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The University of Southampton
Doctoral CollegePGR Handbook

Thesis Submission

Intention to Submit

You must inform your Faculty Graduate School Office of your intention to submit no later than two months before your date of submission. This should be done using the form on PGR Tracker; or if your Faculty does not use PGR Tracker, manually using the ‘Intention to submit’ form handed into your Faculty Graduate School Office.

Information on decision and notification to submit can be found in paragraphs 82-83 in the Code of Practice for Research Degree Candidature and Supervision.

Production and Submission of the Thesis

The requirements for the production of the thesis, and procedures for submission are set out in the Producing your thesis – a guide for research students and the Submitting your thesis – a guide for research students, both of which are available from the Quality Handbook. You should read this guidance carefully well in advance of preparing the final version of your thesis. Additional guidance for students submitting their thesis in an alternative format can be found in paragraphs 86-88 of the Code of Practice for Research Degree Candidature and Supervision.

Thesis templates are available in Microsoft Word (PC and Mac) and LaTeX that match the required University specifications. Templates are available on the Library website.

Further information on thesis submission including: declaration of authorship; academic integrity; and thesis written in a language other than English, can be found in the Code of Practice for Research Degree Candidature and Supervision, paragraph 85.

Thesis Research Data Submission

All students are required to deposit the underlying data for their thesis in accordance with the University’s Research Data Management Policy.

As part of your Data Management Plan (DMP), submitted at each progression review, you should discuss with your main supervisor whether your data can be:

  • Openly shared immediately;
  • Embargoed for a period appropriate to the data;
  • Restricted but available on request;
  • Closed or confidential.

This should be agreed in advance of the final submission. You will need to complete the data section of the Permission to Deposit Thesis form as part the process to deposit your data in the Institutional Repository. You should deposit your data before final submission if you want the Library to provide you with a Digital Object Identifier (DOI) for your data to include in the list of accompanying materials in your thesis. Guidance on how to deposit your data can be found on the Library Thesis Data Deposit guide.

Thesis Submission

You will retain access to library and computing facilities until your thesis has been examined and, where appropriate, any revisions requested by the examiners have been made.

You can find useful information to assist you in preparing your thesis on the Library’s Theses webpages, which should be read in conjunction with the University’s Producing your thesis – a guide for research students and the Submitting your thesis – a guide for research students, both of which are available from the Quality Handbook. You are advised to read these well in advance. These guides cover help on the electronic submission of your thesis and supporting materials, including copyright, intellectual property rights, restrictions, file formats, and research data. Thesis templates using Microsoft Word (PC and Mac) and LaTeX are also accessible here. Support in using the Word PC and Mac templates is provided by iSolutions.

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