1. My student is preparing to submit, what needs to happen?
Candidates need to submit a Notice of Intention to Submit Form to their supervisor at least two months before the planned presentation date. The submission needs to be made within the candidate’s registration period. For full time candidates, the normal registration period has a minimum duration of 3 years plus a 1 year completion phase. Other categories of candidature can be found via the dedicated PG website.
2. My student is progressing well and we expect that they will be in a position to submit before the end of the minimum period of study. Is this possible?
Yes, although this will need to be considered and permitted by the College Research and Innovation Committee following a recommendation from the supervisor.
- If your student commenced their studies as a January cohort, they can be permitted to submit their work for assessment between October and December in the final year of the minimum period of study;
- If you student commenced their studies as an April cohort, they can be permitted to submit their work for assessment between January and March in the final year of the minimum period of study;
If you student commenced their studies as a July or October cohort, they can be permitted to submit their work for assessment from April in the final year of the minimum period of Study.
3. My student is at the end of their registration period and may not be able submit within this period, what happens next?
In accordance with regulation 27(e) of the Research Award Regulations, a student can submit a request for an extension to their studies to the College. Your student needs to make a strong written case for an extension of time, outlining the reasons, detailing progress to date and work still outstanding and giving a realistic final deadline by which s/he believes s/he will be able to submit.
The College Research and Innovation Committee will seek the supervisor’s advice before considering and approving of an agreed extension period. The extension is then considered by the next scheduled Postgraduate Research Awards Board and the outcome following this Board is communicated to the student by Student Administration.
The approval of a Tier 4 sponsored student extension request will need to be considered by the University’s Home Office Compliance Team, to ensure that both the University and the student remain compliant for the duration of their studies.
4. Where can my student locate a Notice of Intention to Submit Form?
Forms can be found on the dedicated PG website.
5. What happens next?
Once your student submits this form, the supervisor is responsible for informally contacting a proposed examination team, which is then considered and approved by the College Research and Innovation Committee. The approved paperwork will then be passed to Student Administration to process. At this stage:
- The student is formally written to inviting them to submit their work for assessment. In the letter, the student is advised of the confirmed thesis title that must appear on their work;
- The student is provided with a copy of the Declaration of Originality 1 form which they must complete and submit to the supervisor for their signature. This signature confirms that the supervisor is happy that the submitted work is of a standard for the award for which the student is submitting;
- Student Administration will formally appoint the proposed examination team;
- Once the invitation to submit letter has been issued, it is at this point that the student submits their three soft bound copies of their work to the Student Administration offices in Humphrey Booth House, with a completed Declaration of Originality 1 Form.
Please note: student submissions will only be accepted and dispatched to examiners once checks are made by Student Administration staff for compliance and successful completion of all progression points.
6. What is the prescribed length of a thesis and what format should it follow?
The Research Award Regulations outline the prescribed length of a thesis as below:
- Doctor of Philosophy (PhD) 100,000 words maximum
- Professional Doctorate (DProf) 60,000 words maximum and 40,000 words minimum
- Master of Philosophy (MPhil) 50,000 words maximum
- Master in Research/Master of Science/Master of Laws (MRes/MSc/LL M) 40,000 words maximum.
Additional information can be found on the dedicated PG website.
7. Where does my student submit their work?
Candidates are required to submit their work to the Student Administration Service Desk, located on the ground floor in Humphrey Booth House. The offices are open between 09:30 and 16:00, Monday to Friday. Once received, the work will be dispatched to the examination team within 2 working days subject to receipt of all paperwork from the candidate’s College. When presenting the three soft-bound copies of the thesis at the Student Administration Office, the candidate needs to submit a separate signed declaration of originality (a Declaration 1 Form) to confirm that the thesis is their own work. The supervisor needs to countersign the declaration before the candidate submits the thesis.
8. Can my student apply for a moratorium?
The candidate may request that a moratorium be imposed on access to the thesis, for a limited period. The candidate requests this when presenting the thesis for examination and may request a moratorium of up to two years initially. Further requests may be made for additional single years, annually, up to a maximum of five years. The request needs the signature of the supervisor and Associate Head (Research). A form is available from Student Administration via email: email@example.com.
9. When is the viva voce (oral examination)?
The College Research Support Office is responsible for making the appropriate arrangements for the student’s viva, and will liaise with all parties (Examiners, Supervisor, Student, Supervisor) to agree a time, date and location for this.
Examination of a thesis, including an oral examination (compulsory for all Doctoral programmes, optional for all Research Master's awards) normally takes between four and six weeks to complete. Sometimes it may be longer depending on the date of submission during peak times.
10. What are the potential outcomes of the Viva?
- That the degree be awarded;
- That the degree be awarded, subject if necessary to ‘minor’ or ‘major’ amendments being made to the thesis within a specified time (normally one for minor corrections; three months for major corrections);
- That the candidate be required to attend for a further oral examination;
- That the candidate be permitted to submit, by a specified date, a revised thesis (3 soft bound copies) with completed Resubmission of Declaration of Originality Form for the same degree for re-examination on a subsequent occasion. A payment for resubmission is made to the Income and Treasury Management Office prior to submission;
- That for a PhD candidate is required to resubmit for the lower award MPhil with or without re-examination, to be completed or submitted within three months;
That no degree is awarded and resubmission is not permitted. Where the examiners recommend this outcome, Student Administration will terminate the students’ candidature.
11. What is the process following the viva voce?
All examination paperwork must be submitted to Student Administration within 7 working days of the viva taking place. A copy of the Joint Examiners Report is provided to the candidate so that they can proceed with making any corrections to their work, and they are advised of the date by which they are required to submit their final submission.
In the case of Masters candidates where a viva voce is not required, the Joint Examiners Report must be submitted to Student Administration within six weeks following receipt of thesis for assessment.
On receipt of the paperwork, Student Administration will write out to the candidate to advise them of the process to follow for submission of their final work.
12. My student is required to resubmit their thesis, what happens now?
Students who are required to resubmit their work for assessment are given twelve months in which to do so. The recommendation of the examiners will be considered by the next scheduled Postgraduate Research Awards Board and the outcome communicated to the candidate within 5 working days of the Board.
Further information regarding the resubmission process can be found in the Code of Practice for the Conduct of Research Degree Programmes.
13. My student has completed the corrections and is is ready to submit their final thesis. What do they need to do?
From January 2013 all successful theses must be electronically submitted into the University of Salford’s Institutional Repository (USIR) which is managed by The Library.
Additionally, your student is required to submit two hard bound versions of their thesis to Student Administration, and the submission must include:
- Appropriately bound work as outlined in the Code of Practice for the Conduct of Research Degree programmes;
- Evidence of e-submission (receipt or receipt number);
- Completed and signed Declaration Two Form. This is signed by the student and countersigned by the nominated examiner responsible for signing off the required corrections to the work.
- For candidates whereby the Examiners recommend Award without corrections (A1), the External Examiner is not required to countersign the declaration form.
Candidates are required to submit their work to the Student Administration Service Desk, located on the ground floor in Humphrey Booth House. The offices are open between 09:30 and 16:00, Monday to Friday. All submissions are subject to Compliance Checks as previously outlined.
14. When will my student graduate?
Following final submission of their work, the student’s award will be considered by the next scheduled Postgraduate Research Awards Board (PRAB). Boards are convened at five pre-timetabled occasions within each academic year:
The supervisor should note these dates and assist their student in planning a timely submission to the appropriate Board. PRAB is responsible for the conferment of student degrees on behalf of Senate. Students are notified of their award in a confirmation letter, issued by Student Administration within 5 working days of the Board at which the students’ award was ratified. The letter contains information on how students can obtain their degree documentation, and on future Graduation Celebration Events.
15. Who can I contact in Student Administration should I have any queries?
Staff within the Student Records Team will be able to provide advice and guidance on the submission process. The contact information is provided below:
Telephone: 0161 295 5309
16. Who should I contact regarding regulatory matters?
Please note that clarification on regulatory information should be directed to Governance Services Unit. They will be able to offer assistance in terms of procedural matters (including submission of appeals).