oxford research thesis digital submission

Research examinations

Before the Examination
Writing and Submitting your Thesis
The Viva Examination
Outcomes and Referrals
Deposit and Consultation of Thesis

The information provided below provides a summary of key regulations applicable to all examinations. It is your responsibility to read and adhere to the Examination Regulations .

The procedures for the submission and examination of theses are detailed in the Examination Regulations , as well as the Notes of Guidance for the Examination of Research Degrees (GSO.20a) .

When to submit a thesis

Students must have the appropriate student status before they are permitted to submit a copy of their thesis: if you are a student for the MSc by Research, MLitt, or MPhil, this means having completed your transfer of status; if you are a student for the DPhil, this means having passed both your transfer and confirmation of status.

You can find the details of your final submission deadline on Student Self Service, at ‘My Student Record’ > ‘Academic Information’. This maximum submission date is different to the expected completion date found on your University Card and Enrolment Certificate, and is the date by which you must have submitted the examination copy of your thesis. If you will not be in a position to submit your thesis by this date you will need to consider submitting an application for an extension.

Appointment of examiners

You should liaise with your supervisor regarding the selection of your proposed examiners. It is usual for supervisors to informally invite the proposed examiners, and confirm their willingness to act, before the submission of the Appointment of Examiners form.

Once you have decided on an appropriate internal and external examiners with your supervisor, you should complete the Application for Appointment of Examiners (GSO.3) form in Student Self Service, and read the accompanying Notes of Guidance. Once you have completed and submitted your section, the application will be sent to your supervisor who will propose examiner names to the relevant board, together with details of any special considerations which either yourself or the supervisor wishes to make known about potential examiners.

If you wish to request an early viva , you will be given the opportunity to do so in the GSO.3 form. This cannot be used to request that a viva happens ‘as soon as possible’, but only where there is a specific date by which the viva must have taken place. If the faculty board accepts your request, your examiners will be invited on the basis that they conduct before a date you specify. You should bear in mind when specifying this date that you should allow your examiners at least four weeks to examine your thesis before the date of the viva, and the submission dates of your application form and thesis should reflect this.

It is strongly recommended that you submit your section of the GSO.3 form four to six weeks prior to submitting your thesis, since the names of your examiners have to be approved and their acceptance received before your thesis can be provided to them. If you submit your form and thesis together, your thesis will not be provided to the examiners until these preliminaries have been completed.

Detailed guidance on all sections of the Appointment of Examiners form can be found in the GSO.20a .

Maximum number of terms’ extension permitted

The maximum number of terms’ extension permitted for DPhil students is six terms. Applications for extensions within this limit should be made via Student Self Service . Applications for extensions which would take you beyond six terms of extension will not be granted without both the full support of your supervisor(s), college and department/faculty, and in addition, special dispensation from the Examination Regulations agreed by the University Education Committee. Such applications should be made through your Graduate Studies Assistant .

The maximum number of terms’ extension permitted for Master of Letters and Master of Science by research students is three terms.

Submission of examiners’ copies of your thesis

The examination copies of all research degrees must be digitally submitted via the Research Theses Digital Submission (RTDS) portal before 11:59pm on the student’s maximum submission date. Submissions made via any other method will not be accepted. Full guidance on the functionality and instructions on how to submit your thesis using RTDS can be found in the Quick Reference Guide for Students .

You may submit the digital examiners’ copy of your thesis at the same time as applying for the appointment of examiners, but note that your examiners will not be sent a link to download the thesis, until your Appointment of Examiners form has been approved and your examiners have formally confirmed their appointment to the Research Degree Team at the Examination Schools.

Presentation of theses and abstracts - style and format

Information on special regulations for specific subject areas and divisional and faculty boards can be found in the relevant Examination Regulations ; you should check the specific requirements for your course of study in the relevant regulations. A set of general advice on the format of the thesis can also be found in the General Regulations Governing Research Degrees, and is replicated in the GSO.20a .

Plagiarism is presenting someone else’s work or ideas as your own, with or without their consent, by incorporating it into your work without full acknowledgement. All published and unpublished material, whether in manuscript, printed or electronic form, is covered under this definition. Plagiarism may be intentional or reckless, or unintentional. Under the regulations for examinations, intentional or reckless plagiarism is a disciplinary offence (sections 4 and 5).

There are different types of plagiarism and you should familiarise yourself with each of them. You may benefit from taking an online course which has been developed to provide a useful overview of the issues surrounding plagiarism and practical ways to avoid it.

If plagiarism is suspected in your thesis, the matter will be referred to the relevant Director of Graduate Studies (DGS). They will thoroughly investigate the claim and may call you for interview. As part of the investigation, text-matching software such as iThenticate or TurnItIn may be used to scan the thesis but the thesis will not be saved to any text-matching software databases. If at this point there is no evidence of a breach of the regulations, no further disciplinary action will be taken although you still may be required to make changes to your thesis. However, if it is concluded that a breach of the regulations may have occurred, the DGS will refer the matter to the Proctors.

Extenuating circumstances

If you have a disability that may affect your thesis, this needs to be considered at the time that you are writing your thesis. There are a number of measures that can be put in place to support you whilst writing your thesis and these can be discussed with the Disability Advisory Service and your department/college disability advisors. These measures could include extensions of time for milestones, assistive technology, use of a proof reader etc.

By the time you submit your thesis no further consideration of the disability for the written work is appropriate, as you will have been given sufficient support so that your thesis can be examined under the same academic criteria as those theses submitted by students without a disability.

The oral examination or viva

It is the responsibility of the internal examiner to make all the arrangements for the viva examination. Your internal examiner should normally contact you to arrange a date for your viva within a month of receiving your thesis. If you have not heard from your examiner within a month of your thesis being sent, please contact the Research Degrees Team, who will contact your examiners. You must not contact your examiners yourself, except when you have to agree a date for the viva.

If you wish to ask for an early viva (one to two months following submission), the application setting out the reasons for your request must be made using the ‘request for time specific viva’ section of the GSO.3 (Appointment of Examiners) form. You may not request an early viva to take place within a month of submitting your thesis.

Your thesis will only be available to the examiners once both the completed GSO.3 form and their formal acceptance to act as an examiner have been received. Delays often occur by the GSO.3 not arriving promptly with the Research Degrees Team or a failure to elicit a response from the examiners to their invitation.

The regulations stipulate that examiners must have the thesis a minimum of four weeks before the date of the viva. In exceptional circumstances the board may permit a viva to be held earlier but this is not guaranteed. Please contact your Graduate Studies Assistant if you wish to enquire about this.

You must present for a viva in academic dress; sub fusc and a gown. The gown should be that of your present status (i.e. Student for the Degree of Doctor of Philosophy), the gown and hood of the degree held from your own university, or, if you are a University of Oxford graduate, the gown and hood of your University of Oxford degree. Special dispensation may be granted in certain circumstances, for example, health reasons, religious orders and members of the armed services. Please contact the Research Degrees Team for further information on how to apply.

Please do not forget to take a copy of your thesis with you to the viva.

Remote vivas

With the permission of the relevant board (given through the Director of Graduate Studies), vivas may be held with any or all of the candidate and examiners attending remotely via video call. A potential reason for this may be that an examiner or the candidate are based outside the UK, and would be travelling to the UK for the sole purpose of attending the viva. All parties must agree to the viva being held in this format, and further guidance can be found in Annex D of the Policy and Guidance on Research Degrees . Where permission is given for a viva to be held remotely, there is no requirement for the candidate or internal examiner to attend in academic dress.

Viva adjustments

If you wish to make the examiners aware of any illness, disability, or personal circumstance which may affect your performance in the viva, you can make an application for Adjustments to Assessment Arrangements using form GSO.19 , outlining the requested adjustments and reasons. Adjustments can be requested at any point from offer of a place to submission, at the point of applying for Transfer of Status, at the point of applying for Confirmation of Status or at the point of applying for final viva/appointment of examiners. The form and related guidance can be found here . Please contact your GSA or departmental graduate administrator if you require more information.

Minor corrections

Your examiners may recommend that you complete minor corrections before they recommend award of the degree. Your examiners will provide you with a list of the required corrections. If you have not received the list of corrections within two weeks of the viva, then you should contact the Graduate Studies Assistant for your subject area.

The University expects that these minor corrections will be completed to the satisfaction of your internal examiner within one month of being issued. If, for exceptional reasons, additional time is needed you may apply for an additional one month by submitting a copy of form GSO.18 . Extension of Time for Completion of Minor or Major Corrections. If you fail to complete your corrections within the time allowed your name will be removed from the Graduate Register and a reinstatement application will be required.

Major corrections and referral

A ‘major corrections’ option for DPhil examination outcomes give the examiners of research degrees an outcome option midway between minor corrections and referral. Corrections must be made and submitted within six months of the letter confirming the major corrections, although Examination Boards may grant an extension of up to three months on receipt of a GSO.18 form. Where a candidate is required to revise and re-submit their thesis, the revised thesis and, where required, a report indicating the specific changes made must also be submitted via the Research Thesis Digital Submission (RTDS) application. It is not permitted for a thesis to be submitted directly to the examiners .

Candidates whose thesis is referred will be required to provide at resubmission a separate report indicating the specific changes made to the revised thesis. For students in the Humanities, Medical Sciences and Social Sciences Divisions and the Department for Continuing Education, the word limit for the accompanying report is 1000 words; for students in the Mathematical, Physical and Life Sciences Division, the word limit is 2000 words. The report will act as a guide to how the candidate has addressed examiners’ comments, and will direct examiners to the appropriate sections.

Correction timelines

The outcome types, time limits for changes and report lengths for each of the research degrees are summarised in the tables below.

Doctor of Philosophy

Master of Letters/Master of Science by Research

In all cases, the time limit applies from the date you receive the list of corrections/revisions required.

Examiners do not have the option of recommending an outcome of outright fail on the first attempt for MLitt/MSc(Res) examinations. Students not passing the examination at the first attempt will be entitled to a second attempt.

Re-submitting a thesis

If you are re-submitting your thesis, you are required to pay the re-submission fee (the current fee amounts can be found here ) when you apply for the appointment of examiners. This fee does not apply to students submitting their thesis for the Review of Major Corrections. The re-submission fee should be paid via the Research Degrees section of the University's online shop ; this will need to be received before the Research Degrees Team is able to officially log your submission and send your thesis to your examiners.

The revised thesis, and the required report indicating the specific changes made, must be submitted via the Research Thesis Digital Submission (RTDS) application. For students in the Humanities, Medical Sciences and Social Sciences Divisions and the Department for Continuing Education, the word limit for the accompanying report is 1000 words; for students in the Mathematical, Physical and Life Sciences Division, the word limit is 2000 words. The report will act as a guide to how the candidate has addressed examiners’ comments, and will direct examiners to the appropriate sections.

A fresh Appointment of Examiners form is also required for any resubmission. The report on the first examination will automatically be sent to the examiners of the re-submitted thesis. This is to ensure that the examiners are aware of the background to the revisions that you have made. If you wish to make a case for this not to happen, permission must be sought from the Proctors. You will need to apply in writing via your Graduate Studies Assistant , stating your reasons, before or at the same time as re-applying for the appointment of examiners.

Deposit of a Library Copy of the Thesis

Students granted leave to supplicate will no longer need to submit a hardbound copy of their thesis to the Examination Schools in order to graduate. This includes any students granted leave to supplicate in previous academic years who have not yet submitted a hard copy of their thesis.

All candidates for the degrees of DPhil, MLitt, MSc by Research and DClinPsych must submit an electronic version of their finalised thesis, as approved by the examiners, to the Oxford University Research Archive (ORA) following being granted to leave to supplicate. Students for theses degrees must do so a minimum of five working days prior to their graduation date, and will not be able to attend a degree ceremony (even in absentia) without doing so.

Information regarding this process can be found on the Oxford Research Archive website and will be sent with your result letter. Deposit of a copy with the archive is optional for candidates for the degrees of MPhil, Master of Studies in Legal Research (MSt) or Bachelor of Philosophy (BPhil) in Philosophy.

If submissions remain outstanding, shortly before your degree ceremony you will receive emails reminding you to complete these submissions at least five days in advance of your ceremony. If these submissions are not completed by this time, your name may be removed from the ceremony list.

Dispensation from Consultation of Thesis

Where there are concerns about the thesis being made publicly available online, candidates can apply for dispensation from consultation for part or all of their thesis using form GSO.3c . Information on this process, and on likely reasons for applying, can be found on the Bodleian website .

Candidates who are granted Dispensation from Consultation on the whole thesis, and on a permanent basis, should, in addition to the finalised copy of the thesis submitted to the Oxford Research Archive, submit a finalised hardbound copy of their thesis for deposit in the relevant university library. This applies to students who have already been granted Dispensation from Consultation, and who have not yet had the opportunity to submit a hard copy of their thesis.

Students whose thesis (or part of the thesis) is in a non-standard format which cannot be submitted electronically (e.g. a 3D artwork, or artefact) should also submit a physical copy for deposit.

Physical copies for those students granted Dispensation from Consultation on a permanent basis should be to submitted to the Bodleian at the North Proscholium, in the Bodleian Library, during library opening hours. More information on this process is available on the Bodleian LibGuide .

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Graduate school
Information for postgraduate research students
Submitting your thesis

This section contains essential information and guidance for the preparation and submission of your thesis.

Preparation and Submission of your Thesis

IMPORTANT - When preparing your thesis please ensure that you have taken into account any copyright or sensitive content issues, and dealt with them appropriately.

COVID-19 Additional academic support – Supporting Students to Submission

Additional academic support is available for postgraduate research students impacted by the pandemic. If your research has been disrupted by COVID-19, it will now be possible to have this taken into account in viva examinations.

Tips on planning your thesis

At an early stage you should:

Prepare a detailed work plan for your research in consultation with your supervisor.
Build some flexibility into your plan. It is difficult to give general advice about the allocation of time on theory‑oriented projects, because the nature of these is so variable. In the case of experiment‑based research projects, you should normally allow up to six months to write a DPhil thesis, or three to four months for a corresponding MSc by Research thesis.
Consider attending available skills training courses, for example Thesis and Report Writing .

It is not advisable to leave all the writing to the end, for several reasons:

You will need practice at writing over a period of time in order to develop a good style.
There will inevitably be hold‑ups in experimental work and it is better to use that time to work on part of your thesis, rather than to waste it. If you do some writing earlier the final completion of your thesis will not seem such a daunting task.
Approaching your submission date will become more stressful than necessary.

About your thesis

The best way to find out what is required for a successful thesis in your subject area is to look at some written in recent years. You should obviously look particularly closely at theses written by previous members of your own research group, which are available in the University library.

The formal requirements for obtaining your degree are set out in detail in the ‘ Examination Regulations ’. The standard required for success in the DPhil examination is defined as follows: that the student present a significant and substantial piece of research, of a kind which might reasonably be expected of a capable and diligent student after three or at most four years of full‑time study in the case of a full-time student, or eight years in the case of a part-time student. For the MSc by Research the standard required is that the candidate should have made a worthwhile contribution to knowledge or understanding of the relevant field of learning after a minimum of one year or two years of full-time study.

Statement of Authorship

- Do I need to provide a separate statement of authorship with my thesis?

When you complete your application for appointment of examiners, you will be asked whether the work you are submitting is solely your own work. Where you have completed work in collaboration, or are using work completed by others, as well as making it clear throughout the thesis, you should always provide a separate document with details of which parts of the thesis are not your own work.

Thesis page and word limits

Several departments place a word limit or page limit on theses. Details can be found in the Examination Regulations or GSO.20a Notes of Guidance for Research Examinations .

Permission to exceed the page and word limits

Should you need to exceed your word/page limit you must seek approval from the Director of Graduate Studies in your department. You and your supervisor must submit a letter/email requesting approval, giving reasons why it is necessary to exceed the limit. This must be sent to the MPLS Graduate Office ( [email protected] ).

Proof-reading

It is your responsibility to ensure your thesis has been adequately proof-read before it is submitted. Your supervisor may alert you if they feel further proof-reading is needed, but it is not their job to do the proof-reading for you. You should proof-read your own work, as this is an essential skill in the academic writing process. However, for longer pieces of work it is considered acceptable for students to seek the help of a third party for proof-reading. Such third parties can be professional proof-readers, fellow students, friends or family members (students should bear in mind the terms of any agreements with an outside body or sponsor governing supply of confidential material or the disclosure of research results described in the thesis). Proof-reading assistance may also be provided as a reasonable adjustment for disability. Your thesis may be rejected by the examiners if it has not been adequately proof-read.

See the University’s Policy on the Use of Third Party Proof-readers . The MPLS Division offers training in proof-reading as part of its Scientific Writing training programmes.

Thesis structure for an Integrated Thesis

Subject to approval, students registered on research programmes (DPhil, MSc (Res) and CDTs) in the following departments may submit an integrated thesis rather than a conventional thesis: Biology, Chemistry, Earth Sciences, Engineering Science and Statistics. Where a student is admitted to an interdisciplinary doctoral training programme (CDT/DTP), the regulations for the department that the student is hosted in will therefore determine whether an integrated thesis may be applied for.

An integrated thesis may either be a hybrid of conventional chapters and high-quality scientific papers, or be fully paper-based. Regardless of the format, the content of the thesis should reflect the amount, originality and level of work expected for a conventional thesis. It should not be assumed that the act of publication (in whatever form) means the work is of suitable academic quality and content for inclusion in a thesis, and students should discuss all papers in detail with their supervisor before including. It would be anticipated that the candidate would be a lead contributor, rather than a minor author, on at least some of the papers in order to consider this format. There is no minimum, or maximum, number of papers a candidate is expected/allowed to include as part of such a thesis and it will remain a matter for the examiners to conclude whether the contributions are equivalent to that which would be expected of a standard DPhil.

Any papers utilised must concern a common subject, constitute a continuous theme and conform to the following guidelines:

(i) If a candidate for the Degree of Doctor of Philosophy wishes to be examined through an integrated thesis (in the departments listed above), they should apply for permission to be examined in this way when they apply for confirmation of status, as detailed in the relevant departmental handbook. A candidate for the Degree of Master of Science by Research should normally apply to the DGS for permission to be examined in this way six months before submitting their papers for examination. To revert to being examined by a conventional thesis rather than an integrated thesis, the candidate must inform their department of the change as detailed in the relevant departmental handbook.

(ii) Work can be included regardless of its acceptance status for publication but candidates may be questioned on the publication status of their work by the examiners.

(iii) Any submitted/published papers should relate directly to the candidate’s approved field of study, and should have been written whilst holding the status of PRS or a student for the MSc (by Research), or DPhil.

(iv) The collection of papers must include a separate introduction, a full literature review, discussion and a conclusion, so that the integrated thesis can be read as a single, coherent document.

(v) The candidate must ensure all matters of copyright are addressed before a paper’s inclusion. A pre-print version of any published papers should be included as standard.

(vi) Joint/multi-authored papers are common in science based subjects and thus acceptable if the candidate can both defend the paper in full and provide a written statement of authorship, agreed by all authors, that certifies the extent of the candidate’s own contribution. A standard template is available for this purpose.

Download the Statement of Authorship template as a Word document
View the Statement of Authorship template as a webpage

The length and scope of theses, including word limits for each subject area in the Division are set out in Departmental guidelines.

In all departments, if some part of the thesis is not solely your work or has been carried out in collaboration with one or more persons, you should also submit a clear statement of the extent of your contribution.

Download the guidance for submitting an Integrated Thesis as a Word document
View the guidance for submitting an Integrated Thesis as a webpage

Examiners and Submission Dates

You are strongly advised to apply for the appointment of examiners at least four to six weeks before you submit your thesis.

Appointing examiners for your thesis

Approval of the proposed names of examiners rests with the Director of Graduate Studies. Two examiners are normally appointed. It is usual for one of the examiners to be a senior member of Oxford University (the ‘internal examiner’) and the other to be from another research organisation (the ‘external examiner’). The divisional board will not normally appoint as examiners individuals previously closely associated with the candidate or their work, representatives of any organisation sponsoring the candidate’s research, or former colleagues of a candidate. Your supervisor will make suggestions regarding the names of possible examiners. Before doing so, your supervisor must consult with you, in order to find out if you have any special views on the appointment of particular examiners. Your supervisor is also allowed to consult informally with the potential examiners before making formal suggestions. Such informal consultation is usually desirable, and is intended to determine whether the people concerned are willing in principle to act, and if so, whether they could carry out the examination within a reasonable period of time. (For example, there may be constraints if you have to return to your home country, or take up employment on a specific date).

See information on examiner conflicts of interest , under section 7.3.3 Examiners.

What forms do I need to complete?

You will need to complete the online GSO.3 form. Supervisors complete the section indicating names of the proposed examiners, and they should provide alternatives in case the preferred examiners decline to act. Please remember where you have completed work in collaboration, or are using work completed by others in your thesis, to upload a separate document with your GSO3. form, with details of which parts of the thesis are not your own work.

Timing for appointment of examiners

You are advised to submit your appointment of examiners form in advance of submitting your thesis to avoid delays with your examination process. Ideally you should apply for the appointment of examiners at least 4-6 weeks before you expect to submit your thesis for examination.

There are currently no University regulations requiring examination to take place within a certain time limit after thesis submission. However, your examiners would normally be expected to hold your viva within 3 months. If you need to have your examination sooner than this, you may apply for an early viva , by completing the 'Application for a time specific examination' section on the appointment of examiners form, this section must be endorsed by your supervisor and DGS in addition to their approval in the main body of the form. The request must be made at the time of completing and submitting the appointment of examiners form, it cannot be done after this.

Please bear in mind that the examination date requested must not be earlier than one calendar month after the date on which the thesis has been received by the Research Degrees Team or after the date on which the examiners have formally agreed to act, whichever is the latest. The actual date of the examination will depend primarily on the availability of both examiners. In the Long Vacation, a longer time is normally required. It is therefore essential that you leave sufficient time for your forms to be formally approved, and for your examiners to be formally invited. If sufficient time has not be given this could impact on your early examination request .

If, for any reason, examiners wish to hold a viva within four weeks of receiving their copy of the thesis, permission must be sought from the Director of Graduate Studies. The internal examiner will need to give details of the proposed arrangement and the reasons for the request. Under no circumstances will a viva be permitted to take place within 14 days of receipt of the thesis by the examiners.

Special considerations

Your supervisor is permitted to indicate to the Director of Graduate Studies if there are any special factors which should be taken into account in the conduct of your examination. For example, a scientific paper may have been produced by another researcher which affects the content of your thesis, but which was published too late for you to take into account. The Director of Graduate Studies will also need to be told of any special circumstances you may require or need to inform your examiners of which may affect your performance in an oral examination, or if any part of your work must be regarded as confidential. The Director of Graduate Studies will then forward (via the Graduate Office), any appropriate information that they think should be provided to the examiners. The Graduate Office will also seek approval from the Proctors Office if required.

Change of thesis title

If during your studies you want to change the title or subject of your thesis, you must obtain the approval of the Director of Graduate Studies using the online form GSO.6 . If you are requesting the change at the time of submitting your thesis, you may do this on the application for appointment of examiners form. A change of title is quite straightforward; it is common for students to begin with a very general title, and then to replace it with a more specific one shortly before submitting their thesis. Providing your supervisor certifies that the new title lies within the original topic, approval will be automatic. A change of the subject of your research requires more detailed consideration, because there may be doubt as to whether you can complete the new project within the original time‑scale.

If following your examination your examiners recommend that your thesis title be changed, you will need to complete a change of thesis title form to ensure that your record is updated accordingly.

From MT19 y ou must submit your digital examiners’ copy of your thesis online, via the Research Thesis Digital Submission (RTDS) portal, no later than the last day of the vacation immediately following the term in which your application for the appointment of examiners was made. If you fail to submit by this date your application will be cancelled and you will have to reapply for appointment of examiners when you are ready to submit. Y our thesis should not be submitted until your application for confirmation of status has been approved (this applies to DPhil students only) . For MSc by Research students you should ensure that your transfer of status has been completed .

If you are funded on a research council studentship, you will have a recommended end-date before which your thesis must be submitted. If you do not know this date, please consult your supervisor.

Please note that you must not submit copies of your thesis directly to your examiners as this could result in your examinations being declared void and you could be referred to the University Proctors.