extension of thesis submission

The Thesis Process

The thesis is an opportunity to work independently on a research project of your own design and contribute to the scholarly literature in your field. You emerge from the thesis process with a solid understanding of how original research is executed and how to best communicate research results. Many students have gone on to publish their research in academic or professional journals.

To ensure affordability, the per-credit tuition rate for the 8-credit thesis is the same as our regular course tuition. There are no additional fees (regular per-credit graduate tuition x 8 credits).

Below are the steps that you need to follow to fulfill the thesis requirement. Please know that through each step, you will receive guidance and mentorship.

1. Determine Your Thesis Topic and Tentative Question

When you have completed between 24 and 32 credits, you work with your assigned research advisor to narrow down your academic interests to a relevant and manageable thesis topic. Log in to MyDCE , then ALB/ALM Community to schedule an appointment with your assigned research advisor via the Degree Candidate Portal.

Thesis Topic Selection

We’ve put together this guide  to help frame your thinking about thesis topic selection.

Every effort is made to support your research interests that are grounded in your ALM course work, but faculty guidance is not available for all possible projects. Therefore, revision or a change of thesis topic may be necessary.

• The point about topic selection is particularly pertinent to scientific research that is dependent upon laboratory space, project funding, and access to private databases. It is also critical for our candidates in ALM, liberal arts fields (English, government, history, international relations, psychology, etc.) who are required to have Harvard faculty direct their thesis projects. Review Harvard’s course catalog online ( my.harvard.edu ) to be sure that there are faculty teaching courses related to your thesis topic. If not, you’ll need to choose an alternative topic.
• Your topic choice must be a new area of research for you. Thesis work represents thoughtful engagement in new academic scholarship. You cannot re-purpose prior research. If you want to draw or expand upon your own previous scholarship for a small portion of your thesis, you need to obtain the explicit permission of your research advisor and cite the work in both the proposal and thesis. Violations of this policy will be referred to the Administrative Board.

2. Prepare Prework for the Crafting the Thesis Proposal (CTP) Course or Tutorial

The next step in the process is to prepare and submit Prework in order to gain registration approval for the Crafting the Thesis Proposal (CTP) tutorial or course. The Prework process ensures that you have done enough prior reading and thinking about your thesis topic to benefit from the CTP.

The CTP provides an essential onramp to the thesis, mapping critical issues of research design, such as scope, relevance to the field, prior scholarly debate, methodology, and perhaps, metrics for evaluating impact as well as bench-marking. The CTP identifies and works through potential hurdles to successful thesis completion, allowing the thesis project to get off to a good start.

In addition to preparing, submitting, and having your Prework approved, to be eligible for the CTP, you need to be in good standing, have completed a minimum of 32 degree-applicable credits, including the statistics/research methods requirement (if pertinent to your field). You also need to have completed Engaging in Scholarly Conversation (if pertinent to your field). If you were admitted after 9/1/2023 Engaging in Scholarly Conversation (A and B) is required, if admitted before 9/1/2023 this series is encouraged.

Advising Note for Biology, Biotechnology, and Bioengineering and Nanotechnology Candidates : Thesis projects in these fields are designed to support ongoing scientific research happening in Harvard University, other academic institutions, or life science industry labs and usually these are done under the direction of a principal investigator (PI). Hence, you need to have a thesis director approved by your research advisor  prior  to submitting CTP prework. Your CTP prework is then framed by the lab’s research. Schedule an appointment with your research advisor a few months in advance of the CTP prework deadlines in order to discuss potential research projects and thesis director assignment.

CTP Prework is sent to our central email box:  [email protected]  between the following firm deadlines:

• April 1 and June 1 for fall CTP
• September 1 and November 1 for spring CTP.  
• August 1 and October 1 for the three-week January session (ALM sustainability candidates only)
• International students who need a student visa to attend Harvard Summer School should submit their prework on January 1, so they can register for the CTP on March 1 and submit timely I-20 paperwork. See international students guidelines for more information.

Your research advisor will provide feedback on your prework submission to gain CTP registration approval.  If your prework is not approved after 3 submissions, your research advisor cannot approve your CTP registration.  If not approved, you’ll need to take additional time for further revisions, and submit new prework during the next CTP prework submission time period for the following term (if your five-year degree completion deadline allows).

3. Register and Successfully Complete the Crafting the Thesis Proposal Tutorial or Course

Once CTP prework is approved, you register for the Crafting the Thesis Proposal (CTP) course or tutorial as you would any other course. The goal of the CTP is to produce a complete, well-written draft of a proposal containing all of the sections required by your research advisor. Creating an academically strong thesis proposal sets the foundation for a high-quality thesis and helps garner the attention of a well-respected thesis director. The proposal is normally between 15 to 25 pages in length.

The CTP  tutorial  is not a course in the traditional sense. You work independently on your proposal with your research advisor by submitting multiple proposal drafts and scheduling individual appointments. You need to make self-directed progress on the proposal without special prompting from the research advisor. You receive a final grade of SAT or UNSAT (failing grade).

The CTP for sustainability is a three-week course in the traditional sense and you receive a letter grade, and it must be B- or higher to receive degree credit for the course.

You are expected to incorporate all of your research advisor’s feedback and be fully committed to producing an academically strong proposal leading to a thesis worthy of a Harvard degree. If you are unable to take advice from your research advisor, follow directions, or produce an acceptable proposal, you will not pass the CTP.

Successful CTP completion also includes a check on the proper use of sources according to our academic integrity guidelines. Violations of our academic integrity policy will be referred to the Administrative Board.

Maximum of two attempts . If you don’t pass that CTP, you’ll have — if your five-year, degree-completion date allows — just one more attempt to complete the CTP before being required to withdraw from the program. If you fail the CTP just once and have no more time to complete the degree, your candidacy will automatically expire. Please note that a WD grade counts as an attempt.

If by not passing the CTP you fall into poor academic standing, you will need to take additional degree-applicable courses to return to good standing before enrolling in the CTP for your second and final time, only if your five-year, degree-completion date allows. If you have no more time on your five-year clock, you will be required to withdraw.

Human Subjects

If your thesis, regardless of field, will involve the use of human subjects (e.g., interviews, surveys, observations), you will need to have your research vetted by the  Committee on the Use of Human Subjects  (CUHS) of Harvard University. Please review the IRB LIFECYCLE GUIDE located on the CUHS website. Your research advisor will help you prepare a draft copy of the project protocol form that you will need to send to CUHS. The vetting process needs to be started during the CTP tutorial, before a thesis director has been assigned.

4. Thesis Director Assignment and Thesis Registration

We expect you to be registered in thesis soon after CTP completion or within 3 months — no later. You cannot delay. It is critical that once a research project has been approved through the CTP process, the project must commence in a timely fashion to ensure the academic integrity of the thesis process.

Once you (1) successfully complete the CTP and (2) have your proposal officially approved by your research advisor (RA), you move to the thesis director assignment phase. Successful completion of the CTP is not the same as having an officially approved proposal. These are two distinct steps.

If you are a life science student (e.g., biology), your thesis director was identified prior to the CTP, and now you need the thesis director to approve the proposal.

The research advisor places you with a thesis director. Do not approach faculty to ask about directing your thesis.  You may suggest names of any potential thesis directors to your research advisor, who will contact them, if they are eligible/available to direct your thesis, after you have an approved thesis proposal.

When a thesis director has been identified or the thesis proposal has been fully vetted by the preassigned life science thesis director, you will receive a letter of authorization from the Assistant Dean of Academic Programs officially approving your thesis work and providing you with instructions on how to register for the eight-credit Master’s Thesis. The letter will also have a tentative graduation date as well as four mandatory thesis submission dates (see Thesis Timetable below).

Continuous Registration Tip: If you want to maintain continued registration from CTP to thesis, you should meet with your RA prior to prework to settle on a workable topic, submit well-documented prework, work diligently throughout the CTP to produce a high-quality proposal that is ready to be matched with a thesis director as soon as the CTP is complete.

Good academic standing. You must be good academic standing to register for the thesis. If not, you’ll need to complete additional courses to bring your GPA up to the 3.0 minimum prior to registration.

Thesis Timetable

The thesis is a 9 to 12 month project that begins after the Crafting the Thesis Proposal (CTP); when your research advisor has approved your proposal and identified a Thesis Director.

The date for the appointment of your Thesis Director determines the graduation cycle that will be automatically assigned to you:

Once registered in the thesis, we will do a 3-month check-in with you and your thesis director to ensure progress is being made. If your thesis director reports little to no progress, the Dean of Academic Programs reserves the right to issue a thesis not complete (TNC) grade (see Thesis Grading below).

As you can see above, you do not submit your thesis all at once at the end, but in four phases: (1) complete draft to TA, (2) final draft to RA for format review and academic integrity check, (3) format approved draft submitted to TA for grading, and (4) upload your 100% complete graded thesis to ETDs.

Due dates for all phases for your assigned graduation cycle cannot be missed.  You must submit materials by the date indicated by 5 PM EST (even if the date falls on a weekend). If you are late, you will not be able to graduate during your assigned cycle.

If you need additional time to complete your thesis after the date it is due to the Thesis Director (phase 1), you need to formally request an extension (which needs to be approved by your Director) by emailing that petition to:  [email protected] .  The maximum allotted time to write your thesis, including any granted extensions of time is 12 months.

Timing Tip: If you want to graduate in May, you should complete the CTP in the fall term two years prior or, if a sustainability student, in the January session one year prior. For example, to graduate in May 2025:

• Complete the CTP in fall 2023 (or in January 2024, if a sustainability student)
• Be assigned a thesis director (TD) in March/April 2024
• Begin the 9-12 month thesis project with TD
• Submit a complete draft of your thesis to your TD by February 1, 2025
• Follow through with all other submission deadlines (April 1, April 15 and May 1 — see table above)
• Graduate in May 2025

5. Conduct Thesis Research

When registered in the thesis, you work diligently and independently, following the advice of your thesis director, in a consistent, regular manner equivalent to full-time academic work to complete the research by your required timeline.

You are required to produce at least 50 pages of text (not including front matter and appendices). Chapter topics (e.g., introduction, background, methods, findings, conclusion) vary by field.

6. Format Review — Required of all Harvard Graduate Students and Part of Your Graduation Requirements

All ALM thesis projects must written in Microsoft Word and follow a specific Harvard University format. A properly formatted thesis is an explicit degree requirement; you cannot graduate without it.

Your research advisor will complete the format review prior to submitting your thesis to your director for final grading according to the Thesis Timetable (see above).

You must use our Microsoft Word ALM Thesis Template or Microsoft ALM Thesis Template Creative Writing (just for creative writing degree candidates). It has all the mandatory thesis formatting built in. Besides saving you a considerable amount of time as you write your thesis, the preprogrammed form ensures that your submitted thesis meets the mandatory style guidelines for margins, font, title page, table of contents, and chapter headings. If you use the template, format review should go smoothly, if not, a delayed graduation is highly likely.

Format review also includes a check on the proper use of sources according to our academic integrity guidelines. Violations of our academic integrity policy will be referred directly to the Administrative Board.

7. Mandatory Thesis Archiving — Required of all Harvard Graduate Students and Part of Your Graduation Requirements

Once your thesis is finalized, meaning that the required grade has been earned and all edits have been completed, you must upload your thesis to Harvard University’s electronic thesis and dissertation submission system (ETDs). Uploading your thesis ETDs is an explicit degree requirement; you cannot graduate without completing this step.

The thesis project will be sent to several downstream systems:

• Your work will be preserved using Harvard’s digital repository DASH (Digital Access to Scholarship at Harvard).
• Metadata about your work will be sent to HOLLIS (the Harvard Library catalog).
• Your work will be preserved in Harvard Library’s DRS2 (digital preservation repository).

By submitting work through ETDs @ Harvard you will be signing the Harvard Author Agreement. This license does not constrain your rights to publish your work subsequently. You retain all intellectual property rights.

For more information on Harvard’s open access initiatives, we recommend you view the Director of the Office of Scholarly Communication (OSC), Peter Suber’s brief introduction .

Thesis Grading

You need to earn a grade of B- or higher in the thesis. All standard course letter grades are available to your thesis director. If you fail to complete substantial work on the thesis, you will earn a grade of TNC (thesis not complete). If you have already earned two withdrawal grades, the TNC grade will count as a zero in your cumulative GPA.

If you earn a grade below B-, you will need to petition the Administrative Board for permission to attempt the thesis for a second and final time. The petition process is only available if you are in good academic standing and your five-year, degree-completion deadline allows for more time. Your candidacy will automatically expire if you do not successfully complete the thesis by your required deadline.

If approved for a second attempt, you may be required to develop a new proposal on a different topic by re-enrolling in the CTP and being assigned a different thesis director. Tuition for the second attempt is calculated at the current year’s rate.

If by not passing the thesis you fall into poor academic standing, you’ll need to take additional degree-applicable courses to return to good standing before re-engaging with the thesis process for the second and final time. This is only an option if your five-year, degree-completion deadline allows for more time.

The Board only reviews cases in which extenuating circumstances prevented the successful completion of the thesis.

Harvard Division of Continuing Education

The Division of Continuing Education (DCE) at Harvard University is dedicated to bringing rigorous academics and innovative teaching capabilities to those seeking to improve their lives through education. We make Harvard education accessible to lifelong learners from high school to retirement.

Submission date and extension of time

This page outlines the final date by which your thesis should be submitted, the expected completion date and extensions of time. 

Full-time students

Maximum submission date.

This is the final date by when your thesis should be submitted to the Examination Schools. Check whether you are required to submit sooner by any funding body supporting your studies.

The maximum submission date is usually 12 terms for DPhil students and nine terms for MLitt or MSc (by Research) students from the start date of your studies and is amended accordingly based on any suspension of status or extension of time. The Graduate Studies Assistant in your department / faculty will be able to tell you your maximum submission date.

Expected completion date

The expected completion date is the maximum submission date plus six months. This is to allow adequate time for your viva examination, and if requested by the examiners, to undertake any minor corrections required and to submit your revised thesis.

The extra six months is not additional time for you to complete your research as your maximum submission date remains the same.

Extension of time: DPhil students

You are expected to submit your thesis within 12 terms of starting your course. You will lose your DPhil status if you have failed to complete your thesis within 12 terms of being admitted as a research student, and will no longer be registered as a student of the University.

Extension of time: MLitt and MSc by Research students

You are expected to submit your thesis within nine terms of starting your course. You will lose your status as a MLitt or MSc by Research student if you have failed to complete your thesis within nine terms of being admitted as a research student, and will no longer be registered as a student of the University.

Applying for an extension: all students

In exceptional circumstances extensions of time can be given for up to six terms for DPhil students, and up to three terms for MLitt and MSc by Research students. Your department/faculty/division will normally only approve one term of extension at a time.

If you are funded by a research council or charity you may need to make a separate application to the funding body in parallel to that being made within the University. Your funding body’s regulations for extension of time will not necessarily be the same as those of the University. Ask your department for advice on extensions in the first instance.

If your application for an extension of time is declined by your department or faculty and you are dissatisfied with this decision, you can follow the University Student Complaints Procedure .

Part-time students

The maximum submission date is usually 24 terms (eight years) from the start date of your studies and is increased accordingly based on any suspension of status or extension. The Graduate Studies Assistant in your department / faculty will be able to tell you your maximum submission date.

You are expected to submit your thesis within seven or at most eight years of starting your doctoral course. You will lose your DPhil status if you have failed to complete your thesis within 24 terms of being admitted as a research student, and will no longer be registered as a student of the University.

In exceptional circumstances extensions of time can be given for up to three terms. Your department/faculty/division will normally only approve one term of extension at a time.

If you are funded by a research council or charity you may need to make a separate application to the funding body in parallel to that being made within the University. Your funding body’s regulations for extension of time will not necessarily be the same as those of the University.

If your application for an extension of time is declined by your department or faculty and you are dissatisfied with this decision, you can follow the  University Student Complaints Procedure .

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Please note that applications submitted after your submission deadline will be declined.

Doctoral, MSc and MLitt students please note that applications received any earlier than 3-6 months before the thesis submission deadline will be declined and you will be asked to reapply at the appropriate time.

Applications should only be submitted if you know that you need additional time and not 'just in case' you do.

Extension requests for coursework other than the thesis or dissertation (for example, essays, portfolio coursework, the First Year Assessment) should not be submitted via CamSIS - please contact your Department for advice on how to apply.

For taught courses, short deadlines which would not impact on the dates on which the marks would be considered by the Exam Board and Degree Committee can normally be considered locally - see below under 'Your submission date and how to apply'. 

Note that a longer extension may result in you completing and graduating later than the rest of your cohort, so you should seek clarification on the impact of this from your Department, Faculty or Degree Committee, particularly if the timing of your degree completion will have an impact on your future plans, such as further study, employment or visa applications. 

For all applications made via CamSIS self-service, each case is considered in line with the policy of the Postgraduate Committee, which is set out in the guidance on this page. 

Instructions on how to submit an application can be found on the   'Applying for a change in your student status' page.  Please check the guidance below before applying.

If you have any questions about applying for an extension, please submit a query here:  University of Cambridge Student Registry Office (zendesk.com)

All requests for an extension must include the following information:

• Visa issues
• Medical issues or family circumstances, where a period of intermission should have been requested or a break from study is currently needed
• Attending conferences
• Writing/publishing papers
• Undertaking further research, unless your supervisor, department or Degree Committee make a very strong academic case for this
• A safety net 'just in case' additional time is needed
• Employment 
• Job applications
• Not wishing to leave Cambridge
• Continued funding
• Poor planning -  it should be feasible to complete your research project within the maximum time-frame for your degree (for example, 4 years for a full-time PhD). Therefore reasons such as having collected too much data or a change of direction (unless due to circumstances outside your control) will not normally be considered valid
• Wanting to incorporate new material at a late stage unless there is a very strong case for this material being  essential  to your thesis rather than merely enhancing its quality
• Needing time for proofreading, editing or support with academic writing or wanting more time in order to improve the quality of your thesis  - students are expected to produce a thesis to the required standard within the normal time-frame for submission. In planning your thesis you should factor in time for proofreading/editing. 

Research students who do not submit their thesis by their submission date and do not have an extension approved, will be withdrawn from study. They may be able to apply for  reinstatement  when their thesis is ready for submission for examination but not to continue studying. Temporary withdrawal may not always be possible. You can find more information about the effects of withdrawal from study on the  Withdrawal from Study  page.

Students on taught Masters courses should contact their Department for information about the penalties applied for late or non-submission of work. 

PhD students are advised to read the information outlined on the International Student Office webpage:  https://www.internationalstudents.cam.ac.uk/immigration/student-visa/extending-your-visa-current-phd-student

 It is advisable for MPhil students to contact the International Student Office to check the implications of a change to your submission deadline. Some considerations include:

• Graduate visa eligibility – you may no longer be eligible if your new deadline means that degree approval would not be considered on the same timeline as the rest of your cohort.
• Student visa extension –   Masters students are not normally eligible for a student visa extension.
• ATAS requirements – If ATAS is required for your course and nationality, a change in your course dates may mean that a new ATAS certificate is necessary.

The International Student Office can be contacted by emailing [email protected] . 

Your submission date (thesis/dissertation)

If applying for an extension to the deadline for submitting corrections to your doctoral thesis you need to apply in the same way. 

If your course does not include a dissertation and you have an extension for other work approved by your Department which means your marks cannot be considered by the Exam Board and Degree Committee with those of your cohort, please forward the approval for your extension to  [email protected]  so that we can update your record to show why this is still active beyond your original completion date.

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Submitting Your Thesis or Dissertation

All theses and dissertations are submitted electronically to ProQuest , a  global information content and technology company that provides support for research, learning, and the publication and dissemination of scholarly works. Theses and dissertations will also appear in Niner Commons , UNC Charlotte's institutional repository.

We do not accept hard copies of theses and dissertations. 

Submitting Your Thesis or Dissertation

Step 1: During the semester or summer term in which you intend to submit your thesis or dissertation for graduation, you must:

• Be registered for the semester or term you intend to graduate;
• Complete the online 'Application for Degree' through   My UNC Charlotte ;
• Master's Thesis
• Doctoral Dissertation

Step 2: Schedule the defense of your thesis or dissertation well in advance of the submission deadline in order to submit your final document to the Graduate School. (Doctoral students must announce their dissertation defense online two weeks prior to their defense.

Note : Your committee must have your complete dissertation or thesis three (3) weeks prior to your defense. If you are a doctoral student you must also share your iThenticate similarity report with your committee at this time. You need to leave adequate time to make any modifications required by your advisor and/or the committee. The deadline for submission of the final electronic thesis or dissertation to ProQuest  can be found on the Academic Calendar .

Step 3: Defend your thesis or dissertation. Have your committee sign the title page of the thesis or dissertation and your Master's Final Defense Report for Thesis or Project or Doctoral Final Defense Report for Dissertation or Scholarly Project . (Doctoral students: your committee must review your iThenticate similarity report before signing this form!)

Step 4:  Make any edits to your document as required by your committee. 

Step 5: Submit the Master’s Thesis Submission & ETD Form or Doctoral Dissertation Submission & ETD Form . The submission fee of $45 is payable online . You should also use this payment portal to pay for the optional copyright registration fee ($75). Scanned copies of the signed Title Page and the IRB/IACUC/IBC approval memo (if applicable), should be forwarded to your college liaison  within one business day of the final defense. Information for connecting with your college liaison can be found in the block on this page. Please specify either Master’s Documents or Doctoral Documents in the subject line.

Step 6: Submit the final version of your thesis or dissertation electronically following the instructions below:

• (Note: When you are asked to insert a copy of your abstract into the metadata, do not include the title and your name with the abstract. When asked to input your title, make sure that it is in title caps rather than all caps.)
• (Note: Do not upload the signed title page . The signed title page should be forwarded to your college liaison . Information for connecting with your college liaison can be found in the block on this page. The version of your title page in ProQuest should include signature lines and committee members' names, but not their signatures.)
• If you receive a request for revisions, you should revise and resubmit. 
• When this process is complete you will receive a "Congratulations!" email from ProQuest.

Step 7:  Ph.D. candidates must complete the Survey of Earned Doctorates . (Ed.D., DNP, DBA, and Master’s students are exempt).

Confirmation:   If you do not hear from the Graduate School or from ProQuest, this means that your document is still under review. Once your final submission is complete, it will appear as such in  DegreeWorks . 

The Graduate School and the Graduate Admissions office in the Reese Building, Fifth Floor, is temporarily closed to allow contractors to complete some needed work in the space safely.

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Sample request letter for extension .

Sample Letter Request For Extension of Thesis / research work Submission. Request an extension of your thesis submission date.

Sample Letter Requesting Extension of Time

[Your Name]

[Recipient’s Name]

[Recipient’s Address]

Subject: Extension Request

Dear [Recipient’s Name],

I am writing to request a brief extension of time for [briefly state the reason]. I kindly ask for [number of days] additional days to ensure the quality of my work. Your consideration is greatly appreciated.

Requesting a Deadline Extension

[Your Address]

[City, State, ZIP Code]

Subject: Deadline Extension Request

I am writing to respectfully request an extension for the upcoming deadline on [mention the deadline date] for [briefly explain the project or task]. Due to unforeseen circumstances, I require [number of days] extra days to ensure the project’s completion to the best of my abilities. Your understanding and consideration are greatly appreciated.

Request Letter to Extend Date

[Recipient’ Name]

Subject: Request for Deadline Extension

I am writing to formally request an extension for the deadline of [mention the original deadline date] for [briefly describe the task or project]. Unfortunately, due to [briefly explain the reason for needing an extension], I am unable to meet the original deadline.

I kindly request an extension of [number of days] to ensure that I can complete this task effectively and to the best of my abilities. I understand the importance of meeting deadlines and apologize for any inconvenience caused. Your understanding and consideration of this request would be greatly appreciated.

Thank you for your time and consideration.

Sample Request Letter for Extension

Subject: Letter of request for extension for submission of thesis

Respected Graduate Studies office,

I am writing this letter to request an extension in the deadline for submitting my Master thesis. The date for submission is Sep 19, 2023, but I still have some writing work pending and fear that I will not be able to complete it within the original time frame.

Kindly consider the following reasons why I could not complete my research on time: At this stage in the research we are considering filling a patent file before we submit the thesis to the external reviewer only we need few weeks. Kindly consider my personal circumstance since I got pregnant and I had some complications during that time and after the childbirth. I wasn’t in any condition to work or study and hence, was unable to do any work on my thesis during almost one year. (A medical report is attached with the form). further more, I ‘m working in a full time job which slowed me down to finish my experiment work.

Considering my problem, kindly grant me an extension of few weeks only for submitting the thesis. I assure you that I will complete and submit my thesis well before the revised deadline.

Yours Sincerely,

————————–

Sample Deadline Extension Appeal Letter

To, The Dean, Allied University, Texas, United States of America.

Respected Sir,

With due respect, it is to state that I am student of M. Phil and I had scored good GPA in my two semesters of theory, but now this year is my thesis year and the date for submission for the thesis is ————, but I am unable to meet up the deadline as my some writing work is still pending because patent is to be reviewed by external reviewer before submission of the research thesis. I am pregnant as well and is facing complications in it and was unable to study or do any work related to the research and as a proof of my words I am attaching medical certificate of mine with this application and I am a working woman as well. All the three reasons are genuine in their nature and I need few weeks more in submission of the final research paper.

Kindly see to this matter and grant me more time for the completion of my thesis. Thanking in anticipation.

Yours Truly,

Ms. Rita Ronny,

Sample Letter for Extension

It is stated with due reverence that I am the student of this estimable university. I am in my final year and I have to submit my research project on 23rd of March. It is to inform you that recently my brother died and I could not handle myself. This drastic loss took a lot of my mental peace and time. It is my request to extend the submission date of my final research project. My nature of reason is very genuine and I hope you comprehend. I am sure that I will complete it by that time and submit you promptly.

Yours Faithful,

——————

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Thesis submission

You are required to submit a thesis for examination after your period of registered study and before the conclusion of the thesis pending period.  

Your thesis should be submitted to the Nottingham ePrints service and must be the result of your own work, done mainly while you were registered as a researcher of this university. Student Services will work with your supervisors in preparing the thesis to be sent for examination. 

The information on this page will signpost you to the different processes, policies and detailed instructions on submission. More detailed information can be found in submission pack . 

The word limit for your thesis depends upon the qualification you are working towards: 

PhD theses should not exceed 100,000 words 

MPhil theses should not exceed 60,000 words 

Please note, the word limits for MRes theses vary according to the number of taught module credits taken. Please see our Quality Manual regulations for MRes and supplementary regulations. 

In all cases, the word limits are inclusive of appendices, footnotes, tables, and bibliography. The University may withhold a thesis that exceeds these word limits from examination.

Proof readers

A proof-reader may only ensure that the meaning of the author is not misrepresented due to the quality and standard of the English used. This can include correcting spelling and basic grammar errors.

Inaccuracies in academic content should not be corrected nor should the structure of the piece of work be changed; doing so may result in a charge of plagiarism.

Format of thesis

You should submit your thesis in pdf format to the Nottingham ePrints system. Your thesis should be presented on A4 size, normally with a size 12 font. There should be a margin of at least 4cm on the left side of the page, both for typescript and diagrams, to allow for binding (if required).                         

Other margins should be of at least 2.5 cm.

Alternative formats

Alternative formats for submission may apply. For certain doctorates (Music, Creative Writing, Drama and Performance Practice as Research, Translation Studies) an appendix detailing submission requirements is available.

For more information, please visit the university's Quality Manual for further guidance.

You are also allowed to submit by published works, please consult your supervisor and also refer to the university guidance in the Quality Manual . 

Quality Manual alternative formats guidance

Submission deadline

You are required to submit your thesis for examination by the submission deadline notified to you during your course of studies. In exceptional circumstances, you can apply for an extension to your submission deadline, in line with the extension to thesis pending policy in the Quality Manual . 

If your submission deadline falls on a non-working day then you are permitted to submit on a first working day after this deadline.

Please also see here for key dates for graduation guidance .

Please note, even when they have been correctly observed, no guarantee can be given that the necessary examination procedures will have been completed in time for a candidate to graduate at the next degree congregation.

Extension to thesis pending form

Quality Manual thesis pending policy

Notification of submission

You are required to submit a thesis for examination before the conclusion of the thesis pending period. You must formally notify your school at least three months prior to your intended submission date. 

The school should ensure that Student Services are informed so that the procedure for appointing examiners can be initiated. Any delay in submitting your Notification of Submission form can lead to a delay in your examination. Visit the Examination webpage for more information on the examination process.

Your supervisor’s signature on the Notification of Submission form acts as confirmation that: 

the thesis is the result of work done mainly while you have been registered as a researcher of The University of Nottingham 

you have been given appropriate plagiarism guidance 

you have been advised on thesis embargo and/or restriction 

if appropriate to your discipline, you are aware of the requirement to submit all data collected during the period of study as a researcher of this university, to your School prior to arrangement of the viva voce examination. 

Upon receipt of your completed form, Student Services will ask your school to nominate examiners. When approved, we will email you with the names of your examiners, asking you to declare any possible conflict of interest.

Notification of submission form

Late submission

You are required to submit your thesis for examination by the submission deadline notified to you during your course of studies. Full time doctoral researchers submitting a thesis after this deadline, without receiving formal approval from the university for an extension of time, will be permitted to submit up to 12 months after their latest submission date as long as the maximum period from initial registration has not been reached.  

Once the work has been submitted the late submission fee for each month or part month (as per the university fee schedule, please see under Postgraduate Research – Exceptional Fees – Current Academic Year) that passes between your expected submission date and the date that your thesis is actually submitted will be raised and is payable immediately.

For researchers who are not on doctoral programmes, or who are not full time, or for whom this is not the first submission, there is no recourse to submit a thesis late and an extension to thesis pending must be requested.

Quality Manual: policy on extension to thesis pending

Quality Manual maximum period from initial registration

How to submit

Your thesis should be submitted to the Nottingham ePrints service in pdf format and must be the result of your own work, done mainly while you were registered as a researcher of this university. Student Services will work with your supervisors in preparing the thesis to be sent for examination. 

Notitngham ePrints is the used to store your first submission, as well as corrections and/or re-submission. Once the degree has been conferred, your final version will be retained for publication in the repository, all previous drafts will be removed. 

For detailed instructions, please visit the uploading your thesis webpage .

What happens with my submission

Your submission will be checked by the Student Services team. Once initial processing is complete, the Student Services team will write to confirm receipt of your thesis. Your thesis will then be stored securely in a local drive so that it can be shared with your examiners. It will then be removed from Nottingham ePrints . Doing so generates an automatic ‘Item Destroyed’ message, please do not be alarmed. 

First submissions, corrections and re-submission will be forwarded to examiner(s) for examination and/or final approvals. 

The final version will be retained for publication in the repository, unless you indicate a different preference.  For detailed instructions, please visit the uploading your thesis webpage .

Publishing your thesis: open access, embargo or restriction

In most cases, your thesis will be published in the University’s online library when you have graduated. Exceptions apply, such as embargo and thesis restriction, the distinction and process for application is explained below. You should discuss these options with your supervisor. 

Embargo: 

You may wish to delay online publication of the full text by requesting an embargo period, of up to two years* to allow publication through alternative channels. Please note: If you wish extend the embargo beyond the initial period, please enquire by emailing [email protected] . 

For embargoed theses, the full text is not publicly available but the bibliographic details (author, title and abstract) are discoverable and available to read. You must request embargoes when submitting the final draft of your thesis to Nottingham ePrints . 

Creative writing researchers may apply for an extended embargo of up to seven years. 

Thesis Restriction: 

The University Senate may fully restrict theses in special cases- where a thesis includes work which is politically, commercially or industrially sensitive.Theses may be restricted for a period of two years from conferral of the degree, if requested to do so. 

Thesis restrictions may be applied for by completing application for restriction form . Where the restriction is contractually obliged, the documentation should be appended to the application form. For more information visit the Quality Manual . 

Application for restriction form

Quality Manual application for restriction policy

Science and Engineering Doctoral Academy

Apply for an extension

You can apply for an extension if you experience a change to your circumstances that means you require additional time on your programme or to arrange submission of your thesis or dissertation.

Before applying for an extension, you should discuss your situation with the Doctoral Academy. This will help you determine if an extension is the most suitable arrangement for you. Once your application and supporting documents are received it will then be reviewed by the Department, following this it will be considered by Faculty Chair/ Panel for a decision.  This can take up to 5 weeks to complete and for you to be notified of the decision. It is recommended you submit your application at least two months before the end of your programme. Extensions are unfunded unless your funder or supervisor has specific funding available that may be applied. 

Extending your studies or submission deadline can affect:

• your finances, including existing loans, tuition fee agreements and sponsorship arrangements;
• your accommodation, for example if you are living in halls of residence;
• your visa and ATAS status (if you are an international student). Further guidance is available from the Student Immigration Team .

As part of your application, you will be asked to include any relevant documents and correspondence. 

Types of extension

Extension to your programme.

An extension to your programme will extend your research time at the end of your programme and your submission deadline. Tuition fees will be charged on a pro rata basis for the period of extension.

The total period(s) of an extension to your programme must not normally exceed 12 months during the full period of your degree. Any further extensions beyond 12 months will only be permitted under the most exceptional circumstances.

Requests for an extension to your programme must be submitted within six months of your programme end date.

Tuition fees will be charged on a pro rata basis for the period of extension. Extensions are unfunded unless your funder or supervisor has specific funding available that may be applied. 

Extension to your Submission Pending period

The purpose of the submission pending period is to write up your thesis, not to undertake further research.

You must be registered in the submission pending period to apply for an extension to this period.

Only issues which occur in the submission pending period can be considered (any delays or problems which occurred during the period of study cannot be taken in consideration).

Applications for an extension to the submission pending period must be submitted at least two months before the final deadline for submission.

Extension to your minor corrections deadline

An extension to the minor corrections deadline will extend your final submission deadline.

Only delays, issues or problems which occur in the minor corrections period can be considered.

Extension to your re-submission deadline

An extension to the re-submission deadline will extend the time you have to submit a revised thesis.

Only delays, issues or problems which occur in the re-submission period can be considered.

Completing the form

Before completing the form, you should have:.

• read and understood implications for your tuition fees and your financial situation ;
• read and understood the Change of Circumstances Policy for Postgraduate Research Students ;
• discussed the interruption with the Doctoral Academy and with your supervisor(s);
• discussed any ATAS and visa implications with the Student Immigration Team if you are an international PGR;
• discussed the extension with your sponsor if you are on a funded studentship. If the terms and conditions of your funding require confirmation from your funder that you are eligible to apply for this extension, you will need to attach evidence of this approval as part of your application (this evidence should also confirm if the funder is willing to pay additional tuition fees and/or living costs if appropriate).

What you'll need to complete the form

To complete your application for an extension you will need to upload your supporting evidence, a completion plan, and a letter of support from your supervisor. Without these documents, your application will not be considered.

You will need a letter of support from your supervisor. The letter can be a copy of an email sent by your supervisor, or a Word or PDF document written by them. Where applicable, the letter should contain the following:

• A note, if appropriate, on the current status of the research/project and thesis
• Confirmation all interested parties (e.g. research sponsors, research collaborators, and the Visa Team) have been consulted and agree to support the interruption.

The completion plan should contain a summary of work completed to date and a timeline for work still to be completed. A completion plan is not required for an application for an extension to minor corrections.

You will need any relevant supporting evidence as part of your application. Examples of evidence we accept include:

• extracts from your medical notes (you can request these from your GP practice);
• letters from a doctor or medical professional about a change in your health or the health of someone close to you;
• internal confirmation of existing engagement with our Counselling Service or Advice and Response Service.

Please note that for medical conditions we do not require a specific letter from your GP or healthcare provider, and in cases of bereavement we do not require a death certificate.

Applications related to equipment breakdown and research delays must include details of the dates and the duration of the breakdown and/or delay.

We need the evidence you provide to:

• be written in English, or translated to English by an official transcription service;
• relate to the time your circumstances changed.

Your application will be reviewed by your department and then by the FSE Degrees Panel. It can take up to 5 weeks for a decision on your application to be reached.

If the application was submitted without the required supporting documentation, it will be considered incomplete and it will not be processed.

If you require any additional support regarding your application, please email the FSE DA Progression and Welfare team .

Extension form

Submit the extension application form via MS Forms.

Complete the online form >>

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Graduate students must fill out the Thesis Application  with their chosen thesis advisor and submit the completed copy, along with the required documents, to the Graduate Programs Office. Following the approval of the application, the student will be formally registered into their thesis by the Registrar’s Office.

All application paperwork must be submitted no later than the end of the Drop/Add period during the semester in which students are registering the project. 

It is the student’s responsibility to submit the thesis, respecting their thesis advisor’s standards, and to inform the involved parties of the final submission using the Ready to Submit Form . It is at this stage that the student will also propose a second reader. The thesis advisor will then confirm acceptability of the submission with the Program Director, and the second reader will be confirmed. Please note that external second readers must be pre-approved and are subject to Provost approval. For students with theses (or extensions) registered in the spring, the deadline for thesis submission is April 15th . For students with theses (or extensions) registered in the summer, the deadline is July 5th , and for the fall, the deadline is December 1st .

Failure to submit the thesis, or necessary extension, by the deadline results in an administrative withdrawal of the thesis registration. Re-registration into the thesis will be required to submit the final draft, at the cost of the current per-credit hour tuition rate.

Thesis/Research Project Registration and Extension Policy

A thesis extension modifies the graduation date of the student. Based on the original registration of any thesis or research project, all MA/MSc students will have one calendar year in which to research, write, submit, defend, and submit a bound final copy of the project to the AUP library in order to be awarded a final grade. Within the administrative envelope of this year, the timeline of final draft submission, corrections, and defense are set by the graduate program directors in consultation with the student’s thesis supervisor. At the time of original registration, MA/MSc students will be required to pay tuition for the registration of the thesis or research project, at the current per credit tuition rate for the number of credits corresponding to the thesis/research project for their MA/MSc program. For the subsequent two semesters, thesis extension A & B, there will be no administrative charges apart from the mandatory health insurance fees; students will, however, have a zero-credit extension registration for these two semesters. To access the thesis extension request form, click here: MA/MSc Thesis Extension Request Webform - Formstack

For outstanding cases in which a student cannot complete their thesis by the end of the second extension, an exceptional thesis extension C can be requested using the form mentioned above. Please note that the thesis extension C has a fee of €1000 to register.

Contact the Graduate Programs Office at graduateprograms@aup.edu for more information about thesis applications, deadlines, and extensions.

Thesis submission to the Library

All Master’s students writing a thesis as part of their program are required to submit a copy of the final, corrected thesis to the AUP library. Diplomas will not be issued to students who have not met the library thesis submission requirements. For more information on thesis submission to the library, see the library website  or contact Library Director Jorge Sosa at jsosa@aup.edu  or thesis@aup.edu .

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14 Sample Letters of Request for Extension of Deadline

Meeting deadlines is a critical component of professional and academic life. However, there are occasions when unforeseen circumstances or challenges arise that necessitate an extension of a deadline.

Writing a request for an extension can be delicate; it requires a balance of professionalism, clarity, and an understanding of the situation.

Sample Letters of Request for Extension of Deadline

This article provides 14 diverse sample letters to guide you in writing requests for extensions of deadlines across various scenarios. Each letter is tailored to a different situation, ensuring you have an appropriate template for your specific needs.

Sample 1: Request for Extension on Project Deadline

Dear [Manager’s/Supervisor’s Name],

I am writing to request an extension for the deadline on our current project, [Project Name]. Despite our best efforts, unforeseen complications have arisen, including [mention specific issues], which have delayed our progress.

Originally, the project was scheduled for completion by [Original Deadline]. However, considering the current challenges, I respectfully request an extension until [New Proposed Deadline]. This additional time will allow us to overcome the current hurdles and ensure the project meets our high standards.

Thank you for your understanding and consideration of this request.

Sincerely, [Your Name]

Sample 2: Request for Extension on Assignment Deadline

Dear [Professor’s/Instructor’s Name],

I am writing to request an extension on the deadline for the [Assignment Name] due on [Original Deadline]. I have encountered unexpected challenges, notably [briefly explain the situation, e.g., illness, family emergency], which have impeded my ability to complete the assignment on time.

I am committed to delivering quality work and respectfully ask for an extension until [New Proposed Deadline]. This additional time will enable me to complete the assignment to the best of my abilities.

Thank you for your understanding and support in this matter.

Kind regards, [Your Name]

Sample 3: Request for Extension on Report Submission

Dear [Supervisor’s/Boss’s Name],

I am currently finalizing the [Report Name] and have encountered some delays due to [mention specific reasons, such as data unavailability or technical issues]. As a result, I am concerned about meeting the original deadline of [Original Deadline].

To ensure the report is thorough and accurate, I kindly request an extension until [New Proposed Deadline]. This will allow adequate time to gather the necessary information and complete the report to our expected standards.

Your understanding and approval of this extension would be greatly appreciated.

Best regards, [Your Name]

Sample 4: Request for Extension on Loan Repayment

Dear [Lender’s Name/Financial Institution’s Name],

I am reaching out regarding my current loan with your institution, which has a payment due on [Original Deadline]. Due to unforeseen financial difficulties, specifically [briefly explain the situation, e.g., job loss, unexpected expenses], I am unable to meet this deadline.

I am fully committed to fulfilling my financial obligations and request an extension on this payment until [New Proposed Deadline]. This time will allow me to stabilize my financial situation and resume regular payments.

Thank you for considering this request and for your understanding during this challenging time.

Respectfully, [Your Name]

Sample 5: Request for Extension on Tax Filing

Dear [Tax Officer’s Name/IRS Representative’s Name],

I am currently in the process of preparing my tax filing for this year but have encountered some delays due to [mention specific reasons, such as missing documents or needing additional information]. The original filing deadline of [Original Deadline] is fast approaching, and I am concerned about meeting this date.

To ensure accurate and complete filing, I request an extension until [New Proposed Deadline]. This will allow me sufficient time to gather all necessary documentation and comply accurately with the tax requirements.

I appreciate your consideration of my request and your assistance in this matter.

Sample 6: Request for Extension on Business Proposal Submission

Dear [Client’s/Company’s Name],

I am writing to discuss the submission deadline for the business proposal we are currently preparing for your project. Due to [mention specific reasons, such as needing more research or feedback delays], we are finding it challenging to meet the original deadline of [Original Deadline].

To ensure that we provide a comprehensive and well-considered proposal, I kindly request an extension until [New Proposed Deadline]. This will enable us to refine our proposal and ensure it aligns perfectly with your needs and expectations.

Thank you for your understanding and flexibility on this matter.

Sample 7: Request for Extension on Contract Negotiation

Dear [Other Party’s Name/Company’s Name],

As we progress in our contract negotiations, it has become apparent that additional time is required to thoroughly review and discuss the various aspects. The current deadline of [Original Deadline] does not seem feasible without compromising the quality of our deliberations.

Therefore, I respectfully request an extension of the negotiation period until [New Proposed Deadline]. This additional time will ensure that both parties can reach a mutually beneficial agreement.

Your cooperation in granting this extension would be highly valued.

Sample 8: Request for Extension on Mortgage Application

Dear [Loan Officer’s Name/Mortgage Company’s Name],

I am in the process of gathering all the necessary documents for my mortgage application. However, due to [explain the delay, such as waiting for financial statements or difficulty obtaining certain documents], I am unable to meet the original submission deadline of [Original Deadline].

To ensure my application is complete and accurate, I request an extension until [New Proposed Deadline]. This will give me enough time to compile all the required documentation and submit a thorough application.

Thank you for considering my request and for your assistance throughout this application process.

Sample 9: Request for Extension on Visa Application

Dear [Embassy Officer’s Name/Consulate’s Name],

I am in the midst of preparing my visa application but have encountered some delays in obtaining necessary documents, such as [mention specific documents]. The current submission deadline of [Original Deadline] is approaching, and I am concerned about meeting this deadline.

I kindly request an extension until [New Proposed Deadline] to complete my application properly. This additional time is crucial for me to ensure all paperwork is in order and meets your requirements.

Your understanding and cooperation in this matter are greatly appreciated.

Sample 10: Request for Extension on Insurance Claim Submission

Dear [Insurance Officer’s Name/Insurance Company’s Name],

I am in the process of filing an insurance claim following [mention the incident, such as an accident or property damage]. However, gathering all the necessary documentation and estimates has taken longer than anticipated, and I am unlikely to meet the original deadline of [Original Deadline].

To ensure that my claim is comprehensive and includes all relevant details, I request an extension until [New Proposed Deadline]. This will allow me to compile a thorough and accurate claim for your review.

Thank you for your consideration and assistance in this matter.

Sample 11: Request for Extension on Thesis Submission

Dear [Advisor’s/Professor’s Name],

As I approach the final stages of my thesis, I have encountered some challenges in [mention specific challenges, such as research complexity or data analysis issues]. These have impacted my ability to meet the original submission deadline of [Original Deadline].

I am committed to maintaining the quality of my work and therefore request an extension until [New Proposed Deadline]. This will provide me with the necessary time to complete my thesis to the standard it requires.

I appreciate your understanding and support in granting this extension.

Sample 12: Request for Extension on Rental Agreement

Dear [Landlord’s/Property Manager’s Name],

I am currently finalizing my arrangements to move out of the property at [Property Address] but have encountered some delays with securing my new accommodation. As a result, I am unable to vacate the property by the lease end date of [Original Deadline].

To avoid any inconvenience, I respectfully request an extension of the rental agreement until [New Proposed Deadline]. This will provide me with the necessary time to complete my moving arrangements.

Thank you for your understanding and flexibility during this transitional period.

Sample 13: Request for Extension on Credit Card Payment

Dear [Credit Card Company’s Name],

Due to unforeseen financial difficulties, specifically [briefly explain your situation, e.g., unexpected expenses or reduced income], I am finding it challenging to meet the payment deadline for my credit card bill due on [Original Deadline].

I am fully committed to fulfilling my financial obligations and request a payment extension until [New Proposed Deadline]. This additional time will allow me to manage my finances and make the necessary payment.

Your consideration and assistance in this matter are greatly appreciated.

Sample 14: Request for Extension on Job Offer Acceptance

Dear [Employer’s/Hiring Manager’s Name],

I am grateful for the job offer for the position of [Job Title] at [Company’s Name]. However, I need additional time to make an informed decision due to [mention reasons, such as considering multiple offers or personal circumstances].

Therefore, I respectfully request an extension for the acceptance deadline, which is currently [Original Deadline], until [New Proposed Deadline]. This time will enable me to thoroughly evaluate my options and provide you with a definitive answer.

Thank you for your understanding and patience in this matter.

Kindest regards, [Your Name]

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If you have submitted your thesis for examination via UQ eSpace please read this document for information on how your examination will progress.

• iThenticate similarity report
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• After your thesis is submitted

1. Overview

Uploading your thesis for examination is a 2-step process:

• iThenticate Similarity Report: Generate and share your iThenticate similarity report with your principal advisor.
• UQRDM Upload : Upload files separately: Thesis + Abstract + iThenticate report + COVID impact statement (DOCX, 28.7 KB) (if applicable). Note: name your files based on the content type (thesis, abstract, etc.).

Should you require assistance, please contact the Graduate School .

You can find instructions on how to track the examination via the HTE request on our systems training hub guide . 

If you feel you are not ready to submit, read our Thesis Submission Date and Scholarship Extension information.

• 1. Thesis preparation
• 3. Thesis examination
• 4. Award of degree
• Thesis submission date and scholarship extension

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Final Theses

Registration of thesis.

To register for theses, please contact your  examination team by email.

• You will receive the registration form from your exam team on request.
• You send the completed  form from your TU e-mail account to your examination team.
• Your exam team will check the prerequisite, fill out their part of the form and send it to the first examiner.
• The first examiner determines the topic, suggests a second examiner, signs the form and forwards it to the examination board.
• The examination board sends its decision to the examination team.
• You will then receive information about the specified topic and the submission deadline by email to your TUB account or by post. The submission deadline is determined based on the regulations of your StuPO.

Academic Adjustment

Requests for academic adjustments in the context of final examinations (e.g. extension of the processing period) should already be submitted when the application for topic issuance is made. The compensation for Academic Adjustments does not belong to the reasons according to the StuPO for which an extension of the processing period can take place, i.e. that, for example, a limited illness during the processing period can additionally extend this period.

Thesis processing period

The thesis processing period begins the day the examination team assigns you your topic. It ends at a fixed time.

Application to extend processing period

You must submit a request to extend the processing period to your examination team before the standard period ends. No specific form is usually required. But some examination boards provide forms; please check the website of your examination board for more information. If you are requesting an extension due to illness, you must include a sick note (Gelber Schein) from your doctor with your application. A detailed sick note (Attest) is required upon the third request for extension. If you are requesting an extension due to reasons of content, include a statement from your first examiner with the application.

Submission of Final Theses

The submission of theses is usually done by submitting 2 bound printed copies + an electronic version on an enclosed stick or CD (please do not send the electronic version by e-mail) in a sealed envelope addressed to the responsible examination team

•     by mail or
•     in person at the gatekeeper in the main building of the TU Berlin (manned 24/7) or
•     in person during opening hours at the Campus Center or
•     in person by appointment at the responsible examination team.

With the consent of both examiners, the submission can also be made exclusively electronically to the team mailbox of the examination team responsible for your degree program; you are obliged to coordinate the form of submission with the examiners in good time; a written confirmation for the Examination office is not required.

Depending on the type of submission, the following is decisive for timely submission

•     the date of the postmark or
•     the date of the receipt stamp of the porter's lodge or the Campus Center
•     the date of personal delivery to the Examinations Office
•     the date of receipt of the e-mail in the Examinations Office.

For electronic submissions, email the paper in PDF format to your designated exams team or deposit it in the cloud and send us the link. Please also attach a photo or scan of your entry form.

• The thesis file should be named as follows: Thesis_YourMatriculation_Number.pdf.
• Matriculation number:
• Degree and program of study:
• Name and email address First examiner*:
• Name and e-mail address Second examiner*:
• Title of the submitted work:
• Declaration that the thesis contains a declaration of independence according to § 60 Abs. 8 AllgStuPO.
• If the thesis is written in a foreign language that is not the language of examination according to the study and examination regulations: Declaration that the thesis contains a German summary. Please refer to the instructions on our website and, if applicable, to your StuPO for the instructions that are necessary.

If the submission deadline ends on a Sunday or public holiday, a postmark on the following business day is considered to be on time for postal delivery; for personal delivery of printed versions, the deadline is considered to be on the following business day.

Please note that you must register your thesis before you begin any substantive work. Final papers will generally not be accepted by your exam team until half of the completion time specified in the degree program's regulations has passed.

Early submission of the thesis

You would like to submit your thesis to your examination team before half of the processing time has elapsed? If so, you must also submit a statement from the first examiner, confirmed by the examination board, justifying an early submission. This statement will be attached to your examination file. If this statement or the confirmation of the examination board is missing, your examination team will inform the examination board and ask you to submit the corresponding statement later. This also applies should you hand in your thesis by mail or to the gatekeeper before half of the processing time has elapsed, e.g. due to closing times of your examination team.

Submission deadline in the semester of leave

The deadline for submitting your thesis falls in your semester of leave and you cannot submit it on time? Then you must apply for an extension of the deadline.

(I)STROD (International) Student Thesis and Research Opportunities Database

(I)STROD - (International) Student Thesis and Research Opportunities Database

(I)STROD is TU Berlin’s database for thesis topics. Students can use (I)STROD to search and apply directly for thesis and research topics. TU Staff can publish and manage their topics using the tool.

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Submission, Examination and Completion

Submission, examination and completion.

Thesis Submission Deadline

Submitting your thesis is the final act before examination. Your thesis must be submitted before the end of your period of study and will show on MyPGR as your “expected completion date”. There is no minimum period of study (except for the DEdPsy, DClinPsy, DClinRes, DClinPrac, DClinPrac (Res)). Funded students are encouraged to submit their thesis by the end of their funding period, which may be earlier than the maximum period of study. Maximum periods of study for all programmes are specified in the periods of study scheme in the ' Statement of Procedures: Periods of Registration and Changes to Registration Status for Graduate Research Students '.

Nomination of Examiners

Before a postgraduate researcher submits their thesis for examination, examiners must be appointed. In the UK system there are normally two examiners, one from within your own University (the internal examiner) and one from outside (the external examiner). In some cases more than two examiners. It is your supervisor’s responsibility to nominate suitable examiners and (if appropriate) a Non Examining Independent Chair (NEIC). Your supervisors may discuss examiners with you. Examiner(s) should be nominated at least three months before the expected submission date . Your supervisors, or anyone previously involved in the supervision of your research, cannot act as examiners, although they may be present during the viva as a non-speaking observer.  The internal should be someone in or close to your field of study but are not required to be in the same department. The external examiner must be an expert in the same research field.  Once examiners have been appointed and the thesis submitted neither you nor your supervisors should have direct contact with the examiners, except to arrange the formalities of examination. It is the responsibility of the internal examiner to arrange, with the external, the NEIC if applicable and the student, the examination of the thesis.  The examiners will read the thesis, provide preliminary reports on it, and then meet the student for an oral examination (‘viva voce’ or ‘viva’) if applicable.

The contacting of external examiners by students regarding any aspect of their programmes of study is prohibited and will be treated as an offence under the University's Disciplinary Procedures. External examiners are requested to inform the PGR Admin Office should such an occurrence take place.

For more information please see the University's Code of Good Practice: Boards of Examiners for Degrees by Research.

Presentation of Thesis

PGR theses/dissertations are submitted in electronic format as a PDF file. Supporting material such as datasets, visual or audio material, if applicable, may be submitted as supplementary files in any standard file format. You do not need to plan for a hard copy of the thesis to be printed, as we no longer accept hard copy thesis submission.

Please ensure that your electronic thesis conforms to the formatting requirements outlined in the Presentation of theses/dissertations for degrees in the Faculty of Graduate Research: statement of procedures .

For students on ' by Practice' research degrees in the Faculty of Humanities, Arts and Social Sciences , please read the supplementary information about ' by Practice' thesis requirements , available here .

Your thesis may be printed and sent to your examiners by the PGR Administration Office as a hard copy document if requested by an examiner. We may print a standard A4 copy for an examiner upon request so please indicate any printing requirements (i.e. colour pages) in your  Submission Form

If you wish to have a hard copy of your thesis, you will need to make your own arrangements for printing it. Print Services may be able to do this for you.

If you are considering submitting your thesis in an alternative or non-traditional format, you should refer to the PGR Alternative Thesis Guidance and FAQs . 

Students will be required to complete the Change Format of Thesis form, which should be returned to the PGR Support Team by the following deadline:

• Doctorate programmes: 24 months after your programme start date.
• Research Maters (MPhil, MbyRes): 12 months after your programme start date.

For HASS programmes, additional information is available in the HASS  Faculty PGR Handbook . 

Submission of thesis

Please note: the following submission process applies to all PGR students across our Exeter and Cornwall Campuses, and all enquiries should be sent to [email protected] .

When you are ready to submit your thesis:

• Please email a completed ‌ Submission Form  to [email protected] .  Where signatures are required in Parts A and B please include either scanned signatures or provide accompanying emails from the relevant signatories to be accepted in lieu of a scanned signature.  Please advise if your thesis will comprise multiple files.
• You will receive an email from the PGR Administration Office acknowledging receipt of your submission form. A submission folder will then be created in your name, and you will receive an explanatory email containing a link to the folder where you can submit an electronic copy of your thesis and any supplementary files. You will not be able to submit your thesis until you receive this link.
• When you receive the email containing the link to your submission folder, please upload your full thesis in PDF format (where possible) to the Submission Portal.  Please also upload any supplementary files.
• The PGR Administration Office will check your submission and contact you if there are any problems with your submitted document(s).  Please note that we will check whether the files open and are legible. Your submission will not be checked for completeness or proof-reading.
• Once your electronic thesis has been checked and accepted for examination your submission folder will be locked and you will be notified by email.
• If your Board of Examiners has already been appointed, your thesis will be sent to your examiners immediately and your Internal Examiner will contact you in the following weeks to discuss the arrangements for your viva voce exam.
• If your examiners have not yet been appointed, or your External Examiner has been asked to sign a confidentiality agreement prior to receiving your thesis, there may be a delay between the submission of your thesis and the date it is sent to your examiners for examination.  You will be informed if this is the case.

We would like to make you aware of the normal timelines that apply for the examination process as they may impact on your post-study plans .  Unfortunately, we cannot guarantee any changes to accommodate your needs .  Once you have submitted your thesis for examination we aim to send it to the board of examiners within seven days .  On receipt, they start scheduling a viva which can take place anytime within the next three months. After the viva takes place, the board has three weeks to return the viva report and it may take an extra week to obtain Dean’s approval. For amendments, please refer to 12 - Handbook for Examination of Postgraduate Research programmes - Teaching Quality Assurance Manual - University of Exeter and note that, upon receiving your amendments, examiners will be permitted up to 6 weeks for minor amendments or 8 weeks for major amendments to return a decision.  

If you are an MbyRes or MPhil student the above will only apply if a viva has been deemed necessary which is not the case in all instances.  

Resubmission of a Thesis

If you are re-submitting your thesis for a second examination, please follow the submission process above.  You will also need to pay a resubmission fee via the student finance team via the Make a Payment webpage . Please note that SID is not able to take payments by phone or in person- please use the make a payment webpage. Details of the amount to be paid will be confirmed separately after your first examination.

Please note, this does not include submissions for minor or major amendments or for outstanding amendments, none of which constitute a ‘resubmission’ and for which there is no fee to pay. Submission information for these categories will be sent to you with your list of amendments.

Submitting Minor or Major Amendments (not including Resubmission of thesis)

• Notify the PGR Administration Office at [email protected] that your amended thesis is ready for submission.
• You will receive an email from the PGR Administration Office acknowledging your message.   A submission folder will then be created in your name, and you will receive an explanatory email containing a link to the folder where you can submit an electronic copy of your thesis and any supplementary files. You will not be able to upload your thesis until you receive this link.
• When you receive the email containing the link to your submission folder, please upload your full thesis in PDF format to the Submission Portal.  Please also upload any supplementary files.
• The PGR Administration Office will check your submission and contact you if there are any problems with your submitted document(s).  Please note, that we will check whether the file opens and is legible. Your submission will not be checked for completeness or proof-reading.
• Once your electronic thesis has been checked and accepted for approval by your examiner(s) your submission folder will be locked and you will be notified by email.
• Your amended thesis will be sent to your examiners for review.

Examination (Adjustments, Alternative Assessments and viva requirements)

Examination 

It is important that you prepare for the viva. You are recommended to visit the University’s Researcher Development Online service, which has an e-learning course on ‘Preparing for your Viva’, and Researcher Development also has a ‘Preparing for your Viva’ session.

Please refer to the TQA Chapter 12 - Handbook for Examination of Postgraduate Research programmes and in particular, “section 7: The examination” for the detail about the examination policies. Below is some guidance for staff and students about the arrangements for the examination.

The University calendar also confirms the assessment requirements and further details about the examination.

We offer flexibility in the format for viva voce examinations:

• Virtual viva: where every attendee uses an online platform to attend the viva – no two attendees are in the same room
• Blended viva: where at least one attendee joins by video link, but two or more attendees are in the same room
• In-person viva: where all attendees are in the same room and there are no remote attendees

Whilst we will do our best to accommodate your preferences, there may be circumstances where one or more attendee must participate remotely. It is expected that decisions about attendance at the viva will be made in the contact of the University’s Sustainability Policy  and with particular regard to prioritising low-carbon solutions such as video link as opposed to travelling to campus.

To agree that an examination may proceed with a virtual or blended viva, your Faculty DPGR needs to:

• make sure that it is feasible for all participants to proceed in the proposed format, which includes appropriate communications technology access, which must be satisfactorily tested in advance, to minimise the likelihood of any disruptions to communications in the viva;
• If you have an ILP: make sure that any adjustments to the viva required can still be made.

We're aware that circumstances can change even if appropriate arrangements are in place for your viva to proceed, please do get in touch with your PGR support team if you have concerns that this will no longer be feasible for you (please mark your email as urgent if your viva is due to take place within two weeks of making contact).

Read about the experiences of some of our past students who have completed their viva through the Doctoral College Blog :

• Preparing For Your Viva – Our Top Tips
• Viva Survivor: a drama in four acts
• Preparing for your online viva, by Hannah Littler .

Reasonable Adjustments

The University is committed to the provision of individual reasonable adjustments to academic study and assessment to ensure that barriers to learning are removed, so that students do not face discrimination arising from disability. Reasonable Adjustments may be required to formal assessments (including upgrade and thesis/dissertation examination by Viva Voce and the assessment of other taught modules of the Professional Doctorates), supervisory meetings, data collection etc in order help students to overcome barriers to learning.

Students with a disability or long-term health condition are encouraged to discuss their needs and requests for reasonable adjustments to learning or examination with the AccessAbility Team (Exeter campuses) or the Accessibility Team (Cornwall campuses) prior to their examination/assessment being scheduled. The AccessAbility/Accessibility team will create or update your Individual Learning Plan which will recommend adjustments. There are a range of adjustments which can be accommodated in the examination/assessment process depending on the needs of the student. In rare circumstances, some adjustments cannot be implemented and if this is the case, we will work with yourselves and Disability services to come up with an alternative. 

Please refer to the TQA, Inclusive Practice within Academic Study for further details.

When is a Viva Required?  

The University does not necessarily require MbyRes and MPhil students to undergo a viva. A viva examination is necessary in one of the following cases:

• a viva examination is judged to be necessary by one or more of the examiners
• there is substantial disagreement between the examiners
• the examiners are inclined to make a recommendation other than award of the degree for which the work was submitted (in such circumstances, the examiners may still require the satisfactory completion of minor amendments appropriate to the award in questions.)
• the student is keen to have a viva examination.

The examination of PhD thesis requires a viva in all instances.

Please bear in mind that there will be a period of time elapsing between submission of your thesis and the examination, as the examiners need to read it and write their preliminary reports. The examiners also need to write their recommendations after your viva regarding amendments. In addition, you may need to spend some time making these amendments, which will have to be approved by the examiner(s).  All this takes time, which is why it is very important to try to submit your thesis prior to your viva as soon as possible, if this is academically appropriate.

Outcomes of Examination

On the basis of reading your thesis and the oral examination, the examiners will produce a joint report with a recommended outcome. At the first examination of an MbyRes, MPhil and PhD the recommendation will be:

• the degree may be awarded,
• the award of the degree should be subject to minor amendments (such as corrections of typographical, spelling and grammatical errors and /or limited revisions of material in the thesis). Minor amendments should be made within 12 weeks of receipt of the examiners’ instructions regarding what changes are required.
• the award of the degree should be subject to major amendments , where more extensive revisions than that implied by a decision of minor amendments need to be made, but which will not normally require any significant extension of the original research to be undertaken. Major amendments need to be completed within 6 months of receipt of the examiners’ instructions regarding what changes are required.
• Resubmission of thesis. This is where more substantial work is required for the thesis to meet the requirements for the award in question, and students will be given 18 months to complete amendments suggested by the Board of Examiners. At the end of the resubmission period, the student may be asked to attend a second viva.

Following resubmission, there are other possible outcomes of the examination. For full details and regulations, see the Code of Good Practice: Boards of Examiners for Degrees by Research

Completion, Award and Graduation

After the examination and any required amendments have been approved, the examiners will recommend that the relevant research degree should be awarded. Once this has been confirmed by the University’s Senate the research degree can be said to be completed.

Open Research Exeter (ORE)

Once you have been recommended for award by your board of examiners you will need to submit your final thesis to Open Research Exeter (ORE) before your award can be formally approved.

Once you have received email confirmation that you have successfully deposited your thesis into ORE, the final stage in the award process is the formal approval of your award by the University Executive Board (UEB).

UEB Award Lists for research students are prepared and signed by the Vice Chancellor every Monday throughout the year. Where the Monday is a Bank Holiday this will be done on the Tuesday. No UEB will be held during the University Closure period at Christmas.

You will be sent an email by the Postgraduate Administration Office once your award has been formally approved.

International Students - Research students holding a valid Student or Tier 4 visa, who have completed a degree at a UK Higher Education Provider, are able to apply for a Graduate visa that allows them to remain in the UK and work, or look for work, for 3 years after they have completed a PhD.

For full details of the Graduate route including when to apply visit Graduate Route | International Student Support | University of Exeter

Your graduation day is a special occasion to celebrate your academic achievements at the University of Exeter.

The University will have a summer graduation, normally in July, in both Exeter and Cornwall, and a winter graduation, normally in December, in Exeter only.

Should your award date have already passed, or be in the run-up to the graduation dates, you will be invited to register for the day via your Exeter and personal email addresses. It is important that you ensure you are eligible to graduate by having you award formally approved by the Vice Chancellor's Executive Group (VCEG) approximately one month before the date of the graduation, and any outstanding academic-related debt cleared approximately 2 weeks before the date of the graduation. Should either of requirements not be completed you will need to wait until the next graduation date.

For more information about Graduation Ceremonies and to register to attend please visit the Graduation website .

Degree certificate

You can choose whether to receive your degree certificate at a Graduation Ceremony or in absentia which means that your certificate will be posted to your home address. It is important to note that your certificate can only be issued after the official date of award, and once you have received email confirmation from the Postgraduate Research Office.

Your certificate will display your full name, and the full details of your degree.

For information about the Graduation Ceremonies and to register to attend please visit the Graduation website .  

STEM OPT 24-Month Extension

STEM OPT is a 24-month extension of OPT for those students with a degree in a designated science, technology, engineering or math-related discipline. Students can only apply for STEM OPT if they are currently within a valid OPT post-completion period.

A student must be considered ‘in status’ under the F-1 visa and also have a job or a job offer from an employer who is participating in E-Verify. If the company is not in E-Verify, you cannot apply for the STEM extension with that company.

If you are in a period of post-completion OPT and engaged in a STEM-eligible Master’s or Ph.D. program, completed all required coursework, and have only a thesis or dissertation to complete you would still be able to apply.

Eligibility

• Currently on an approved 12 Month post completion OPT in F-1 Status
• Completed a STEM eligible degree program and have a STEM Eligible CIP code . Majors only, minors do not count.
• You are physically within the U.S. at the time of your submission to USCIS.
• 90 days of unemployment were not exceeded during your 12 month OPT.
• All start and end dates for any employment completed during your OPT have been reported in SEVIS
• You have employment in your field of study and are being compensated for the work you do.
• Your employer is enrolled in the E-verified system and you will remain working 21 hours or more per week.
• Together with your employer you have completed the form I-983 form

Things to Know

• STEM OPT is an extension of your previously authorized OPT under F-1 status. It is not a different type of visa
• Any employment under STEM must meet the STEM requirements throughout the 24-month extension.
• Self employment, freelancing, contracting, side jobs, volunteer work, etc. would not be permitted.
• The earliest you can apply with USCIS for a STEM extension is 90 days before the end date of your OPT (listed on your EAD card). Within this 90 days period your OPT STEM application must be received by USCIS.
• If your application is received by USCIS any time after the end date of your OPT, as listed on your EAD card, your application will be denied.
• You will need submit the STEM OPT extension request first to receive the “STEM OPT recommendation I-20”
• The USCIS application for STEM OPT is $410 USD
• Similar to OPT, the application will take on average 90 to100 days to be adjudicated  by USCIS. However, while waiting for your STEM OPT approval you can work at your company for up to 180 days after your OPT EAD card end date.
• You will need to have a professionally taken 2×2 passport style photo in JPEG format.This picture needs to be different from the one you previously used when applying for OPT. This new passport picture will be placed on your new STEM OPT extension EAD card.
• The biggest difference between applying for the STEM OPT Extension as opposed to normal OPT is the additional needed document known as the I-983 Training Plan . You and your employer will need to coordinate and work together to fully complete this form.

For our office to review eligibility and to generate the STEM OPT recommendation I-20 you will need to submit the STEM OPT request here . Once your request is reviewed for total completion, ISS will reach out to you via email with your STEM OPT recommendation I-20 attached. This I-20 will need to be printed and signed by you before submitting in your application.

The STEM OPT application is very similar to that of the normal OPT application that would have been previously filled out with the assistance of our office. While employed on OPT students likely work at varying times & locations around the country and have gained a massive amount of experience. To this point, as a working professional, it is considered the F-1 visa holders’ responsibility to submit the STEM OPT application on their own with USCIS in a timely manner. However, for assistance students can follow this guide here by USCIS, for when you do file your application.

Unlike OPT, you will be able to continue to work at your company while waiting for your STEM application to be approved by USCIS for up to 180 days after your current EAD cards end date. Although knowing this reduces urgency, we still recommend that upon receiving the STEM OPT recommendation I-20 from our office, students still look to apply with USCIS as soon as they are eligible to do so. Also, important to note, the recommendation on the STEM OPT recommendation I-20 will become invalid after 60 days of being issued. At that point, a new recommendation must be placed on an I-20 and submitted before the end date of the original OPT listed on the EAD card.

To begin the application students will need to visit their “ myuscis ” account and look to file a new online I-765 form. 

Once the STEM OPT application is submitted to USCIS, the average waiting time for approval is 90 – 100 days. If approved, you will receive communication from USCIS of your approval and have physically mailed to you an updated EAD card. You should receive this card within 2 – 4 weeks. It is vital that you immediately send a copy/picture of this card to our office for our review. We will need to ensure that the start and end date provided on your EAD card accurately reflect what is listed in your SEVIS record. Once confirmed we will generate for you a new STEM OPT approved I-20, showing the employment and will also include a new travel endorsement signature valid for 6 months at a time.

After STEM OPT approval by USCIS

If there are any changes with your employer such as a change of employment, a new employer, salary decrease, employer address change, or if you are adding another employer, you will need to complete and submit a new Form I-983 to our office in order to receive a new I-20 with the updated information.

On the STEM extension you are permitted a maximum of 150 days of unemployment cumulative with any days previously used while on OPT. Surpassing the 150 days of unemployment is a violation of your F-1 status.

As an F-1 student on the OPT STEM extension you have 2 additional responsibilities to abide by during this employment period:

• You will do this by contacting [email protected] . If everything’s the same, we can verify this for you in SEVIS. If there is a change, we will need to make adjustments in your record.
• At your 12 month and 24-month periods on your STEM extension, you are required to also submit your I-983 self- evaluation form signed either in ink or electronically by you and your employer.