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Doctoral College

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Progression Milestones

Progression Milestones are key stages of your candidature. They comprise of an Academic Needs Analysis (ANA), Activity Report, First Progression Review, Confirmation and Third Progression Review.

This page will guide you through each Milestone.

 

Academic Needs Analysis

Academic Needs Analysis

A student in collaboration with their supervisor is required to complete the Academic Needs Analysis Form within 3 months of commencing their studies (within 3 months of commencing the research phase for iPhD students). This is in order to assess their current skills and, identify those skills which need to be improved upon. The student should retain a copy of the completed form for the purposes of completing the Annual Report (for those who began their studies prior to 1 August 2016) or Progression Milestone (for those who began their studies after 1 August 2016).

Supervisor Information

The supervisor must ensure their students understand how to complete the Academic Needs Analysis form and discuss the student's training needs with them before they complete the form. Once the student has completed the form they will pass it to the supervisor to review and sign off. The supervisor must then submit the form to the Graduate School Office. The Director of Graduate Studies will then approve the form.

The purpose of the academic needs analysis to identify and document at least the following:

  • the research area and an initial outline of the project plan.
  • sources of information, resources and equipment that may be required.
  • any ethical or other regulatory approval that may be required before the research is undertaken.
  • any mandatory training that has to be undertaken as part of University, Faculty or School requirements.
  • existing skills and any training that you will need to undertake to commence the research.
  • existing skills and training that you will undertake to develop you as an individual.
  • any likely impact of the research and any plans to control/exploit this.

The academic needs analysis should be reviewed continually and formally considered at each progression review.

Activity Reports

Students Who Began Their Studies After 1 August 2016 - Activity Reports

All students are expected to complete and submit activity reports throughout the research phase of their candidature. The first activity report should be submitted by the end of month 4 of the research phase of the student's candidature and then every three months from then on (see report template below for details of timings). It is the student's responsibility to ensure that they complete and submit these reports in a timely fashion. Completion and submission of activity reports will be used as an indicator of academic engagement, and discussed during their progression reviews.
 
Students should first download the Humanities PhD Activity Report template.
 
Process:

  1. Student/supervisor to be aware when next activity report due (please see the form for details of which months of candidature a report is due at)
  2. Student completes Humanities Activity Report and passes it to supervisor
  3. Supervisor completes their section and returns Activity Report to student
  4. Student sends copy of Activity Report to Graduate School Office and keeps a copy for their records

If a student's studies are funded partly or fully by an external organisation, there may be a requirement for the student or supervisor to complete additional reports for the student's sponsor. These reports do not form part of the University's progression processes. As part of the annual enrolment process, all students give their consent for the University to provide appropriate information on request to third parties, such as sponsoring organisations.

Students Who Began Their Studies Before 1 August 2016 – Supervision Records

Students are required to complete a Research Supervision Record Form after each supervisory meeting. The student will have to submit these to the Graduate School Office at the same time as completing the Annual Report Form. Further details of the annual report process can be found on the Annual Report Tab.

First Progression Review

Students Who Began Their Studies After 1 August 2016 - First Progression Review

The format of assessment informing the first Progression Review will be determined by the Faculty and will include a review of the academic needs analysis (see Guidelines document below). It will be conducted by: an internal independent assessor (who will have been proposed by the supervisor) and a member of the supervisory team who will have been approved by the Director of the Faculty Graduate School. In exceptional circumstances, with the permission of the Director of the Faculty Graduate School, an external independent assessor may be appointed. Following the review, the independent assessor will recommend either to:

  1. progress to the next stage of candidature; or
  2. re-assess.

If re-assessment is recommended, the research student will be given written guidance on preparation for their second (and final) attempt.

The second attempt at the first Progression Review will have the same format as the first attempt, and will usually be conducted by the same panel as for the first attempt. In exceptional circumstances, the Director of the Faculty Graduate School may wish to appoint a third panel member. The second attempt at the first Progression Review will involve a re-viva. However, if the assessors deem that the Report is sufficient to progress, the re-viva will be cancelled. The panel will include an independent chair. In exceptional circumstances, an independent note taker will be appointed by the Director of the Faculty Graduate School The review will lead to one of two recommendations:

  1. to progress to the next stage of candidature; or
  2. to terminate the student's candidature.

Criteria and Format of Submission and Viva

Please read the Faculty of Faculty of Humanities Guidelines for Submission and Criteria Requirements for 1st Progression Review document for information including content, word length and format of both the written submission and the physical viva.

Process for 1st attempt:

  • Graduate School Office emails  1st Prog Review (1st attempt) - Nomination of Review Panel Members Form to Supervisor
  • Supervisor returns nomination form to Graduate School Office
  • Supervisor coordinates with Doctoral Programme Director (DPD) on date and time of the viva and informs student of details
  • Nomination Form checked by discipline DPD then passed to DGS for approval
  • Student submits written report and 1st Progression Review (1st attempt) Student Submission Form to Graduate School Office (FT - between start of month 7 and end of month 9; PT - between start of month 14 and end of month 20; iPhD - between start of month 19 and end of month 21)
  • Graduate School Office forwards written report, student submission form and  1st Progression Review (1st attempt) Report and Outcome Form.docx to assessors
  • Viva takes place (within one month of submission of written work/by end of month 10 for FT or end of month 21 for PT)
  • Assessor submits assessment report to Graduate School Office who forward it to supervisor.
  • Supervisor reviews the assessor's report and recommendation and completes an action plan if applicable
  • If supervisor accepts report, they should return the form to the Graduate School Office with comments if applicable OR if supervisor disputes report, they should contact assessor with their comments (and copy in Graduate School Office). Assessor will
    then need to resend their report to Graduate School Office and they will resend to the Graduate School (who will pass it to the supervisor again)
  • If the outcome is to reassess, the supervisor should submit an action plan to the Graduate School Office as well
  • Graduate School Office forwards assessor's report to student
  • Student can add comments then returns signed report to Graduate School Office. If student does NOT reply within 10 working days Graduate School Office will take it as agreement with the assessment as stated in email to student
  • Graduate School Office forwards report to Graduate School Director for approval with student comments if applicable
  • Graduate School Director returns signed report to Graduate School Office
  • Graduate School Office processes outcome in Banner (FT - between start of month 8 and end of month 10; PT - between start of month 15 and end of month 21; iPhD - between start of month 20 and end of month 22)

Process for Re-Assessment

  • Graduate School Office emails outcome to student and (if applicable) 1st Progression Review (Reassessment) Nomination of Review Reassessment Panel Members Form to supervisor
  • Supervisor returns re-nomination form to Graduate School Office and organises the re-viva if required (the viva and decision must take place before the final 1st Progression decision deadline (FT - before the end of month 12; PT - before the end of month 24;
  • iPhD - before the end of month 24)
  • Graduate School Director approves re-nomination form
  • Student submits written report to Graduate School Office (if applicable)
  • Graduate School Office forwards written report (if applicable) and  1st Progression Review (Reassessment) Report and Outcome Form to assessors
  • Re-Assessment Viva takes place (if required)
  • Assessor submits re-assessment report form to Graduate School Office
  • Graduate School Office forwards re-assessment report form to supervisor
  • If supervisors accepts report, they should return the form to Graduate School Office with comments if applicable OR if supervisor disputes report, they should contact assessor with their comments (copy to Graduate School Office). Assessor will then need
    to resend their report to Graduate School Office and they will resend to supervisor (who will return it to the Graduate School Office)
  • Graduate School Office forwards re-assessment report form to student
  • Student can add comments then returns signed form to Graduate School Office. If student does NOT reply within 10 working days Graduate School Office will take it as agreement with the assessment as stated in email to student
  • Graduate School Office forwards form to Graduate School Director for approval with student comments if applicable
  • Graduate School Director returns signed form to Graduate School Office
  • Graduate School Office processes outcome in Banner

Supervisor Information

The Graduate School Office will email the supervisor a Nomination of Review Panel Members Form. After the event the supervisor must review the assessor's report and outcome and complete an action plan if applicable.

Re-Assessment - if the outcome of the first attempt is re-assessment the supervisor will need to repeat the actions above relating to nominating assessors and organising the viva.

Supervisors must carry out any follow up actions following the final outcome of the first progression milestone.

Interim Progression Review

Students Who Began Their Studies After 1 August 2016 Only

All part-time students who have not undergone a Progression Review in the previous twelve months of candidature should undergo an Interim Progression Review. It will usually involve a review of progress since the last Progression Review, a review of the Academic Needs Analysis, and, where relevant, details of the student's plan to submit the thesis. An Interim Progression Review cannot lead directly to termination, however, they are formal points in a student's candidature and should be treated as such. As a minimum, students will be given written feedback and, if necessary, guidance on actions to be taken to support progress in their candidature. An unsatisfactory Interim Progression Review may lead to an Exceptional Progression Review.

The format of assessment informing the Interim Progression Review will be determined by the Faculty and will include a review of the Academic Needs Analysis (see Guidelines document below). It will be conducted by all members of the supervisory team. Following the review, the supervisor will complete a Supervisor Feedback Form.

The first Interim Progression Review viva should take place by the end of month 12 of candidature. Written work and the Interim Progression Review - Student Submission must therefore be submitted to the Graduate School Office 4 weeks before the viva. 

Criteria and Format of Submission and Viva:

Please read the Guidelines for Submission and Criteria Requirements for Interim Progression Reviews document for information including content, word length and format of both the written submission and the physical viva.

Process:

  1. Graduate School Office contact student to confirm process and deadlines for Interim Progression Review
  2. Graduate School Office contact supervisor to ask them to schedule a viva and confirm date to Graduate School Office 
  3. Student submits written report to Graduate School Office  
  4. Graduate School Office forwards written report, student submission form and  Interim Progression Review - Supervisor Feedback.docx to Review Panel (supervisory team)
  5. Interim Progression Review Viva takes place
  6. Supervisor submits Supervisor Feedback Form to Graduate School Office
  7. Graduate School Office forwards form to student
  8. Student reviews and signs form before returning it to Graduate School Office. If student does NOT reply within 10 working days Graduate School Office will take it as agreement with the assessment as stated in email to student
  9. Graduate School Office forwards form to Director of Graduate School for approval
  10. Graduate School Office updates student’s record and notifies student and supervisor of outcome

 

Annual Reports

For Students Who Began Their Studies Prior to 1 August 2016

To monitor student progress, students together with their supervisory team, are required to complete an Annual Report Form. This is to be completed on an annual basis. Please see the table below for which month of candidature an annual report is due each year. Students who began their studies in late September and have not had periods of suspension are likely be due to complete an annual report each summer. Those who have had periods of suspension or began their studies at another time of year will be contacted directly by the Graduate School to confirm when they are nearing a month of candidature that requires an annual report to be completed.

 Annual ReportMonth of Candidature Due
 1st year  10
 2nd year  22
 3rd year  34
 4th year  46
 5th year (part time only)  58
 6th year (part time only)  70
 7th year (part time only)  82

The form will look at:

  • written work submitted to the supervisor
  • seminars/performances/publication during the academic year
  • estimated date of completion
  • any difficulties encountered
  • any financial concerns
  • requirement for ethics checklist to be completed and ethics clearance to be obtained if applicable.
  • All students in active registration [enrolled (EN) or in nominal registration (NR)] must complete the annual report form. Suspended students will be asked to complete the form at the appropriate time in their candidature upon return from suspension.

Process

The process is as follows for students due to complete their annual reports during the summer. The Graduate School Office will send a group email to students detailing the timeline for this each year. Those with different timelines will be emailed separately with their deadlines for submission:

  1. Student downloads Humanities PGR Annual Report Form and completes Section 1.
  2. Student compiles Research Supervision Records for the year into one document. These should have been completed throughout the year after every supervision meeting.
  3. [NOTE TO STUDENTS IN NOMINAL REGISTRATION: If the student has been in nominal registration since their last annual report was completed, they do not need to submit any Research supervision records. If the student has received supervision for part of the year before transferring to nominal registration, they must submit Research supervision records covering the supervised period.]
  4. Student returns the Annual Report Form and Research Supervision Records documents by email to the Graduate School Office (fah-gradschool@soton.ac.uk). 
  5.  Graduate School Office pass Annual Report Form to main (and coordinating where applicable) supervisor. 
  6. Main Supervisor (with coordinating supervisor where applicable) completes Section 2.
  7. Main Supervisor returns Annual Report Form to Graduate School Office (fah-gradschool@soton.ac.uk). The supervisor may want to copy in other members of the supervisory team for information but they do NOT need to comment. 
  8. Graduate School Office pass Annual Report Form to Discipline Doctoral Programme Director (DPD). 
  9. Discipline DPD completes Section 3.
  10. Discipline DPD returns Annual Report Form to Graduate School Office (fah-gradschool@soton.ac.uk).
  11. The Faculty Director of Graduate School will then review any reports where issues have been raised and take appropriate action as required by paragraph 61 of the Code of Practice and the procedures for withdrawal or termination.
  12. The completed annual report form will be emailed to the student with their main/coordinating supervisor copied in. The student and supervisor can then review any comments and follow up on any actions requested by either the supervisor or DPD.

 

Frequently Asked Questions

  • What period of time do my annual report and supervision records cover?

Your last annual report should have covered the period until June/July/August. Therefore, this annual report should cover from that month until end of June.

  • I'm on nominal registration, do I have to complete an annual report? What about supervision records?

Yes. ALL students who have not submitted their thesis for viva by the annual report submission deadline are required to complete an annual report. You will only need to provide supervision records for any period of time since your last annual report during which you were receiving supervision prior to transferring to nominal registration. If you have been on nominal registration since June/July/August of the previous year you will not need to provide any supervision records.

  • I have already submitted my thesis. Do I still need to do an annual report?

If you have submitted your thesis by the annual report submission deadline you do NOT need to complete an annual report. If you will be submitting after this date you DO need to complete an annual report.

  • Can I submit my annual report by hand?

No. Please submit an electronic copy by email to fah-gradschool@soton.ac.uk

Supervisor Information

Supervisors must ensure that their section of the annual report is comprehensive in order to flag up any concerns to the DPD/Graduate School Office and to enable the student to review their progress at the end of the process when they read the report.

 

Confirmation / Upgrade

Supervisors must ensure they are aware of when their students are due to upgrade/confirm depending on which set of regulations each student is under. The main supervisor is responsible for nominating independent assessors; arranging a suitable date time and venue; and informing all parties involved. See Upgrade Process below for more details.

Please note, successful upgrade/confirmation does not result in automatic transfer to nominal registration.

The student must meet the criteria set, and provide the supporting evidence, as detailed in paragraphs 64-74 of the Code of Practice for Research Candidature and Supervision. Generic guidelines for the format of submission, and criteria to be used to define the outcomes from Confirmation of PhD status/Upgrade from MPhil to PhD, are detailed in the Quality Handbook. However, the precise requirements can vary by Faculty, and by discipline. Details are stated below.

Students should be aware that the Panel may recommend that a student is transferred to an MPhil programme if the criteria are not met.

Tier 4 Visa Students

With regards to the transfer of programme, the University will comply with its obligations under the relevant immigration legislation which may be updated from time to time. A student who is concerned about his/her entitlement to remain in the UK following a failure to progress should seek urgent advice from the Visa and Immigration Student Advice Service.

Note that ALL upgrade/confirmation panels must consist of at least two independent assessors and no members of the supervisory team, regardless of year of entry.

 

External Requirements

If a student's studies are funded partly or fully by an external organisation, there may be a requirement for the student or their supervisor to complete additional reports for their sponsor. These reports do not form part of the University's progression processes. As part of the annual enrolment process, all students give their consent for the University to provide appropriate information on request to third parties, such as sponsoring organisations.

Supervisors must not return these completed forms to the sponsor directly. They must communicate such reports to the sponsor via the Faculty Graduate School Office so that they can be scrutinised by the Doctoral Programme Director/Faculty Director of the Graduate School and recorded on file. 

If a student is funded in whole or in part by a UKRI research council, they need to comply with the UKRI grant terms and conditions. These include an expectation that they should submit their thesis within the funding period. They should discuss this with their supervisor throughout their study to ensure they are in a position to meet this expectation.

 

Upgrade or Confirmation?

For research students who registered prior to 1 August 2016, the 'Confirmation of PhD status' procedure will be referred to as 'upgrade from MPhil to PhD registration' or 'transfer from MPhil to PhD registration'. Research students who registered before 1 August 2016 will follow the timings for upgrade/transfer from MPhil to PhD registration that applied at the time of their admission, and paragraph 62 of the Code of Practice for Research Candidature and Supervision provides a summary of these timings depending on year of entry.

Research students who enrolled on the degree of PhD after 1 August 2016 must successfully meet the requirements of a Confirmation panel to submit for a PhD. The Second Progression Review will form the Confirmation.

Upgrade/Confirmation Timings

The deadline by which a student must have upgraded/confirmed varies depending on when they began their studies. Please refer to the table below for information and contact the Graduate School Office if you are unsure of your/your student's upgrade/confirmation deadline. 

Start DateFull-TimePart-Time
Before 1st August 2015​​ (MPhil/PhD Upgrade)​ At least 6 months before final thesis submission deadline At least 6 months before final thesis submission deadline
1st August 2015-1st August 2016  (MPhil/PhD Upgrade) 18-21 months 30-42 months
1st August 2015-1st August 2016 (iPhD Upgrade) 30-33 months N/A
After 1st August 2016 (PhD Confirmation) 18-21 months 30-42 months
After 1st August 2016 (iPhD Confirmation) 30-33 months N/A

Upgrade Process

  • Students who began their studies prior to 1 August 2015 should read the guidance document 'Upgrade Process from MPhil to Phd for students who enrolled before 1 August 2015'
  • Students who began their studies between 1 August 2015 and 31 July 2016 should read the guidance document 'Upgrade Process from MPhil to PhD for students who enrolled between 1 August 2015 and 31 July 2016'.

The application for an upgrade must be initiated by the student and only undertaken after a full discussion between the student and supervisor. For the full details pertaining to the University's regulations about the upgrade from MPhil to PhD please see paragraphs 64-74 of the Code of Practice.

The main supervisor must complete the Upgrade Arrangements Form two months prior to the intended upgrade viva date and email it to the Graduate School Office copying in the upgrade panel and student. Please see the form for guidance.

It is the responsibility of the student to submit, four working weeks prior to the deadline for upgrade, a hard copy of the upgrade material to each independent assessor and one member of the supervisory team and an electronic copy by email to the Grad School Office (fah-gradschool@soton.ac.uk) or if too large to email, via the University SafeSend addressed to Graduate School Office and including the email address fah-gradschool@soton.ac.uk so that the Office receives notification of the drop off.

Please check with your supervisor/independent assessors if they would prefer a hard copy or an electronic copy of your upgrade material. Please note that students should submit printed copies of their upgrade material to their independent assessors unless the assessors have specifically requested an electronic copy. They must not use university photocopiers to produce their thesis for their upgrade examination.

The upgrade panel/committee will normally consist of at least two members of staff who have had no direct involvement in the research and can take the role of independent assessors. One of these members of staff should act as chair of the transfer/upgrade panel. In addition a member of the supervisory team will normally be invited to attend as an observer. However, research students can request the opportunity to meet the transfer/upgrade panel or committee without a supervisor being present.

The upgrade viva should be led by the chair of the panel. A member of the supervisory team may be present only as an observer. The upgrade panel will make the recommendation following the upgrade viva. Their possible recommendations for the upgrade are:

  • Pass and upgrade to PhD
  • Pass - Subject to revised written work
  • Pass - Subject to Re-viva
  • Full Resubmission and Re-viva
  • Fail - Change programme to MPhil
  • Fail - Significant academic concerns, (Follow procedures for circumstances that may lead to withdrawal or termination (point 1)

Following the upgrade, the review panel must complete the Upgrade Recommendation Form, attach the Upgrade Report and obtain the Discipline DPD's signature. This should then be returned to the Graduate School Office. This is then passed to the Director of Faculty Graduate School for approval. The student and supervisory team will receive email confirmation of the outcome of the upgrade from the Graduate School Office.

If additional material and/or reviva is required before the upgrade can be approved, the student will be notified of the relevant dates. The student must submit the revised material to each panel member and to the University SafeSend addressed to Graduate School and email address fah-gradschool@soton.ac.uk. The Upgrade Panel will be sent the appropriate form on which to record the outcome of the additional material and/or reviva. If the assessors do not find the revised written work to be sufficient to allow progression a 2nd viva will be required. For full time students who began their studies after 1 August 2015 the decision from the second upgrade panel should be made by the end of month 24 of their research candidature. For part time students who began their studies after 1 August 2015 the decision from the second upgrade panel should be made by the end of month 48 of their research candidature. This form must be signed by the Discipline DPD before being returned to the Graduate School Office for approval by the Faculty Director of Graduate School. The student and supervisory team will receive email confirmation of this outcome from the Graduate School Office.

Confirmation Process

Supervisors must ensure their students are aware when they are due for Confirmation.

Details of the criteria for the work to be submitted for confirmation are contained within PhD Confirmation FH Guidance Post 1 August 2016 Starters.  

Process for 1st attempt:

  • Graduate School Office emails the Confirmation (1st attempt) - Nomination Form to Supervisor
  • Supervisor returns nomination form to Graduate School Office
  • Nomination form approved by Director of Graduate Studies
  • Graduate School Office confirms details to student and reminds them of deadline by which to submit written work and submission form  
  • Student submits both a piece of written work and the  Confirmation (1st attempt) - Student Submission Form which reviews their academic needs and training (FT - between start of month 17 and end of month 20; PT - between start of month 29 and end of month 41; iPhD - between start of month 29 and end of month 32)
  • Viva takes place (within one month of submission of written work/by end of month 21 for FT; end of month 42 for PT; end of month 33 for iPhD)
  • Once the viva has taken place, the lead assessor will complete the Confirmation (1st attempt) - Lead Assessor Report and Outcome Form and return it to the Graduate School Office who will pass it onto the second assessor
  • Second assessor completes their section of the form and returns it to the Graduate School Office
  • Graduate School Office forward form onto Supervisor who completes their section and an action plan (if the outcome is to reassess) then returns it to the Graduate School Office and carries out any follow up actions as necessary (If the supervisor disputes the report, they should contact the lead assessor with their comments copying in the Graduate School Office. The lead assessor will then need to resend their report to the Graduate school Office who will resend it to the Supervisor)
  • Graduate School Office forward the form and action plan (if the outcome is to reassess) to the student. Student can add comments then returns form to Graduate School Office. If the student does NOT reply within 10 working days, Graduate School Office will take it as agreement with the assessment as stated in email to student
  • Graduate School forwards form to Graduate School Director for approval
  • Graduate School Director returns signed form to Graduate School Office
  • Graduate School Office processes outcome in Banner

Process for Re-Assessment:

  • Graduate School Office emails outcome to student and Confirmation (Reassess) - Nomination Form to Supervisor
  • Supervisor returns re-nomination form to Graduate School Office and organises the re-viva if required (the viva and decision must take place before the final 2nd Progression (Confirmation) decision deadline (FT - before the end of month 24; PT - before the end of month 48; iPhD - before the end of month 36)
  • Graduate School Director approves re-nomination form
  • Student submits written report to Graduate School Office (if applicable)
  • Graduate School Office forwards written report (if applicable) and Confirmation (Reassess) - Lead Assessor Report and Outcome Form to assessors
  • Re-Assessment Viva takes place (if required)
  • Lead assessor submits re-assessment report form to Graduate School Office
  • Graduate School Office forwards re-assessment report form to second assessor
  • Second assessor completes their section of the form and returns it to the Graduate School Office
  • Graduate School Office forward form onto Supervisor who completes their section. If supervisors accepts report, they should return the form to Graduate School Office with comments if applicable OR if supervisor disputes report, they should contact assessor with their comments (copy to Graduate School Office). Assessor will then need to resend their report to Graduate School Office and they will resend to supervisor (who will return it to the Graduate School Office)
  • Graduate School Office forwards form to student
  • Student can add comments then returns signed form to Graduate School Office. If student does NOT reply within 10 working days Graduate School Office will take it as agreement with the assessment as stated in email to student
  • Graduate School Office forwards form to Graduate School Director for approval with student comments if applicable
  • Graduate School Director returns signed form to Graduate School Office
  • Graduate School Office processes outcome in Banner

Third Progression Review

Third Progression Review - (For Students Who Began Their Studies After 1 August 2016 only)

A third progression review will be required if a full-time student has not submitted by month 29-32 of candidature, for a part-time student by month 60-65 or by month 41-44 for full-time iPhD or month 75-80 for part-time iPhD students. 

A student will need to submit work by the end of the period listed above and a review meeting will need to take place and a decision made between months 30-33 for full-time students, months 61-66 for part-time students, months 42-44 for full-time iPhD or months 76-81 for part-time iPhD students. 

If a second attempt is required a decision on the outcome of the second attempt must be made by the end of month 36 for full-time PhD students, the end of month 72 for part-time PhD, the end of month 48 for full-time iPhD or the end of month 86 for part-time iPhD students.

Criteria

  1. Faculty of Humanities Guidelines for Submission and Criteria Requirements for 3rd Progression Review.
  2. Main/Co-ordinating Supervisor confirms the panel membership and the viva date by email to the Graduate School Office. This should be completed no less than 8 weeks before the viva takes place. This allows time for details to be confirmed to the student and panel in time for the student to submit their written work 4 weeks before the viva date.
  3. Student submits (via email) Third Progression Review material including 3rd Progression Review Student Submission Form to the Graduate School Office (fah-gradschool@soton.ac.uk) 4 weeks before the viva date.
  4. Graduate School Office sends student submission to the panel.
  5. Third Progression Review viva takes place.
  6. Main/Coordinating Supervisor returns Report and Outcome Form to the Graduate School Office.
  7. Graduate School Director reviews form and approves/rejects the outcome.
  8. The student informed officially of outcome by the Graduate School Office.

If a re-assessment is required the supervisor will read the amended report (if applicable), nominate the assessors and an independent chair and organize a viva. They must ensure all relevant parties (student, assessors, Graduate School Office) are aware of the details and this must be organised no later than one month after the student has resubmitted and before the re-assessment deadline. Once the viva has taken place and the assessor has submitted their report, the supervisor will review the report and recommendation and complete the supervisor review section before the re-assessment deadline passes. Any follow up actions must then be carried out as necessary.

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 in the Quality Handbook, 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 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 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 Candidature and Supervision, paragraphs 85, 89 & 90.

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.

 

Viva Voce Examination

Once you have given notice of intention to submit, at least two examiners (one internal and one external to the University) will be appointed and arrangements made for your examination. The following information on the examination can be found in paragraphs 91–104 of the Code of Practice for Research Candidature and Supervision: nomination of examiners; the role of the main supervisor in the examination process; the viva voce examination itself; the recommendations of the examiners; and consideration of the examiners’ recommendations.

Submission after a successful recommendation of an award

Information on the procedure for submission of your final thesis after successful recommendation of an award can be found in the Submitting your thesis – a guide for research students.

 

Graduation

Congratulations on your successful candidature! We look forward to seeing you at Graduation.

Full information can be found on the Graduation webpage.

Alumni

Postgraduate research students are provided with Microsoft Office 365 alumni email addresses. Once you are awarded your username@southampton.ac.uk becomes username@southamptonalumni.ac.uk and any emails sent to your existing Southampton University email address will appear within your new account. Your alumni email account can be accessed via www.outlook.com/southamptonalumni.ac.uk.

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