Once you’ve completed your research, you’ll need to prepare your thesis for submission and examination.
Preparing for examination
Based on the type of thesis you submit and the degree you’re studying, your thesis will need to meet a range of designated requirements that govern:
- word length
- language of the thesis
- order of contents
- title page
- certificate of original authorship, including RTP statement
- page numbering
- thesis abstract
- large diagrams, charts and tables
Your thesis must also include or acknowledge any published or publishable work you develop during your candidature.
Using a professional editor or proofreader
You can use the services of a professional editor or proofreader to help prepare your thesis for submission. These professionals can provide copyediting and proofreading advice; however, they cannot shape or change the substance or structure of your work.
It’s important to make sure you understand the rules around using an editor or proofreader before you engage a professional. As a starting point, you should read the following documents:
You should also request permission from your supervisor before you engage an editor or proofreader.
For more information on thesis preparation, please refer to the UTS Graduate Research Candidature Management, Thesis Preparation and Submission Procedures.
UTS provides access for staff and students to a plagiarism detection program called iThenticate. It is important to remember that plagiarism is not always intentional, so making use of this tool can provide peace of mind.
To access iThenticate, you will need to log a request via ServiceConnect using your student login credentials and follow these steps:
- follow this link to the ServiceConnect home page
- select 'Requests'
- select 'Software' from the left hand list of options
- under the 'Software' drop-down, select 'For home'
- select 'iThenticate software' from the options available
- complete the online form and submit
- you will receive an email with access information once your request has been assessed and approved. If you have any questions relating to your request or access, please contact the IT Support Centre via ServiceConnect or by phone on 9514 2222.
Submitting for examination
You can submit your thesis for examination at any time during the year. You must provide GRS with a Notification of Intention to Submit two months before your intended submission date. If your thesis contains any confidential material, you must note this on your Notice of Intention to Submit form.
You must submit your digital thesis and accompanying documents to the faculty research administration office - here is a checklist to help. If the examination committee requests hard copies, you will need to supply them.
Your thesis must be accompanied by:
- a supervisor certificate signed by your principal supervisor that states the work is ready for examination
- verification from your Faculty RAO that the thesis is ready for examination.
Appointment of an examination committee
Your principal supervisor and your faculty RAO will nominate your thesis examiners before you submit your thesis. The Dean of the Graduate Research School is responsible for approving and appointing the examiners.
Examiners must have relevant expertise in your field of endeavour, with no existing or potential conflict of interest. A minimum of two and maximum of three examiners are required for PhD theses. Two examiners are required for master’s by research theses. All examiners must be external to UTS.
If you have concerns about your thesis being examined by a particular person, you should raise these concerns with your supervisor for consideration during the examiner nomination process.
For more information on thesis preparation and the appointment of examiners, please refer to the UTS Graduate Research Candidature Management, Thesis Preparation and Submission Procedures.
The thesis examination process
Once all of the requirements for your examination have been met and confirmed by your faculty research administration office, the Graduate Research School (GRS) will change your enrolment status to ‘under examination’. The thesis examination process can take 3-6 months to complete.
Under examination: please note, this status effectively 'stops the clock' on your candidature. Before sending your thesis for examination, GRS will complete the ACGR conflict of interest in examination checks.
After examining your thesis, the committee will write a report recommending whether or not your thesis should be accepted. There are six possible recommendations:
- Recommendation 1
- That the candidate be admitted to the degree, subject to the correction of typographic errors without any amendments.
- Recommendation 2
- That the candidate be admitted to the degree subject to the correction of any nominated minor clarifications and textual amendments to the satisfaction of the Responsible Academic Officer.
- Recommendation 3
- That the candidate be admitted to the degree subject to specific criticisms of the thesis as recommended by the examiners being addressed to the satisfaction of the Responsible Academic Officer, and any rewriting not changing the substantive conclusions of the thesis.
- Recommendation 4
- That the candidate be not admitted to the degree but be permitted to re-submit the thesis in a revised form for re-examination following a period of further study.
- Recommendation 5
- - PhD students: That the candidate be invited to revise and resubmit the thesis for a research masters degree.
- Research masters students: That the candidate not be awarded the degree and not be permitted to resubmit.
- Recommendation 6
- That the PhD candidate not be awarded the degree and not be permitted to resubmit.
Depending on the recommendation you receive, you may be notified that you can submit your final thesis for graduation, or you may need to continue working on your thesis and re-submit it at a later date. In rare cases, you may not have the option to re-submit.
For more information on the thesis examination process, please refer to the UTS Graduate Research Candidature Management, Thesis Preparation and Submission Procedures.
Preparing for completion
Once you’ve been notified that you can submit your final thesis for graduation, you’ll need to submit the following documents to your faculty:
- your thesis abstract and summary
- a digital copy of your thesis and confirmation of digital submission to the library
- a final bound copy of your thesis (if required by your faculty).
You must submit your conferral documents to your faculty research administration office approximately three months before the date you hope to be conferred. After you’ve received a recommendation from your faculty, the Dean of the Graduate Research School (GRS) will recommend to the Academic Board that you be admitted to the degree. You will receive a conferral information email from GRS confirming the date of your conferral and information on how to apply for a statement of completion.
For more information on completing your degree, please refer to the UTS Graduate Research Candidature Management, Thesis Preparation and Submission Procedures.
Reimbursement of thesis costs
If you are a research scholarship holder and you have spent money on thesis editing and/or printing costs, you may be eligible for reimbursement.
Reimbursement information is contained in the Conditions of Award (CoA) for your scholarship—if your CoA contains a Thesis Allowance section, you can apply for reimbursement within 12 months of your thesis submission date. To apply for reimbursement, please fill out the Scholarship Allowance Claim Form and attach original tax invoices as evidence of your expenditure.