Faculties Support Office


Examination of Thesis

Receipt of Thesis

Upon receipt of the student's electronic and soft-bound thesis for examination,these steps should be followed:

  1. Ensure that the thesis originality report produced by Turnitin has been checked (more information for staff about Turnitin can be found here)
  2. Change the student's status from R (registered) or W (writing-up) to T (thesis submitted) on the 'Deatils' screen on SDS.
  3. Enter the date submitted on the ‘PG Thesis’ screen.  This is the actual date that the thesis was submitted and must be entered on that day. 
  4. Enter/check the thesis title on the ‘PG Thesis’ screen. If the Examiners have been appointed it is essential that the thesis title matches the one recorded on the appointment form (for more information see External Examiners).



Do not send the thesis for examination if a candidate has a finance flag of '01' (which indicates that there is a tuition debt on the student's account). Please refer to the Income Office (Sara Fisher), to confirm the flag is up-to-date.

If a candidate has submitted his/her thesis within their minimum registration period (as set out in Section 4 of the Regulations for Research Programmes of Study), and the finance status is 'OK' or '02' (which indicates an ancillary debt), the thesis can be sent for examination.

If the student has submitted beyond the minimum period of registration (ie, they have had a continuation year and/or further writing up period), send the student an official three-part PG Invoice. You will already have sent them a pro-forma invoice when they entered the continuation/writing up year but official University Invoice must also be sent.

The three-part PG Invoice should be raised stating the exact fee to be charged. Blank copies may be obtained from the Finance Office. Enter the following in the appropriate boxes at the bottom of the standard invoice:
Account: 1800; Cost Centre: 990; Job Project: 44990. Copies of the invoice should be distributed as follows:

  • White copy – to the student
  • Pink copy – to the Finance Office
  • Blue copy – to be kept in the student’s file 

Students may pay the invoice by

  • Electronic Bank Transfer
  • Bankers Drafts/International money order/Eurocheque
  • Credit/Debit Card
  • Cash
For more information relating to these methods please visit

Sending the thesis to the Examiners

  1. Locate the current Examiners Report template on the QA website (Examiner's Report Forms tab).
  2. Add the Candidate’s and Examiners' details to the template. Check that the thesis title is consistent with the Notice of Submission of Thesis form, Appointment of Examiners Form, SDS and the hard copy of the submitted thesis.
  3. Send the External Examiner Thesis letter (PhD) to the External Examiner (or the External Examiner Thesis (MA/MSC/LLM/MPhil) letter), together with the Instructions to Examiners (pdf version here), Examiners’ Report form and Expenses Claim Form.
  4. Send the thesis to the Internal Examiner together with the Instructions to Examiners (pdf version here) and Examiners’ Report form.

Examiners are asked to complete the examining process, including the viva if required, within three months. It is good practice to let the candidate know that this process will take three months and that they will be contacted with a suggested viva date in due course. Direct him/her to the viva guidance website for reassurance.


  1. Enter the reports due date on the the ‘PG Thesis’ screen; this is three months from the date the thesis wassent to the Examiners. Add a diary note to remind yourself when the reports are due.
  2. As soon as you know the date of the viva, enter it onto the ‘PG Thesis’ screen. This is important as the data is collected by external bodies for completion rate surveys.  This date may not be confirmed until after the thesis has been received by the Examiners but should be within the three month examination period.
  3. Enter a permanent note to say ‘Thesis sent for examination' on the 'Notes' screen.  
  4. Update student’s file.

Examination of Thesis

(The procedure for appointing External Examiners can be found here.)

The Examiners have three months in which to examine the thesis (including the viva if required). For PhD candidates, the Internal and External Examiners should each complete Part A Reports prior to the viva and a joint Part B Report following the viva.

For MA/MSc/LLM/MPhil candidates, the Internal and External Examiners should each complete a separate report. A viva will take place only if the Examiners or the relevant Faculty Committee so decide. The Examiners should confer to agree the recommendation.

Viva Guidance

Viva Guidance for PhD Candidates
Viva guidance can be found here.

Viva via Video Link
Guidance for Viva via Video Link can be found here. Please note that the Application for Oral Examination to Be Conducted by Video Link should be uploaded to SharePoint for approval by the Associate Dean (Graduate Studies).
















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Last Updated: 14/01/2019