submitting dissertation late

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• CAREER FEATURE
• 08 October 2019

Don’t miss your PhD deadline

• Nic Fleming 0

Nic Fleming is a freelance writer based in Bristol, UK.

You can also search for this author in PubMed   Google Scholar

Horror stories about the final weeks, days and hours before a thesis submission deadline are common among people with PhDs in both the sciences and humanities.

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Nature 574 , 283-285 (2019)

doi: https://doi.org/10.1038/d41586-019-03020-6

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WashU Libraries

How to submit your thesis or dissertation (etd).

• Dissertation Access Options
• Thesis Embargoes
• Binding Options
• Finding WashU Dissertations
• Undergraduate Honors Theses or Capstone Projects This link opens in a new window

Digital Library Program Services (DLPS)

Access & RIghts Options

There are four ProQuest sections that deal with rights and access:

• Traditional Publishing vs. Open Access Service
• Embargo (Delayed Release)

Search Engine Discovery

• Copyright Registration

Traditional vs Open Access Service

Select Traditional Publishing.  You do not need to select the fee-based Open Access Service. Open Access is provided for  free  through the Washington University repository. 

Embargo / Delayed Release

If you choose to delay the release of your work, access to the full text of your work will be delayed for the period of time that you specify. The citation and abstract of your work will be available. The Libraries honor the embargo term selected through ProQuest up to 3 years based on library policy (Refer to the Embargoes section).

Embargoes expire automatically. You may extend or cancel it, but once your dissertation is sent to the Libraries, you will need to contact Proquest and [email protected] to make changes. One renewal for up to 3 years is allowed.

Reasons to request an embargo might include the author is pursuing a patent for the work; the research sponsor requires a specified embargo period; the submission includes sensitive or proprietary content, such as work conducted with a corporate partner or a risk of research participants’ identity exposure.

If you select "I do not want my work to be discoverable in Proquest through Google Scholar and other major search engines," Proquest will not make your work available for indexing until your embargo end date.

The Libraries cannot prevent indexing of its repository site but will honor your embargo date.

You do not need to file for copyright (or ask Proquest to file on your behalf) in order to include a copyright page in your manuscript.

Copyright Questions: [email protected] 

More about copyright and permissions

• << Previous: How To Submit Your Doctoral Dissertation
• Next: How to Submit Your Master's Thesis >>
• Last Updated: Mar 1, 2024 11:03 AM
• URL: https://libguides.wustl.edu/etds

• Submitting Your Dissertation
• Introduction

Harvard Griffin GSAS strives to provide students with timely, accurate, and clear information. If you need help understanding a specific policy, please contact the office that administers that policy.

• Application for Degree
• Credit for Completed Graduate Work
• Ad Hoc Degree Programs
• Acknowledging the Work of Others
• Advanced Planning
• Dissertation Submission Checklist
• Formatting Your Dissertation
• Publishing Options
• English Language Proficiency
• PhD Program Requirements
• Secondary Fields
• Year of Graduate Study (G-Year)
• Master's Degrees
• Grade and Examination Requirements
• Conduct and Safety
• Financial Aid
• Non-Resident Students
• Registration

On this page:

Program Submission

Dissertation acceptance certificate, registrar’s office submission.

• Related Contacts and Forms

Students must submit their dissertation by the date established by their program, generally six to eight weeks prior to the Registrar’s Office dissertation submission deadline and follow the program’s instructions on the number of copies to submit and format (bound or unbound). Please note : Students are responsible for notifying their department of any requested embargoes that were approved at the time of online submission.

Students must complete a dissertation acceptance certificate (DAC), which includes the title of the dissertation and signatures of at least three readers approved by the student’s program. Electronic signatures  from committee members are acceptable. If a DAC is submitted with electronic signatures, an additional DAC with handwritten signatures will not be required. A  document version of the DAC  is available if needed.

Two signatories must be members of the Faculty of Arts and Sciences (FAS); FAS emeriti (including research professors) and faculty members from other Schools at Harvard who hold appointments on Harvard Griffin GSAS degree committees are authorized to sign DACs as FAS members. Harvard Griffin GSAS strongly recommends that the chair of the dissertation committee be a member of FAS. If approved by the department, it is possible to have co-chairs of the dissertation committee as long as one is a member of FAS.  The title and the student name on the DAC must read exactly as it does on the title page of the dissertation, meaning if you use your full middle name or middle initial on one document, it must be the same on the other document. 

The DAC must additionally be uploaded as a separate "Administrative Document" when submitting the electronic dissertation to ProQuest ETD . All DACs are forwarded to the Harvard University Archives.

A copy of the signed DAC should appear before the title page of the online dissertation submission; no page number should be assigned to the DAC. The DAC will be included in all copies of the dissertation.

Students must submit their dissertation in PDF format to the FAS Registrar’s Office through ProQuest ETD by the deadline established for each degree conferral date (see the Degree Calendar  or the  Registrar’s Office website .  Please carefully review your dissertation formatting  before submitting online. Formatting errors may prevent you from receiving your degree.  During the submission process, students are asked to upload a separate copy of the signed DAC, approve two license agreements, and complete two surveys (the Harvard Griffin GSAS Employment Exit Survey and the Survey of Earned Doctorates). If you are requesting an embargo of more than two years, you will need to submit a signed approval form from the department's Director of Graduate Studies (DGS) with your dissertation submission.

The Registrar’s Office will review the dissertation for compliance and will contact the student to confirm acceptance or to request alterations.

In very rare cases, a dissertation may require redaction, which is the process of obscuring or removing sensitive information for distribution. If sensitive or potentially harmful material appears in the dissertation (e.g., commercially sensitive information, sensitive personal data, risk of harmful retribution, etc.), a student should contact the  Office for Scholarly Communication .

Contact Info

Registrar's Office   Faculty of Arts and Sciences  Harvard University  Richard A. and Susan F. Smith Campus Center Office  1350 Massachusetts Avenue, Suite 450  Cambridge, Massachusetts 02138

Tel: 617-495-1543  Fax: 617-495-0815

Office Hours: 10:30 a.m.-4:00 p.m., Monday through Friday

For additional questions, please  send us a message .

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York Graduate Research School

Submit your thesis

Guidance on the submission and deposit of theses for research degree programmes

Late submission - or failure to deposit your thesis - constitutes failure of your degree. In cases where exceptional circumstances exist, you may apply for an extension to your submission deadline   in advance  of your deadline; a pending extension request is not sufficient.

The submission and deposit of theses is governed by Regulation 2.7 and section 12 and section 13 of the Policy on Research Degrees.

Submission and deposit of your research thesis is a formal process, like sitting an examination, and because of this, it is very important that you read these guidelines carefully.

[email protected] +44 (0)1904 325962 Student Hub, Information Centre Basement, Market Square

The name of your school, department or centre must be used on the title page. The name must appear exactly as follows:

• Archaeology
• Arts and Creative Technologies
• Business and Society
• Computer Science
• Conservation Studies
• Economics and Related Studies
• English and Related Literature
• Environment and Geography
• Health Sciences
• History of Art
• Language and Linguistic Science
• Mathematics
• Medieval Studies
• Physics, Engineering and Technology
• Politics and International Relations
• Politics, Economics and Philosophy
• Post-War Recovery Studies
• Railway Studies
• Women's Studies

Submitting for examination

Intention to submit.

You must consult your supervisor before submitting a thesis for examination. You should complete the Notification of intention no less than two months before you plan to submit your thesis:

Intention to Submit form

It is crucial that you complete the form in good time before you expect to submit. You do not need to be over exact in calculating your submission date, provided that you adhere to your deadline for submission.

All PGRs who started on or before 31 March 2021 and will submit from 30 December 2020 onwards will have the option of submitting a short Covid impact statement to give contextual information about the effect of the Covid-19 restrictions on their research project/thesis. 

Students who are also members of staff

PGRs who are also members of staff employed at Grade 7 or above should be aware that they will have to pay a fee when they submit their thesis for examination. This is to cover the need to appoint two external examiners (see the  Policy on Research Degrees  for full details). This fee is payable through the  online store  and must be done so  prior to  submission.

Final checks

Before submitting your thesis you should check carefully that it is the version you wish to be examined, and that it contains no accidental errors or omissions. Please note that it is not normally possible to retrieve your thesis from PGR Administration once it has been submitted.

Your thesis should be presented in accordance with the University’s requirements, and may not be accepted for examination if it does not. Read how to format your thesis  carefully, and in good time before your submission.

You can see your submission deadline in your  e:Vision account. You must submit by midnight (UK time) on the day of your deadline (or the next working day, where relevant, see above).

Late submission will result in a fail

There is no flexibility with the deadline, and submissions received at any point after midnight (ie date-stamped the following day) will be counted as late and will normally result in an automatic fail.

Deadlines on non-working days

If your deadline falls on a non-working day (a weekend, English Bank Holiday, or University closure day), you may submit on the next working day.

It is your responsibility to ensure on-time submission of the correct documents

There is no administrative or technical support outside of normal working hours. Therefore, you are strongly  encouraged to submit before 5pm on the day of your deadline, and if you decide to submit after 5pm, you do so at your own risk .

Uploads of large files can take time and be problematic, so you must allow at least three hours for the upload process. Please note: the absolute deadline is midnight, and if the upload is started before midnight and completes after midnight, it will be counted as late.

Please note that the following will  not  be considered as acceptable grounds for a late submission:

a) you submit the wrong document (eg an incomplete and/or earlier draft of your thesis);

b) you submit the wrong file type or a corrupted file;

c) you did not allow sufficient time (at least three hours) for the upload process; 

c) you claim technical issues on behalf of the University without proof of an error message / system failure on the University network.

You need to submit your thesis to PGR Administration via the University's Deposit drop-off service.

HOW-TO: Electronically submitting your thesis

What happens once I have submitted my thesis for examination?

PGR Administration will forward your thesis to your examiners. If you are a PhD, MPhil or EngD student, your department will then contact you, if it has not already done so, to arrange the oral examination. An oral examination may also be required for MA or MSc (by Research) students; your department will be able to advise.

If you are resubmitting your thesis following a revise and resubmit outcome ('referral'), please see the relevant section below.

Submitting after corrections

If you receive a corrections outcome at examination, whether for the same or a lower award, you should follow these instructions. If you receive a revise and resubmit outcome (or 'referral') you should follow the instructions in the 'Submitting for re-examination' section below. 

You need to submit  three  documents: 

• A version of your thesis with tracked changes*; 
• A ‘clean’ version with all corrections accepted; 
• And a document summarising the corrections you’ve made. 

All three documents should be submitted as .pdf files and named using the following format: <Student Surname>_<Student Number>_<Description>.<File Extension>

File 1: Smith_123456789_CorrectedThesisTracked.pdf

File 2: Smith_123456789_CorrectedThesisClean.pdf

File 3: Smith_123456789_CorrectionsSummary.pdf

N.B. Where files need to be split across multiple drop offs due to size, use “_1”, “_2”, at the end of the file name to differentiate between files, eg Smith_123456789_CorrectedThesisTracked_1, Smith_123456789_CorrectedThesisTracked_2, etc. 

* When saving a tracked .doc(x) document to .pdf, ensure that 'Document showing markup' is selected under 'Options' - this should be the default setting. 

Before submitting your corrected thesis you should check carefully that it is the version you wish to be reviewed, and that it contains no accidental errors or omissions. Please note that it is not normally possible to retrieve your thesis from PGR Administration once it has been submitted.

Your thesis should be presented in accordance with the University’s requirements, and may not be accepted for examination if it does not. Read how to  carefully, and in good time before your submission.

Submission must take place within three months (for MPhil/PhD/EngD students) or within one month (for MA/MSc by Research students) of the date on which you were notified of your corrections by PGR Administration.

Late submission constitutes failure of your degree. In cases where exceptional circumstances exist, you may apply for an  extension to your submission deadline   in advance  of your deadline; a pending extension request is not sufficient.

If your deadline falls on a non-working day (that is: a weekend, English Bank Holiday, or University closure day), you may submit on the next working day.

Time of deadline

You must submit  by midnight (UK time)  on the day of your deadline (or the next working day, where relevant - see above). 

However, please note that there will be no administrative or technical support outside of normal working hours. Therefore, you are  strongly  encouraged to submit before 5pm on the day of your deadline, and if you decide to submit after 5pm, you do so at your own risk.

Since uploads of large files can take time, we also recommend that you allow at least 30 minutes for the upload process.  Please note: the absolute deadline is midnight, and if the upload is started before midnight and completes after midnight, it will be counted as late.

a) you submit the wrong file type or a corrupted file;

b) you did not allow sufficient time (at least 30 minutes) for the upload process; or

There is no flexibility with the deadline, and submissions received at any point after midnight (i.e. date-stamped the following day) will be counted as late and will normally result in an  automatic fail .

You need to submit your corrected thesis to PGR Administration via the University's Deposit drop-off service. Full instructions can be found in the following guide (although note the file naming requirements are for submitting your thesis for examination - see the 'What do I need to submit?' section above for the naming conventions required for submission of corrected theses ).

What happens once I have submitted my thesis for review?

PGR Administration will forward your corrected thesis to the examinar responsible for reviewing your corrections (normally the internal examiner). Your examiner will check that you have completed your corrections to their satisfaction and then notify PGR Administration. On receiving confirmation of satisfactory completion of corrections, PGR Administration will invite you to formally deposit your thesis with the University. The instructions about depositing your thesis can be found in the section below, but please do not follow them until you have been formally invited to deposit. 

Submitting for re-examination

If you receive a revise and resubmit outcome (or 'referral') at your examination, whether for the same or a lower award, you should follow these instructions.

A re-submission fee is payable through the online store in advance of submission. Your thesis will not be accepted for re-examination until this fee has been paid.

In addition to your revised thesis, you must submit a document which details how the revised thesis addresses the points raised by your examiners in the corrections/revisions form. 

The document should be sufficiently detailed (including examples where relevant) to show clearly where and how all the points in the corrections/revisions form have been addressed. The examiners may, in addition, require a ‘tracked changes’ version of your thesis.

You will normally need to submit three documents:

• A 'clean' version with all changes accepted.
• A document summarising the revisions you have made.
• A version of your thesis with tracked changes. When saving a tracked document to PDF, ensure that 'document showing markup' is selected under 'options' - this should be the default setting.

All three documents should be submitted as .pdf files and named using the following format:

<Student Surname>_<Student Number>_<Description>.<File Extension>

File 1: Smith_123456789_RevisedThesisClean.pdf

File 2: Smith_123456789_RevisionsDocument.pdf

File 3: Smith_123456789_RevisedThesisTracked.pdf

NB Where files need to be split across multiple drop offs due to size, use “_1”, “_2”, at the end of the file name to differentiate between files, eg Smith_123456789_RevisedThesisTracked_1, Smith_123456789_RevisedThesisTracked_2, etc. 

The month/year of submission remains the month/year in which the thesis was first submitted for examination.

Before re-submitting your thesis, you should check carefully that it is the version you wish to be reviewed, and that it contains no accidental errors or omissions. Please note that it is not normally possible to retrieve your thesis from PGR Administration once it has been re-submitted.

Your thesis should be presented in accordance with the University’s requirements, and may not be accepted for examination if it does not. Read how to carefully, and in good time, before your submission.

Submission must take place within twelve months (for MPhil/PhD/EngD students) or within three months (for MA/MSc by research students) of the date on which you were notified of your corrections by PGR Administration.

Late submission constitutes failure of your degree. In cases where exceptional circumstances exist, you may apply for an extension to your submission deadline in advance of your deadline; a pending extension request is not sufficient.

If your deadline falls on a non-working day (that is: a weekend, English Bank Holiday, or University closure day), you may submit your thesis (and additional documents) on the next working day.

You must submit by midnight (UK time) on the day of your deadline (or the next working day, where relevant - see above).

However, please note that there will be no administrative or technical support outside of normal working hours. Therefore, you are strongly encouraged to submit before 5pm on the day of your deadline, and if you decide to submit after 5pm, you do so at your own risk.

Since uploads of large files can take time, we also recommend that you allow at least 30 minutes for the upload process. Please note: the absolute deadline is midnight and if the upload is started before midnight and completes after midnight, it will be counted as late.

Please note that the following will not be considered as acceptable grounds for a late submission:

a) you submit the wrong file type or corrupted file

b) you did not allow sufficient time (at least 30 minutes) for the upload process

c) you claim technical issues on behalf of the University without proof of an error message/system failure on the University network.

There is no flexibility with the deadline, and submissions received at any point after midnight (ie date stamped the following day) will be counted as late and will normally result in an automatic fail .

You need to re-submit your thesis to PGR Administration via the University's Deposit drop-off service. Full instructions can be found in the following guide (although note the file naming requirements are for submitting your thesis for examination - see the 'What do I need to submit?' section above for the naming conventions required for re-submission of theses ).

What happens once I have submitted my thesis for re-examination?

PGR Administration will forward your thesis to your examiners. If you are a PhD, MPhil or EngD student, your department will then contact you to arrange the oral examination. An oral examination may also be required for MA or MSc (by research) students; your department will be able to advise.

Within six weeks after submission of the revised thesis, examiners may decide that an oral examination is not required. It is the responsibility of your internal examiner to communicate by the end of this period whether or not a second oral examination is needed.

Depositing your thesis

If a degree is awarded after examination and you have made any corrections required to the satisfaction of the examiners, you must deposit your thesis with the University.

After you have met the requirements for depositing your thesis, you will receive formal notification of the award of your degree from PGR Administration. Your degree cannot be awarded until you have met these requirements.

You must upload one electronic copy of the thesis to White Rose eTheses Online (WREO) . The electronic copy should be in pdf format (or other format acceptable to the University and appropriate to the medium). PGR Administration will advise you of any required amendments to the layout.

Depositing your digital thesis

All theses deposited after examination are available in full for consultation and for reproduction (subject to normal conditions of acknowledgement) unless permission is granted for embargo and/or redaction.

A thesis may be embargoed or made available in redacted form for the following reasons:

• intent to publish;
• commercial sensitivity;
• data protection compliance;
• issues of health and safety;
• unlicensed reproduction of third-party copyright material ( copyright guidance is provided by the Library);
• exemption under the Freedom of Information Act 2000.

A request for embargo or redaction may be made by you and/or your supervisor(s) and/or your funder, subject to a valid reason.

Any embargo period (counting from the date of the Award) should be as short as reasonably possible, ideally no more than 12 months. Where you have been in receipt of any UKRI money , the maximum embargo period is normally 12 months and a convincing case must be made for the approval of any longer embargo.

An embargo of up to 12 months (total period, including any extensions) can be approved by you and your supervisor(s). An embargo of between 13 and 24 months (total period, including any extensions) requires the additional approval of the Graduate Chair. An embargo of between 24 months and five years (total period, including any extensions), requires the additional approval of the Dean of YGRS.

You and your supervisor(s) are jointly responsible for adhering to any embargo or redaction terms agreed with the funder at the outset and/or facilitating reasonable requests from the funder for embargo or redaction once the thesis is finalised. 

Please read the policy on embargo and redaction for full details.

Practical guidance on uploading and requesting an embargoed or redacted thesis can be found in the Depositing your thesis guidance document and how to redact your thesis .

For any queries regarding embargo or redaction, email [email protected] .

The University of York Library may incorporate metadata available on White Rose eTheses Online into public access catalogues to increase the visibility of the collection on the web.

If some of your research data is archived and shared in a data repository, you should record the Digital Object Identifier (DOI) for your archived dataset in White Rose eTheses Online (WREO) .

This action will enable others to access any related research data deposited and shared elsewhere.

The DOI (or, alternatively a URL) can be added in the Related URLs field: 

To see this image full-size, please right click on it and select Open image in new tab from the pop-up menu.

The Research Data Management Guide provides guidance on archiving and sharing research data and the citing data section includes information on DOIs. 

Student Handbook 2023/24

12. extenuating circumstances, 12.6. late submission policy, important to note.

• No extensions are permitted under any circumstances for any assessment.
• Essays and dissertations can be submitted up to 7 days after the specified deadline, but will be recorded as late, and a late penalty will be applied – see the Mark Deduction section below.
• No late submissions are permitted under any circumstances for online exams or FAEs.  

Late Submission EC claim

(For essays and dissertations only)

If you have extenuating circumstances to explain your late submission of an essay or dissertation, you should submit an EC claim in line with the following procedure to request for the late penalty to be revoked.

When submitting your EC claim in MySIS, please select ' late submission ' as the EC Impact and include the date you submitted work as the Late Date. Although you may see the option to request an extension in MySIS, you must still select ‘late submission’ as  the School does not permit extensions .

If you wish to submit a late submission EC claim, you must first submit your work up to 7 days late, then submit your EC claim before the EC deadline. The School cannot process your late submission EC claim until we know when you have submitted your work late.   If you submit a late submission EC claim before you have submitted your work late, your claim will be declined - you can submit another claim once you have submitted your work late.

Mark Deduction

If an essay or dissertation is submitted up to 7 days after the specified deadline, it will be recorded as late, and a late penalty will be applied. For every period of 24 hours or part thereof that an essay or dissertation is overdue, there shall be a deduction of 5% of the total marks available (i.e. 5 marks for an assessment marked out of 100).

A late penalty may be revoked where a student provides good reason for the late submission under the extenuating circumstances policy. A student must submit a l ate submission EC claim with supporting evidence in line with that policy in order for the circumstances to be considered.

A student may submit work of passing standard but fail the module because of the late submission penalty. Where the student is eligible for a resit attempt in such a case, the student shall not be required to resubmit the assessment; instead, the minimum pass mark of 50 will be entered for the resit. Where a student is not eligible for a resit, this provision does not apply.

If a student does not submit their work within the 7-day late submission period, they will receive a mark of 0-NS (Non Submission) and will have to resit at the next opportunity. However, extenuating circumstances may apply for non-submission – please refer to the non-submission EC claim guidance for further information if appropriate.

Certain assessments may cease to be a valid measure of a module’s learning outcomes prior to the seven working day cut-off. For example, where feedback has been provided to the class, any submission made after that point would not be an accurate measure of attainment. In such cases, the late submission policy shall apply as normal up to the day on which feedback is given; at that point, a mark of zero (0FL) shall be applied, even if this is within seven calendar days of the deadline. Schools and Institutes must make clear to students in advance where this variant policy applies, or else the general policy shall be applied.

Current students

Submit your dissertation (thesis).

You must submit an electronic copy of your dissertation (thesis) for your exam and another for the Turnitin check.

Submissions will be accepted up to 11:59 pm (UK time) on your final submission date. If your submission date falls on a weekend, a bank holiday, or a university closure day , you can submit by 11.59 pm (UK time) the next working day.

Late submissions will not be examined.

Submit your dissertation

You must not send a copy of your dissertation to your examiners at any time.

You must submit an electronic copy of your dissertation for your exam and upload another copy for the Turnitin check.

Once you have submitted your dissertation, you cannot make any changes to it.

Exam submission

This copy counts as your formal submission and must be submitted by your deadline.

• Convert your file to a PDF.
• Name the PDF file ‘PGR_submission_[student surname]_[student first name]_[student number]'.
• Email the PDF of your dissertation to  [email protected] .

If your file is too large to send via email, you can use the Facility for the Upload of Large Files (fluff) .

Contact  [email protected]  if you have any questions or if your dissertation includes physical material, such as creative works.

Turnitin upload

You must also upload an electronic copy of your dissertation to Turnitin via Blackboard. This is for a pre-exam academic integrity and plagiarism check.

You must notify your School of the upload. The specific email address will be on Blackboard.

Contact your School PGR administrator if you need help with uploading to Turnitin.

Exceptional circumstances

In exceptional circumstances, where there are contractual, security or safety issues, the Turnitin check can be replaced by a manual check. This must be approved by the Associate Pro Vice-Chancellor (PGR).

If there is an exceptional reason, you or your main supervisor can complete a  Request for a non-Turnitin submission for examination (Office document, 31kB)  and send the completed form to your faculty office.

Extensions or suspensions

If you think you need a suspension or an extension, discuss this with your supervisor first.

You can request a suspension and extension form from your School PGR administrator (this will be on Blackboard).

If there are unforeseen circumstances near your final submission date, you can request a short emergency extension from the Faculty PGR Director.

Student visa

If you are studying on a student visa, you must discuss any changes that may affect your visa status with a  Student Visa Adviser . If there are unforeseen circumstances near your final submission date, you can request a short emergency extension from the Faculty PGR Director and seek visa advice if needed.

• Annual progress meeting
• Deciding on examiners
• → You are here: Submit your dissertation (thesis)
• Your viva (oral exam)
• Outcome and corrections
• Delay public access to your dissertation (thesis)
• Upload your dissertation (thesis) to the library

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Thesis submission

You are required to submit a thesis for examination after your period of registered study and before the conclusion of the thesis pending period.  

Your thesis should be submitted to the Nottingham ePrints service and must be the result of your own work, done mainly while you were registered as a researcher of this university. Student Services will work with your supervisors in preparing the thesis to be sent for examination. 

The information on this page will signpost you to the different processes, policies and detailed instructions on submission. More detailed information can be found in submission pack . 

The word limit for your thesis depends upon the qualification you are working towards: 

PhD theses should not exceed 100,000 words 

MPhil theses should not exceed 60,000 words 

Please note, the word limits for MRes theses vary according to the number of taught module credits taken. Please see our Quality Manual regulations for MRes and supplementary regulations. 

In all cases, the word limits are inclusive of appendices, footnotes, tables, and bibliography. The University may withhold a thesis that exceeds these word limits from examination.

Proof readers

A proof-reader may only ensure that the meaning of the author is not misrepresented due to the quality and standard of the English used. This can include correcting spelling and basic grammar errors.

Inaccuracies in academic content should not be corrected nor should the structure of the piece of work be changed; doing so may result in a charge of plagiarism.

Format of thesis

You should submit your thesis in pdf format to the Nottingham ePrints system. Your thesis should be presented on A4 size, normally with a size 12 font. There should be a margin of at least 4cm on the left side of the page, both for typescript and diagrams, to allow for binding (if required).                         

Other margins should be of at least 2.5 cm.

Alternative formats

Alternative formats for submission may apply. For certain doctorates (Music, Creative Writing, Drama and Performance Practice as Research, Translation Studies) an appendix detailing submission requirements is available.

For more information, please visit the university's Quality Manual for further guidance.

You are also allowed to submit by published works, please consult your supervisor and also refer to the university guidance in the Quality Manual . 

Quality Manual alternative formats guidance

Submission deadline

You are required to submit your thesis for examination by the submission deadline notified to you during your course of studies. In exceptional circumstances, you can apply for an extension to your submission deadline, in line with the extension to thesis pending policy in the Quality Manual . 

If your submission deadline falls on a non-working day then you are permitted to submit on a first working day after this deadline.

Please also see here for key dates for graduation guidance .

Please note, even when they 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.

Extension to thesis pending form

Quality Manual thesis pending policy

Notification of submission

You are required to submit a thesis for examination before the conclusion of the thesis pending period. You must formally notify your school at least three months prior to your intended submission date. 

The school should ensure that Student Services are informed so that the procedure for appointing examiners can be initiated. Any delay in submitting your Notification of Submission form can lead to a delay in your examination. Visit the Examination webpage for more information on the examination process.

Your supervisor’s signature on the Notification of Submission form acts as confirmation that: 

the thesis is the result of work done mainly while you have been registered as a researcher of The University of Nottingham 

you have been given appropriate plagiarism guidance 

you have been advised on thesis embargo and/or restriction 

if appropriate to your discipline, you are aware of the requirement to submit all data collected during the period of study as a researcher of this university, to your School prior to arrangement of the viva voce examination. 

Upon receipt of your completed form, Student Services will ask your school to nominate examiners. When approved, we will email you with the names of your examiners, asking you to declare any possible conflict of interest.

Notification of submission form

Late submission

You are required to submit your thesis for examination by the submission deadline notified to you during your course of studies. Full time doctoral researchers submitting a thesis after this deadline, without receiving formal approval from the university for an extension of time, will be permitted to submit up to 12 months after their latest submission date as long as the maximum period from initial registration has not been reached.  

Once the work has been submitted the late submission fee for each month or part month (as per the university fee schedule, please see under Postgraduate Research – Exceptional Fees – Current Academic Year) that passes between your expected submission date and the date that your thesis is actually submitted will be raised and is payable immediately.

For researchers who are not on doctoral programmes, or who are not full time, or for whom this is not the first submission, there is no recourse to submit a thesis late and an extension to thesis pending must be requested.

Quality Manual: policy on extension to thesis pending

Quality Manual maximum period from initial registration

How to submit

Your thesis should be submitted to the Nottingham ePrints service in pdf format and must be the result of your own work, done mainly while you were registered as a researcher of this university. Student Services will work with your supervisors in preparing the thesis to be sent for examination. 

Notitngham ePrints is the used to store your first submission, as well as corrections and/or re-submission. Once the degree has been conferred, your final version will be retained for publication in the repository, all previous drafts will be removed. 

For detailed instructions, please visit the uploading your thesis webpage .

What happens with my submission

 Your submission will be checked by the Student Services team. Once initial processing is complete, the Student Services team will write to confirm receipt of your thesis. Your thesis will then be stored securely in a local drive so that it can be shared with your examiners. It will then be removed from Nottingham ePrints . Doing so generates an automatic ‘Item Destroyed’ message, please do not be alarmed. 

First submissions, corrections and re-submission will be forwarded to examiner(s) for examination and/or final approvals. 

The final version will be retained for publication in the repository, unless you indicate a different preference.  For detailed instructions, please visit the uploading your thesis webpage .

Publishing your thesis: open access, embargo or restriction

In most cases, your thesis will be published in the University’s online library when you have graduated. Exceptions apply, such as embargo and thesis restriction, the distinction and process for application is explained below. You should discuss these options with your supervisor. 

Embargo: 

You may wish to delay online publication of the full text by requesting an embargo period, of up to two years* to allow publication through alternative channels. Please note: If you wish extend the embargo beyond the initial period, please enquire by emailing [email protected] . 

For embargoed theses, the full text is not publicly available but the bibliographic details (author, title and abstract) are discoverable and available to read. You must request embargoes when submitting the final draft of your thesis to Nottingham ePrints . 

Creative writing researchers may apply for an extended embargo of up to seven years. 

Thesis Restriction: 

The University Senate may fully restrict theses in special cases- where a thesis includes work which is politically, commercially or industrially sensitive.Theses may be restricted for a period of two years from conferral of the degree, if requested to do so. 

Thesis restrictions may be applied for by completing application for restriction form . Where the restriction is contractually obliged, the documentation should be appended to the application form. For more information visit the Quality Manual . 

Application for restriction form

Quality Manual application for restriction policy

Format, bind and submit your thesis: general guidance

You no longer need to submit a physical copy of your thesis. Please refer directly to the “Submit Your Thesis” section below.

This information is for research students submitting a thesis for assessment. It tells you how to:

• format your thesis
• submit your thesis
• bind your thesis 
• submit the final copy of your thesis

There are different requirements for students of fine arts, design, architecture or town planning.

Find out more about these requirements

Format your thesis

UCL theses should be submitted in a specific format, this applies to both the viva and final copies of your thesis. 

View the thesis checklist

Presentation

In the electronic version of your thesis, hyperlinks (including DOIs) should be functional and resolve to the correct webpage.

We would recommend using Arial or Helvetica fonts, at a size of no less than 12.

Find out more about the accessibility guidelines

If printed, please present your thesis in a permanent and legible format.

Illustrations should be permanently mounted on A4 size paper and bound in with the thesis; you may not use sellotape or similar materials.

A4 size paper (210 x 297 mm) should be used. Plain white paper must be used, of good quality and of sufficient opacity for normal reading. Both sides of the paper may be used.

Both sides of the paper may be used.

Margins at the binding edge must not be less than 40 mm (1.5 inches) and other margins not less than 20 mm (.75 inches). Double or one-and-a-half spacing should be used in typescripts, except for indented quotations or footnotes where single spacing may be used.

All pages must be numbered in one continuous sequence, i.e. from the title page of the first volume to the last page of type, in Arabic numerals from 1 onwards. This sequence must include everything bound in the volume, including maps, diagrams, blank pages, etc. Any material which cannot be bound in with the text must be placed in a pocket inside or attached to the back cover or in a rigid container similar in format to the bound thesis (see Illustrative material ).

The title page must bear the following:

• the officially-approved title of the thesis
• the candidates full name as registered
• the institution name 'UCL'
• the degree for which the thesis is submitted

The title page should be followed by a signed declaration that the work presented in the thesis is the candidate’s own e.g.

‘I, [full name] confirm that the work presented in this thesis is my own. Where information has been derived from other sources, I confirm that this has been indicated in the thesis.'

Please see the section below entitled ‘Inclusion of published works in doctoral theses’ for more information about how to indicate when you have re-used material that you have previously published.

The signed declaration should be followed by an abstract consisting of no more than 300 words.

Impact Statement

The abstract should be followed by an impact statement consisting of no more than 500 words. For further information on the content of the Impact Statement, please see the Impact Statement Guidance Notes for Research Students and Supervisors on the Doctoral School's website. 

Find out more about the Impact Statement

Inclusion of published works in doctoral theses

If you have included any work in your thesis that you have published (e.g. in a journal) previously, then you will need to insert a completed copy of the UCL Research Paper Declaration Form into your thesis after the Impact Statement. The form, and information about how to complete it is available on the Doctoral School’s website.

Find out more about the UCL Research Paper Declaration Form

Table of contents

In each copy of the thesis the abstract should be followed by a full table of contents (including any material not bound in) and a list of tables, photographs and any other materials. It is good practice to use bookmarking within the PDF of the thesis in electronic form to allow readers to jump to the relevant section, figure, table etc. from the table of contents.

Illustrative material

Illustrative material may be submitted on a CD-ROM. If you wish to submit material in any other form, your supervisor must contact Research Degrees well in advance of submission of the thesis.

Any material which cannot be bound in with the text must be placed either in a pocket inside or attached to the back cover or in a rigid container similar in format to the bound thesis. If it is separate from the bound volume it must be clearly labelled with the same information as on the title page. Each copy of the thesis submitted must be accompanied by a full set of this material.

Submit your thesis

Viva copies.

You must submit an electronic version of your thesis to via the UCL OneDrive . You no longer need to submit a printed copy unless your examiners ask for this. 

Find out more on how to submit via the UCL OneDrive

We will check your status and if your examiners have been appointed we will forward the thesis directly to them. They will then be able to download the copy of your thesis to prepare for your exam. 

If an external examiner requests a hard copy of the thesis you will need to arrange for this to be printed and submitted to the Student Enquiries Centre during their walk-in operational hours. We will collect your thesis and post it on to the examiners. 

If your examiners have not been appointed, your thesis will be held securely until your examiners have been formally appointed by UCL.

Covid-19 Impact Form

We have developed a form for you to submit with your thesis if you wish to declare an impact on your research.   The form is optional and your choice to complete it or not will have no bearing on the outcome of your examination. It is intended to set the context of examination and is not a plea for leniency. Your examiners will continue to apply the standard criteria as set out in UCL’s Academic Manual and the joint examiners’ form. Please see the publication from the QAA on Advice on Doctoral Standards for Research Students and Supervisors for further support.

You must submit this form as a separate Word document or PDF when you submit your thesis via the UCL Dropbox as detailed in our guidance above.   We will only accept the form if you submit it at the same time that you submit your thesis.  This will apply if you are making an initial submission or a resubmission.

Download the Covid-19 Impact Form

Find out more about the Student Enquiries Centre

Your examination entry form must be received and logged by Research Degrees before you submit your thesis.

Find out more about examination entry

Re-submission

If you need to re-submit you must:

• submit a new examination entry form to the Research Degrees office at least 4 weeks prior to the expected submission of the thesis
• you must submit an electronic version of your thesis to via the UCL OneDrive . You no longer need to submit a printed copy unless your examiners ask for this.  Find out more on how to submit via the UCL OneDrive

We will check your status and confirm that your examiners are willing to review your revised thesis. We will then forward the thesis directly to them. They will be able to download the copy of your thesis for assessment. 

If an external examiner requests a hard copy of the thesis you will need to arrange for this to be printed and submitted to the Student Enquiries Centre during their walk-in operational hours. We will collect your thesis and post it on to the examiners.

Submitting as a Non-Registered Student

If you do not submit your thesis by the end of your period of Completing Research Status, your registration as a student will end at that point. Your supervisor will then need to apply for permission for you to submit your thesis in writing to the Research Degrees section, at least 3 weeks before your expected submission date. You will be charged a submission extension fee at the point you submit your thesis.

Bind your thesis

If your examiners have request a printed copy of your thesis, please read the following guidance:

Theses have to be robust enough to withstand the examination process and be easily identified. They will need to have your name on the spine to distinguish them.

All theses (whether soft or hard-bound) must:

• be covered in medium blue cloth (e.g. water resistant material) 
• be lettered in gold up the spine with degree, year, name and initials in the same form as UCL records, with letters 16 or 18 point (.25 inch) - thesis submitted for examination in November and December should have the following year lettered on the spine
• have no lettering on front cover of thesis
• have the spine text inverted if the front cover is facing up

An example of how your thesis should be presented.

Hard-bound theses must have the pages sown in (not punched) and soft-bound theses should have the pages glued in. Theses submitted in any other form of binding, including ring binding, will not be accepted.

You are responsible for making sure that your thesis is correctly bound by the company you select.

Final copies

UCL no longer requires a printed copy of your final thesis and we will award your degree once you have met the academic conditions and the Library have confirmed receipt of your e-thesis, the Deposit Agreement form, and you have cleared any outstanding fees.

You will need to deposit an electronic copy of your final thesis (and a completed E-Thesis Deposit Agreement form) via UCL's Research Publications Service (RPS). Please ensure that you remove, or blank out, all personal identifiers such as signatures, addresses and telephone numbers from the e-thesis. Any photographs that you have taken should not show identifiable individuals without their permission and any you have taken of children should mask their faces.

If you do wish to deposit a hard copy you can do so by sending it directly to the Cataloguing & Metadata department of Library Services by post, or in person at the Main Library help desk.  You will find more information about the process on the existing webpage for e-thesis submission. 

Find out more about depositing an electronic and printed copy of your thesis

Related content

• Research degrees: examination entry
• Format, bind and submit your thesis: fine art, design, architecture and town planning
• Viva examinations: guidance

Important Information:

The UCL Student Centre has now moved.  Details of their new location can be found here.  

/images/cornell/logo35pt_cornell_white.svg" alt="submitting dissertation late"> Cornell University --> Graduate School

Submission fees.

The following fees will be posted to your bursar account once the submission process is complete. All fees are payable at the cashier’s desk at the Bursar’s Office, 260 Day Hall, or online via NetPay. If you do not pay owed fees, a hold will be placed on your bursar account, and neither your transcript nor diploma will be released until all accounts are current.

• Dissertation Filing Fee:  The dissertation filing fee ($135) for doctoral candidates covers costs of submitting a master copy of the entire dissertation to ProQuest, publishing the abstract in the monthly periodical Dissertation Abstracts International, and printing and binding of the archival copy for Cornell University Library.
• Thesis Filing Fee:  The thesis filing fee ($50) for master’s candidates covers the cost of printing and binding the archival copy for Cornell University Library.
• Late Filing Fee:  Students are allowed 60 days after the final examination to submit approved copies of the dissertation or thesis to the Graduate School. A late-filing fee ($100) will be charged if this requirement is not met. 

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• Thesis & Dissertation Office

All thesis-option graduate students at Purdue must deposit the final products of their research with the Purdue University Graduate School Thesis & Dissertation Office. The Thesis & Dissertation Office will help ensure that all pre-requisites for deposit have been fulfilled and that your thesis or dissertation meets the quality standards established by the Graduate Council Standing Committee on Theses and Dissertations.

Controlled Data

Students who are working with data that is subject to EAR, ITAR, DFARS Clause 252.204-7012, or other controlled data need to follow a specific process to submit their thesis or dissertation. This process is outlined at  Guidance Document - Controlled Thesis Submission Process .

Your Thesis/Dissertation review MUST be an in-person review with a member of the Thesis Office. Email [email protected]  to schedule.

Your document is  NOT  to be submitted through the Hammer repository.

Your document is  NOT  to be run through iThenticate.

If any students, faculty, or staff have questions, do not hesitate to contact Nicole Barr  or Elizabeth Wagner .

The Deposit Process

1. complete the electronic thesis acceptance form (etaf) and required surveys.

• The ETAF should be initiated after your final defense and will be available through your Plan of Study portal. You will not be able to make any edits to a submitted ETAF. If your selections need editing, contact us. Please allow AT LEAST 2 business days the ETAF to be signed by all committee members and to receive departmental approval.
• The Processor of the ETAF will process your form once you've completed step 2 of the deposit process and complete the required survey(s).

A helpful guide to initiating your ETAF is available here:  Student Instructions for Initiating the Thesis Acceptance Form (PDF) .

• Master's candidates need to complete the Graduate School Exit Questionnaire before their defense.
• Doctoral candidates need to complete the Graduate School Exit Questionnaire and the Survey of Earned Doctorates before their defense.

2. Submit your ETD to Hammer Research Repository  (HammerRR)

• Once your ETAF has been approved through the Thesis Form Head, you will receive an email with instructions on how to upload and submit your final deposit to HammerRR. At this point, you will be able to log-in to your Plan of Study portal and find the link to submit your thesis to HammerRR.
• After you've created a profile and have uploaded your ETD, a staff member of the Thesis & Dissertation Office will review your submission for any formatting errors and will contact you regarding necessary changes. This process will continue until you have met a satisfactory formatting condition, after which, you will receive an email regarding the acceptance of your ETD to the Graduate School.
• You must upload your thesis to HammerRR at least 24 hours in advance of the Deposit Deadline to allow our staff adequate time to review your submission. ETAF 9 must be approved by the 5pm deposit deadline.

3. Pay the Deposit Fee

• Master's Thesis Fee $90.00
• Ph.D. Dissertation Fee $125.00

West Lafayette Campus West Lafayette candidates will pay the deposit fee through their myPurdue accounts. The thesis fee will appear in a candidate's student account 5-10 business days after the HammerRR submission is approved.

Regional Campuses Calumet and Fort Wayne candidates will pay their fees to their local bursar's office as part of the clearance process by their regional campus thesis advisor.

IUPUI Campus IUPUI candidates will receive an emailed bill following their successful deposit.

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Late submission of coursework

Meeting your deadlines, plan your workload.

You'll be given a deadline by which work is to be completed and handed in. You should always aim to submit work before the deadline. This ensures you should never have any problems with a late submission. A simple tactic is to set your own deadline, perhaps several days in advance of the last possible date for submission and to organise your work around that. 

You should familiarise yourself with the primary submission methods for coursework and online examinations of each department that you are taking a module with. Each assessment must be submitted by the deadline published in order to gain a mark. If you are concerned that you cannot complete an assessment by the deadline you should contact your department before the deadline or consider making a late submission claim.

If you have difficulty in managing your workload, you can seek advice from a number of sources, including from staff in your department including your personal tutor,  SU Advice  and your  Student Services Hub .

Missing a deadline

It is your responsibility to inform your department of any circumstances affecting your ability to submit on  time. It is at the discretion of the department to comment on work submitted later than the deadlines for formative feedback only (ie. no formal marks will be awarded).

Please  contact your department  for support and advice if you are concerned about your deadlines.

Late submission policy

There is a single  policy for the late submission of coursework and online examinations  (.pdf) for both undergraduate and postgraduate taught programmes of study.

The policy states that all assessments submitted after the deadline will receive a mark of zero, unless there are valid circumstances resulting in your late submission.

Reasons you can't meet a deadline 

There may be times when you are unable to undertake, complete or submit a piece of coursework or an online examination on time due to circumstances beyond your control. You can still submit work late if you have submitted a valid late submission claim alongside evidence of your circumstances.

These guidance notes cover circumstances which affect your ability to submit coursework or online examinations by the deadline.

There are separate policies and guidance on  extenuating circumstances  concerning performance in coursework or online examination and your ability to submit at all .

Reasons accepted

These circumstances are defined as the inability to submit work by the deadline due to reasons beyond your control. Accepted circumstances include:

• medical reasons
• practical reasons
• reasons of a personal nature
• genuine emergencies which could not reasonably have been expected

This is not an exhaustive list of ‘accepted’ circumstances and our departments will consider all claims.

Reasons not accepted

The following are examples of circumstances which are not normally considered to be relevant for the instatement of marks due to failure to meet a deadline:

• minor ailments and illnesses on the day of coursework, such as colds, coughs, sprains, headaches
• personal disruptions or events which could have been anticipated, such as holidays, weddings, changing address or employment, religious holidays or festivals which are usually known in advance
• general pressure of work is not taken to be circumstances beyond your control, as you are expected to plan your work schedule
• excessive demands on time or pressure of employment which could have been anticipated
• financial constraints commonly experienced by students
• misreading/confusing the coursework or online examination deadline
• oversleeping on the day of the deadline
• transport problems, such as car breaking down or delayed public transport

It is not appropriate, nor possible, to list all of the potential circumstances that a student may encounter which would be accepted by the Extenuating Circumstances Committee. The list above should give you an indication of the types of circumstance that are not normally accepted by the Committee.

You should note that extenuating circumstances claims for marks instatement of work submitted after the relevant Late Submission deadline can only be considered under the Extenuating Circumstances Policy. This covers cases where you were unable to complete an assessment by the original deadline/the relevant Late Submission deadline due to a circumstance or event that could not reasonably have been anticipated and includes coursework, submitting an online examination or attendance at a coursework test/presentation.

If you miss your coursework deadline and believe that you have circumstances which have affected your ability to submit on time, then you should submit an  extenuating circumstances form  within seven calendar days (including weekends and/or holidays) of the deadline explaining those circumstances and providing any relevant evidence. You should also submit your coursework so that it can be marked if your claim is accepted. 

Online examinations over 23 hours 59 minutes or take-home exams

If you miss submitting your online examination, which is over 23 hours 59 minutes in length, or your take-home exam by the deadline and believe that you have circumstances which have affected your ability to submit by the deadline, then you should submit an  extenuating circumstances form  within 24 hours detailing those circumstances and any relevant evidence. You also need to submit your work within 24 hours so that it can be marked if your claim is accepted.

Online examinations under 23 hours 59 minutes

If you miss submitting your online examination which is less than 23 hours 59 minutes in length by the deadline, this will be treated as a missed assessment, for which you will be given a 0. You will need to submit an  extenuating circumstances claim  if circumstances outside of your control prevented you from submitting on time. 

Absence from in-class tests, practical assignment and presentations

If you have been unable to attend a coursework test, such as a timed in-class test, a presentation or a practical class, you should inform your department as soon as possible.

Some types of assessment, such as certain in-class tests, practical assignments or presentations, may not be covered by this policy. Where it is deemed impossible to accept a late submission request due to the nature of the assessment, this information will be available from the school/department (eg. in the module outline or departmental handbook). In such cases, a student who is unable to undertake the assessment by the deadline due to extenuating circumstances should submit an Extenuating Circumstances claim instead of Late Submission.

Postgraduate dissertations 

Postgraduate taught dissertations or equivalent are not counted as coursework and are therefore not covered by the standard policy on the late submission of coursework. Students can request an extension for their postgraduate dissertation if they find that, due to extenuating circumstances, they will be unable to submit the dissertation by the published deadline.

You can only request an extension before the current deadline for your dissertation and should speak to your supervisor as soon as you begin to have concerns about the deadline. 

Informal extensions

You can request an informal extension from your  department or school  of up to four weeks.

Please write to your Department explaining the reasons for needing an extension and when you hope to submit your dissertation by. Each request is considered on a case-by-case basis and your Department or School will notify you of their decision.

There are no registration fees for an informal extension.

Formal extensions

You will need to submit a formal extension request if:

• You require a longer extension than four weeks.
• You have had a formal extension granted to you previously.
• You have been given the opportunity to resubmit your dissertation by the Board of Examiners and need an extension to the resubmission deadline.

Formal extensions can be submitted via the  online form . Requests are will be considered by your Department or School, and final approval is granted by the Faculty Dean.

When an extension is approved, a registration fee of £100 for each term is payable.

Due to the time that it takes for a formal extension to be considered for approval, we recommend submitting your request as soon as you can, and preferably no later than 14 calendar days (including weekends and bank holidays) ahead of the deadline. A request submitted after your deadline has passed will not normally be approved.

What to do if you have missed the deadline

If the deadline for your dissertation has already passed and you have not been able to submit your work, you may be eligible to submit an  extenuating circumstances claim .

Dissertation marks and other results

If you are granted an extension, this date will be used to determine when your marks will be considered by Board of Examiners. If you submit your dissertation before the extended deadline, your results will still go to the next Board of Examiners based on the extension deadline given, not your submission date. 

Your Department or School can let you know when this will be but you should note that there could be a delay of several months between when you submit your dissertation and when your results are available.

What to include on your form

You should include on the  extenuating circumstances form  details of the specific piece(s) of coursework or online examination examinations that you are submitting late and describe the circumstances that prevented timely submission of the work. Make sure you explain the impact these circumstances had on your ability to submit your coursework or online examination by the deadline.

Documentary evidence

Where you are able, it is in your interest to submit independent and reliable supporting evidence as part of your extenuating circumstances application. Supporting evidence should be relevant to the circumstances described in both nature and timeframe. Without supporting evidence, the Extenuating Circumstances Committee/Board of Examiners may not be able to take action on your claim.

See our  guidance on documentary evidence .

Longer-term extenuating circumstances or non-submission of work

If you have experienced significant (longer term) extenuating circumstances that prevent you from either submitting your work at all, or submitting within the relevant late submission timeframe, you should  submit an  extenuating circumstances form . You should clearly explain how your extenuating circumstances affected your ability to submit your work on the form.

Processing your application

Late submission requests for coursework will be accepted for consideration by the relevant departmental Extenuating Circumstances Committee in line with the deadlines stated above, unless model answers have been released. It is at the discretion of the department to comment on work submitted later than the applicable late submission deadline for formative feedback only (that is, no formal marks will be awarded).

Each department has an Extenuating Circumstances Committee which will normally meet at least twice during the year. The Committee will decide whether your work should be marked and whether that mark will count towards your formal assessment (i.e. no formal marks will be instated). The department will advise you of the outcome.

Further information

If you need any further help and advice, please contact or visit the Student Services Hub or SU Advice who will be happy to assist you.

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Steps After Submission

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If you recently submitted a dissertation or thesis in Axess, you still have one more required step to complete. Browse this guide to help you stay on track.

Certificate of Final Reading

After you’ve submitted your dissertation or thesis, one member of your Reading Committee, known as the Final Reader, must certify that they have reviewed the final draft of the dissertation, engineer thesis, or final project submitted to the university. The Final Reader must be a member of the Academic Council.  Final Reader certification or approval is one of the last submission steps that must be completed by the submission deadline date .

The certification process occurs in Axess, where the Final Reader will be able to review a copy of the submission, and then approve or reject the submission.

Upon final submission of the dissertation or thesis online, an email is automatically sent to the Final Reader informing them that they have a dissertation or thesis ready for review in Axess. The Final Reader can locate the Approve Dissertation/Thesis link within their Advisor tab in Axess.

The final reading of the dissertation should include a review of the following:

• Content : All suggested changes have been taken into account and incorporated into the manuscript where appropriate. If the manuscript includes joint group research, the student's contribution is clearly explained in an introduction.
• Published Materials : If previously published materials are included in the dissertation, publication sources are indicated, written permission has been obtained for copyrighted materials, and all of the dissertation format requirements have been met.
• Appearance : The dissertation is ready-for-publication in appearance.
• Release Options : The Final Reader will also have the opportunity to review the selected embargo and other release options.

If the Final Reader is unable to approve electronically via Axess, or if the Final Reader does not have access to a computer, the student may submit a paper Certificate of Final Reading , signed by the Final Reader.

Survey of Earned Doctorates (SED)

Stanford University participates in the Survey of Earned Doctorates, which is sponsored by the National Science Foundation (NSF), National Institutes of Health (NIH), Department of Education, and the National Endowment for the Humanities (NEH).  Stanford asks that you complete this survey .

Obtaining Bound Copies for Personal Use

The Office of the University Registrar does not provide bound copies of your dissertation or thesis for personal use.

After you officially submit your dissertation or thesis to Stanford, if you want a bound copy of your work for personal use, the university recommends the HF Group .

The HF Group offers a print-on-demand service for Stanford students wanting personal bound copies (with red covers) of their dissertations, engineer thesis, or DMA Final Project. 

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