymanual/studyregulations/index.aspx
Further information about the submission process can be found at:
http://www.nottingham.ac.uk/academicservices/currentstudents/researchstudentinformation.aspx
1
The Notification of Submission of Thesis form should be submitted in person to the
Student Services Centre, B9, Portland Building or by post to Research Examination Officer,
Student Administration, Academic Services Division, E Floor, Portland Building, The University of
Nottingham, University Park, Nottingham, NG7 2RD. Postgraduate research students in
Biosciences and the Vet School can either submit their forms to Room A12, Main Building, Sutton
Bonington Campus (in person or by post).
3
2
Two softbound copies of your thesis and one searchable PDF should be submitted in
person to Student Administration, c/o the Student Services Centre, B9, Portland Building or by
post to Student Administration, Academic Services Division, E Floor, Portland Building, The
University of Nottingham, University Park, Nottingham, NG7 2RD. Postgraduate research
students in Biosciences and the Vet School can either submit their forms to Room A12, Main
Building, Sutton Bonington Campus (in person or by post).
If your submission deadline falls on a non-working day then you should ensure that your thesis is
submitted on the last working day before this deadline. Information on the Student Services Centre
opening times can be found at:
http://www.nottingham.ac.uk/studentservices/studentservicescentres/index.aspx
Information on dates of University closure can be found at:
http://www.nottingham.ac.uk/staff/bankhol.phtml
4
Notification of submission of thesis/dissertation for examination of a research degree
This form acts as the trigger for the appointment of your examiners and should be submitted
BEFORE you submit a thesis for examination. A delay in submitting this form may result in a delay in
the examination process. The examination fee (if relevant see http://www.nottingham.ac.uk/fees/)
must be paid at the time you submit your thesis. The completed form can be:

taken to the Student Services Centre, B Floor, Portland Building (or Sutton Bonington
Student Services Centre, Student Registry at UNMC or Graduate School at UNNC).

posted to: Research Examinations Officer, Student Administration, E Floor, Portland
Building, The University of Nottingham, University Park, Nottingham, NG7 2RD.

Scanned and emailed to PGR-Student-Admin@nottingham.ac.uk
TO BE COMPLETED BY STUDENT:
Student ID Number. . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Surname or family name (block letters) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other names (in full) . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Permanent (home) address . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Local address (if different from above) . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
Title of degree for which you are a candidate (eg MPhil, PhD) . . . . . . . . . . . . . . . . . . . . . . . . .
School/Dept. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Title of Thesis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Date by which thesis is to be submitted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
I declare that the thesis is the result of my own work which has been mainly undertaken during my
period of registration for this degree at The University of Nottingham. I have complied with the word
limit for my degree (as stated in the Quality Manual:
http://www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/indexpage-research-degree-regulations.aspx)1
5
Date . . . . . . . . . . . . . . . . . Signature of candidate . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1
If the word limit is exceeded, it will be necessary to apply for special permission to Academic Services Division to be allowed
to submit the thesis or your thesis may be withheld from examination.
TO BE COMPLETED BY SUPERVISOR:
If appropriate for the particular course of study taken, I certify that all required taught modules have
been taken and satisfactorily completed by the candidate.
I note the proposed date for submission of the thesis on the date given above. This does not imply
approval of the thesis itself. If you wish to add any comments, please do so in the space provided
overleaf. If appropriate I will advise the student whether restriction of access (to either the final
printed or electronic version, or both) is desirable.
Date . . . . . . . . . . . . . . . . . Signature of supervisor . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
University Examination Fees
The University tuition fees include the fee for initial examination. If a student is required to
undertake a further period of study before re-examination, the appropriate additional University
tuition fee will include the re-assessment fee. Otherwise a fee is payable for any re-examination or
for any initial examination where a University tuition fee has not been payable (e.g. staff
candidates). Further information is given in the University’s Fees Schedule at
http://www.nottingham.ac.uk/fees/.
ADDITIONAL STATEMENT FROM SUPERVISOR:
Please add any comments you wish to make on the submission here (in the event of an appeal,
these may be made available to the Appeal Panel):
………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………………
Signed:
………………………………………………………………………………………………………………………………………………………………
6
Graduation Arrangements for Research Degree Candidates
The University holds degree congregations twice a year, in July and December. The usual
expectation is that students will graduate at the next ceremony following the successful completion
of their studies. If you have special reasons for wishing to defer graduation you may make a written
application to the Head of Student Administration to request permission to defer. You will need to
explain the special circumstances leading to your request. Permission to defer will only be granted in
exceptional circumstances, and you should be aware that your degree certificate will not be issued,
nor can we confirm that your degree has been awarded, until your degree has been formally
conferred at a ceremony.
In order to make appropriate arrangements for the ceremony, information is normally available in
September for Winter Ceremonies or February for the Summer Ceremonies to candidates who are
expected to be eligible to graduate. It is most important that you keep your contact details up
to date via the Portal (https://portal.nottingham.ac.uk/) so that information about
graduation reaches you. You will be asked to complete an online graduation form, indicating
whether or not you wish to attend the ceremony, by a deadline in October for Winter Ceremonies or
March for Summer Ceremonies. As arrangements have to be made well in advance of the
Ceremonies, you may be sent information and asked to apply before your final results are known.
Even if you are not sure whether you will have completed in time to graduate at the ceremony, you
should still respond by the deadline, as it will not be possible for you to be added to the proceedings
after the closing date. If you subsequently find that you have not completed in time to graduate at
the Ceremony, your name will be withdrawn and you will be issued a refund for your graduation
tickets. Please remember it is your responsibility to ensure that you have completed the graduation
form well in advance.
Students who wish to graduate in December should give formal notice of their intention to submit
not later than 1st July. This is to allow time for examiners to be appointed. It is recommended that
you then submit your thesis no later than 1st September. The equivalent dates for Summer
Graduation are 1st February and 1st April.
Even when these dates have been correctly observed, no guarantee can be given that the necessary
examination procedures will have been completed in time for a candidate to graduate at the next
degree congregation. Only those candidates who have successfully completed the examination
procedures (including viva, corrections etc) and have submitted a hard-bound copy of their thesis to
Student Administration by 15 November for Winter Ceremonies or 15 June for Summer Ceremonies
will be eligible to graduate at the relevant ceremony.
7
In addition to the two degree congregations in July and December, there are two inter-ceremonies
held in March and October. These allow you to graduate and receive your certificate but not attend a
ceremony. If you wish to graduate at these ceremonies you should ensure you have submitted your
hardbound thesis by the 20 February or 20 September respectively.
If you have any queries about degree congregations you may wish to contact the Graduation Team
(Tel. 0115 9515108) who co-ordinate the arrangements for the ceremonies. If your query concerns
the submission of your thesis or the examination process you should contact Student Administration
(pgr-student-admin@nottingham.ac.uk).
8
University of Nottingham deposit and loan of thesis form
All successful candidates for doctoral degrees and the degree of MPhil are required by University regulations
to deposit a copy of their hardbound thesis in the University Library system where it will be available for
consultation or loan. Candidates should also submit the final version of the thesis as an electronic copy to
the University’s eTheses archive via the website http://etheses.nottingham.ac.uk and follow the simple
instructions in the deposit guide. An electronic version deposited in the archive will also be copied to the
British Library Electronic Theses On-line System (EthOS).
In special cases the Senate may impose a restriction on the consultation of a thesis for a period of two
years from the date of the award of the degree if requested to do so. Full information is available at
http://www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/applicationfor-a-restriction-to-be-placed-on-a-thesis.aspx
Readers consulting a thesis deposited in the Library which is not subject to a restriction as described above,
or who wish to borrow such a thesis or a photocopy of such a thesis, are first required to sign a declaration
that they will not reproduce the thesis or any substantial portion of it and not quote extensively from it,
without obtaining the written permission of the author. This declaration emphasises the copyright nature of
the thesis.
Providing no restriction as described in paragraph 2 above is still in force, the University may at some
later time wish to make a photocopy, or to supply either directly or via EthOS an e-version of a thesis,
where no electronic copy was originally deposited in the eTheses archive. It would therefore be very
helpful if you could give your permission now for the making of such a photocopy or e-version, by
completing the slip below and returning the form to Student Administration when you submit your thesis
for examination.
When depositing your thesis in the eTheses archive, you are responsible for ensuring that any substantial
third party material included in it is reproduced either with the direct permission of the copyright owner,
or is clearly covered by an appropriate exception to copyright and that it has been sufficiently
acknowledged. Further information is contained in the IS Guide at
http://www.nottingham.ac.uk/is/about/copyright.aspx.
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University of Nottingham deposit and loan of thesis form
Please complete in block capitals
Name of Author in Full
(Surname)
(Forename)
Address
Academic School/Department
Title of Thesis
Degree for which submitted
Year of Award
1.
I agree that photocopies of the above-named thesis may be supplied on request on the
understanding that such copies will be single copies made for study purposes and that they will be
subject to the usual copyright conditions.
2.
Yes
or No
please tick
I agree that the above-named thesis may be digitised (if an electronic copy has not already been
submitted) and an electronic copy kept in the University of Nottingham e-theses repository and the
British Library Electronic Theses On-line System (EThOS). I understand that both systems will be
accessible to a wide variety of people and institutions - including automated agents - via the World
Wide Web and subject to the usual copyright conditions.
Yes
or No
please tick
I have submitted or intend to submit an electronic copy of the final version of my thesis to the University
for inclusion in the eTheses archive and EThOS service as detailed above.
Yes
or No
please tick
If No, please state reason why. You may be contacted with regard to this:
……………………………………………………………………………………………………………………………………………………………………
Signed………………………………………………………………………………………………… Date……………………………………………
10
Preparation, Submission and Examination of Thesis for a Research Degree
Content of Thesis
Your supervisor’s signature on the ‘Notification of Intention to Submit’ form acts as a confirmation that the
thesis is the result of work done mainly while you have been registered as a candidate for the degree for
which you are submitting at The University of Nottingham.
You are not precluded from incorporating in your thesis any part of work already submitted by them for a
degree in this or any other university, provided that in the application to the University for admission to
the course for the degree for which you are registered, or at an appropriate later date, you state a desire
to do so, and in the thesis itself you indicate the part of the work so incorporated. In any such case you
may be required to produce previous work.
Submission of Thesis for Examination
You are required to submit your thesis for examination by the submission deadline notified to you during
your course of studies. Students submitting a thesis after this deadline without receiving formal approval
from the University for an extension of time will be permitted to submit, subject to payment of a late
submission fee for each month or part month (as per the University Fee Schedule
http://www.nottingham.ac.uk/fees/tuitionfees) that passes between their expected submission date and
the date that their thesis is actually submitted (up to a maximum of twelve months) as long as the
maximum period from initial registration
(http://www.nottingham.ac.uk/academicservices/qualitymanual/assessment/maximum-period-frominitial-registration.aspx) has not been reached. Applications for extensions of time should be made
through Student Administration, E Floor, Portland Building or Student Services Centre, Sutton Bonington
for students based on that campus, the Student Registry at UNMC or the Graduate School at UNNC.
Softbound version for Examination
Theses should be presented on A4 paper, normally with 12 font typescript. There should be a margin of at
least 1.5 inches, preferably 2 inches (5cm), on the left side of the page, both for typescript and diagrams,
to allow for binding. Other margins should be of at least 1 inch (2.5 cm).
Searchable PDF version for Examination
You are also required to provide an electronic version of your thesis for examination. This should be on a
11
compatible disc (CD) and be clearly labelled with your full name and student ID number.
Submitting your Softbound and electronic thesis
You must submit to Student Administration two soft-bound copies of their thesis, eg spiral-bound or plastic
binding as well as an electronic version saved as a searchable PDF on a CD. Theses presented in lever-arch
or box-files will not be accepted.
12
Submission and Layout of Hardbound Version
Once you thesis has been examined and been recommended for an award, two hard-bound copies of the
thesis (with the exception of candidates in the Faculties of Arts and Schools in Social Sciences, who should
submit one hard-bound copy) must be placed with Student Administration. One copy will be sent to the
Library and one copy will be sent to your main supervisor to be retained by the School).
Doctoral degree
and MPhil candidates should be aware that no recommendation for the award of the degree will be put
forward without receipt of the final hard-bound thesis and the following:
*
1 copy of a short abstract (not more than 300 words) (2 copies for students in Faculty of
Engineering)
*
1 copy of the title page (2 copies for students in Faculty of Engineering)
*
the Deposit and Loan form
NB - These copies are in addition to those which you are required to bind into the thesis.
Theses should be presented on A4 paper, normally with 12 font typescript, and good quality printing to
allow for reproduction. There should be a margin of at least 1.5 inches, preferably 2 inches (5cm), on the
left side of the page, both for typescript and diagrams, to allow for binding. Other margins should be of at
least 1 inch (2.5 cm). Candidates may have their hardbound copy/ies printed either single- or doublesided if they wish.
Guidelines for the submission of compositions for the degrees of AMusM and AMusD may be obtained from
Student Administration.
Layout of thesis
The first page of the thesis should be a title page, formatted containing details as shown below
THE GEOLOGY OF THE EAST MIDLANDS
(full name of student)
JOANNE ROBINSON, BSc.
Thesis submitted to the University of Nottingham
for the degree of Doctor of Philosophy
(month & year of graduation)
DECEMBER 2013
The title page should be followed in this order:
13
The Abstract page *
The Acknowledgements page
The List of Contents
The Main Body of the Thesis
* If desired, a list of published papers can be included after the abstract page
Binding of Thesis
Professional black buckram binding is required. The sheets should be whip-stitched and bound
with white end-papers and linen joints into a buckram cover.
The spine should be lettered in gold in such a way as to be readable when the volume is lying flat
with the front cover uppermost. It should show the volume number (in the case of two or more
volumes), the degree for which the thesis is submitted, the year of graduation and the name of
the candidate, as follows:
VOL No.
PhD
2013 JOANNE ROBINSON
The title of the thesis should be embossed in gold letters on the front cover in a position above
the centre, as follows:
The Geology of the East Midlands
Thesis binding must comply with the University requirements. Theses submitted which do not
meet these requirements will be returned to the student for rebinding.
It is your responsibility to ensure that their thesis is bound in accordance with these
requirements.
NB
The deadlines for submitting your hardbound thesis in time for graduation are strict and therefore
you are advised to speak to your binder to ensure that you have left adequate time for the binding
and delivery to take place. Typically, this can take a week to 10 days. It is also advisable to warn
your binder beforehand about any folded maps or special problems in the binding of your thesis.
14
Supplementary Information for examiners, supervisors and candidates
Note: The official regulations for higher degrees in all Faculties are given in the Quality Manual at
http://www.nottingham.ac.uk/quality-manual/study-regulations/HigherDegreeRegs.htm
Criteria for award of PhD and other qualifications at Doctoral Level
These are awarded to students who have demonstrated:
(i) the creation and interpretation of new knowledge, through original research or other advanced
scholarship, of a quality to satisfy peer review, extend the forefront of the discipline, and merit
publication;
(ii) a systematic acquisition and understanding of a substantial body of knowledge which is at the
forefront of an academic discipline or area of professional practice;
(iii) the general ability to conceptualise, design and implement a project for the generation of new
knowledge, applications or understanding at the forefront of the discipline, and to adjust the project
design in the light of unforeseen problems;
(iv) a detailed understanding of applicable techniques for research and advanced academic enquiry.
Typically, holders of the qualification will be able to:
(a) make informed judgements on complex issues in specialist fields, often in the absence of
complete data, and be able to communicate their ideas and conclusions clearly and effectively to
specialist and non-specialist audiences;
(b) continue to undertake pure and/or applied research and development at an advanced level,
contributing substantially to the development of new techniques, ideas, or approaches;
and will have:
(c) the qualities and transferable skills necessary for employment requiring the exercise of personal
responsibility and largely autonomous initiative in complex and unpredictable situations, in
professional or equivalent environments.
1. The thesis must be presented in a satisfactory manner. The subject matter must be clearly and
precisely expressed, its arguments logical and intelligible, and its language appropriate. It must
show that the candidate not only has ideas, but also has the power of putting them into suitable
words.
2. The thesis must be the result of the candidate’s own work. This requirement does not preclude a
candidate obtaining limited assistance with the routine collection and/or processing of data under
guidelines and instructions clearly devised by the candidate. When such help is obtained it should
15
be with the prior approval of the supervisor who must be satisfied that the spirit of the ‘own work’
requirement is not breached.
3. Prior publications of papers arising from the research being undertaken will not adversely prejudice
the assessment of the thesis by the Examiners.
4. The viva voce examination is an essential and important part of the examination of the candidate.
It will normally include questions designed to ascertain that the thesis embodies the candidate’s
own research. It will test the candidate’s general comprehension of the field of study within which
the subject of the thesis falls. It will test the candidate’s acquaintance with the general literature of
the subject, knowledge of the relation of the work to the wider field of which it is a part, and the
respects in which the work advances, modifies, or otherwise affects this wider field of scholarship.
Options available to the examiners
When the examiners assess the candidate’s thesis they will be following the guidelines set out in the
Quality Manual:
http://www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/indexpage-research-degree-regulations.aspx
16