Doctoral College

Submission, examination and completion

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You must submit your thesis before your period of study ends. Your final deadline is shown as your "expected end date" in your MyPGR contact diary section. 

Key points: 

  • No minimum time:   For most programmes, there is no minimum amount of time you must study before you can submit. The exceptions to this rule are the professional doctorates: DEdPsy, DClinPsy, DClinRes, DClinPrac, DClinPrac (Res), DPPClinPrac and DForenPsy. 
  • Funding deadline:  If you receive funding, you are encouraged to submit your thesis by the time your funding ends. This date may be earlier than your final University deadline. 
  • Maximum period of study:  The absolute latest date by which you must submit is set out in the University'sStatement of Procedures: Periods of Registration and Changes to Registration Status for Graduate Research Students

Examiners must be formally appointed before you submit your thesis for examination.

Who are the examiners?

In the UK system, your thesis is normally examined by two people:

  • An  Internal Examiner: a member of academic staff from the University of Exeter.
  • An  External Examiner: an expert in your research field from another university.

In some cases, more than two examiners may be appointed. A  Non-Examining Independent Chair (NEIC)  may also be present to oversee the process.

The nomination process

  • Responsibility:  It is your  supervisor’s responsibility  to nominate suitable examiners. They may discuss potential names with you.
  • Timing:  Examiners should be nominated at least  three months  before your expected thesis submission date.
  • Rules:
    • Your current or former supervisors  cannot  be your examiners.
    • The internal examiner should be familiar with your field, but does not need to be in your department.
    • Once appointed,  you must not have any direct contact with the examiners  about your thesis or programme. Communication should only be for essential arrangements (like scheduling the viva) and is typically managed by the internal examiner.
    • Contacting an external examiner about your work is prohibited  and is a disciplinary offence. External examiners are instructed to report any such contact.

After appointment

The internal examiner is responsible for arranging the examination. The examiners will read your thesis, write preliminary reports, and then conduct the oral examination (viva voce).

For full details, please see Section 4 of the University's Code of Good Practice, Chapter 12 - Handbook for Examination of Postgraduate Research programmes.

Format for submission

You must submit your thesis as a single  PDF file. Any supporting material, such as datasets, images, or audio files, should be submitted as separate supplementary files in standard formats.

Important: The University no longer requires a hardbound copy for submission. You do not need to arrange for a printed version.

Formatting rules and statements

You must follow the University’s formatting rules, which are detailed in the official document:

You must also include the following at the end of your document, before your reference list:

  • Generative AI Statement:  A declaration confirming if and how you used Generative AI tools. Full details are in  Section 5  of the formatting document linked above.

Special cases

  • 'By Practice' Degrees (HASS Faculty):  If you are on a 'by Practice' research degree, you must read the supplementary guidance for specific thesis requirements.
  • Hard copies for examiners:  Although you don't submit a hard copy, an examiner may request one. The PGR Administration Office will print a standard A4 copy in this case. Please note any special printing needs (e.g. colour pages) in your Submission Form.
  • Personal hard copies:  If you would like a personal printed copy of your thesis, you will need to arrange this yourself. The University's Print Services may be able to help.

If you are considering presenting your thesis in a non-traditional format (for example, as a portfolio of creative work, a series of publications, or a digital project), you must follow a specific process.

Key steps:

  1. Consult the guidance:  First, you must read the PGR Alternative Thesis Guidance and FAQs.
  2. Complete the form:  You need to submit a  'Change Format of Thesis'  form to your PGR Support Team for approval.
  3. Meet the deadline:  This form must be submitted by the following deadlines:
    • Doctoral programmes (e.g. PhD): 24 months after your start date.
    • Research Masters programmes (MPhil, MByRes): 12 months after your start date.

Additional Information for HASS Students:

If you are in the Faculty of Humanities, Arts, and Social Sciences (HASS), please also consult the  HASS Faculty PGR Handbook  for further guidance specific to your programmes.

Important: This process applies to all Postgraduate Research students. Direct any enquiries to  pgradmin@exeter.ac.uk.

The submission process: a step-by-step guide

Follow these steps when you are ready to submit your thesis:

  1. Email the Submission Form

    • Send a completed Submission Form  to  pgradmin@exeter.ac.uk.
    • For required signatures, include either scanned copies or forward separate approval emails from the signatories.
    • Let the office know if your thesis will be made up of multiple files.

  2. Wait for your submission link

    • You will receive an email acknowledgement from the PGR Administration Office.
    • They will then create a personal online submission folder for you and send you a link to it.
    • You cannot upload your thesis until you receive this link.

  3. Upload your thesis

    • Once you have the link, upload your full thesis as a PDF file and any supplementary files to the portal.

  4. Document check

    • The office will check that your files open and are legible.
    • Please note: They will not check your work for completeness or proofread it.

  5. Submission accepted

    • Once your files are approved, your submission folder will be locked, and you will receive a confirmation email.
    • If your examiners are already appointed, your thesis will be sent to them immediately. Your Internal Examiner will then contact you within the following weeks to arrange your viva voce exam.

  6. Potential delay after submission:

Please be aware that your thesis will be sent to the examiners immediately  only if  they have already been formally appointed. There may be a delay in two cases:

    1. If your examiners have  not yet been appointed.
    2. If your External Examiner needs to sign a  confidentiality agreement before they can receive your thesis.

If either of these situations applies, you will be notified that there will be a delay. Your thesis will be sent for examination once the appointment process or confidentiality checks are complete.

Examination timelines

Please be aware of these standard timelines, as they may affect your plans after submission. The University cannot expedite this process.

  • Thesis to examiners: We aim to send your thesis to the examiners within  7 days  of acceptance.
  • Viva voce: The viva should be held within  3 months  of the examiners receiving your thesis.
  • Examiners' report: Due within 3 weeks of the viva, plus potentially 1 extra week for Dean's approval.
  • Amendments: After you submit amendments, examiners have:

Note for MByRes and MPhil students: A viva voce is not always required. The above timelines only apply if one has been arranged for you.

Resubmission of a thesis (second examination)

If you are required to submit your thesis for a  second full examination (a 'resubmission'), you must complete two steps:

  1. Follow the standard submission process:  Use the same step-by-step process outlined in the "Submission of your thesis" section above.
  2. Pay the resubmission fee:  You must pay a fee via the University's "Make a Payment" webpage.

Important information about the fee:

  • How to pay:  Payments must be made online. The SID team cannot take payments over the phone or in person.
  • Fee amount:  The exact amount you need to pay will be confirmed to you after the outcome of your first examination.

What is NOT a resubmission?

Submitting  minor or major amendments  after your viva is  not  considered a resubmission.

  • There is no fee  for submitting amendments.
  • Instructions for submitting amendments will be sent to you directly, along with the list of changes you need to make from your examiners.

Submitting minor or major amendments

This process is for submitting your thesis after making the changes requested by your examiners following your viva. This is  not  a resubmission, and there is  no fee.

Step-by-step guide:

  1. Notify the PGR Admin Office

  2. Wait for your submission link

    • You will receive an acknowledgement email.
    • The office will then create a personal submission folder for you and send you a link to it.
    • You cannot upload your files until you receive this link.

  3. Upload your amended thesis

    • Use the link to upload your full, amended thesis as a PDF file, along with any supplementary files.

  4. Document check

    • The office will check that the files open and are legible.
    • Please note: They will not check the content for completeness or for proofreading errors.

  5. Submission accepted and sent for review

    • Once the files are approved, your folder will be locked, and you will receive a confirmation email.
    • Your amended thesis will then be sent to your examiners for their final review.

Important:  For all examination enquiries, please contact  pgradmin@exeter.ac.uk.

1. Examination criteria and preparation

All degrees are examined against the specific assessment criteria for your programme. You can find these in your  programme regulations.

Preparing for your viva

The viva voce (oral examination) is a crucial part of the process for PhDs and for some other degrees. You are strongly encouraged to prepare thoroughly:

For full examination policies, see the TQA Manual, Chapter 12, Section 7.

2. Viva voce formats

The University offers three formats for the viva examination. We will try to accommodate your preference, but the final decision should consider practicality and the University's Sustainability Policy, which prioritises low-carbon options like video links.

  • Virtual viva:  All attendees join remotely via an online platform.
  • Blended viva:  Some attendees are in the same room, while others join remotely.
  • In-person viva:  All attendees are in the same physical room.

Approval for virtual/blended vivas

For a virtual or blended viva to be approved, your Faculty Director of PGR must confirm that:

  • The technology is accessible to all and tested in advance to avoid disruptions.
  • If you have an Individual Learning Plan (ILP), the required adjustments can still be made.

If your circumstances change close to the viva (especially within two weeks of it), contact your PGR Support team immediately and mark your email as  URGENT.

3. Reasonable adjustments

The University is committed to making reasonable adjustments to remove barriers for students with disabilities or long-term health conditions. This applies to vivas, supervisory meetings, and other assessments.

  • How to request adjustments:  If you need adjustments, you must discuss this with the  AccessAbility Team (Exeter) or the  Accessibility Team (Cornwall)  before  your examination is scheduled.
  • The process:  These teams will create or update your  Individual Learning Plan (ILP), which will recommend specific adjustments. The University will implement these wherever possible.

For full details, see the TQA Manual section on Inclusive Practice.

4. When is a viva required?

  • PhD:  A viva is always required.
  • MByRes and MPhil:  A viva is not always required. It will be held in the following situations:
    • One or more examiners deem it necessary.
    • There is a significant disagreement between the examiners.
    • The examiners are considering a recommendation other than awarding the degree.
    • The student requests a viva.

5. The examination timeline

Please be aware that the examination process takes time. After you submit your thesis, the examiners need to read it and write reports. After the viva, they need to write their recommendations, and you may need time to make amendments. It is therefore very important to submit your thesis as soon as you are academically ready.

After reviewing your thesis and conducting the viva voce, the examiners will write a joint report with a recommended outcome.

Possible outcomes at first examination

For the first examination of an MByRes, MPhil, or PhD, the possible recommendations are:

  1. Award the degree

    • The thesis is accepted without the need for amendments.

  2. Award subject to minor amendments

    • Requires minor corrections, such as fixing typographical, spelling, or grammatical errors, or limited revisions to the text.
    • You will have 12 weeks to complete these amendments after receiving the examiners' instructions.

  3. Award subject to major amendments

    • Requires more extensive revisions than minor amendments, but does not normally require new or significantly extended research.
    • You will have 6 months to complete these amendments after receiving the examiners' instructions.

  4. Resubmission of the thesis

    • Requires substantial work for the thesis to meet the required standard.
    • You will be given 18 months to complete the changes suggested by the examiners.
    • A second viva voce may be required after you resubmit.

After resubmission

Different outcomes are possible after you resubmit your thesis for a second examination. For the full details and regulations, please consult the official document:

This section explains the final steps after your thesis has been approved, from the official award of your degree to receiving your certificate.

1. Final approval and completion

The completion of your degree involves three key stages:

  1. Examiners' recommendation: After your viva and any amendments are approved, your examiners recommend to the University that your degree be awarded.
  2. Thesis deposit: You must submit the final version of your thesis to Open Research Exeter (ORE). This is mandatory before your award can be formally processed.
  3. University approval: The University Executive Board (UEB) formally approves all research degrees. Award lists are signed by the Vice-Chancellor every Monday (or Tuesday after a Bank Holiday). There are no approvals during the Christmas closure period.

You will receive an email from the Postgraduate Administration Office once your award has been formally approved.

Information for international students:

After completing your PhD, you may be eligible to apply for a Graduate visa. This allows you to stay in the UK to work or look for work for 3 years. For full details, visit the International Student Support webpages.

2. Graduation ceremonies

Graduation is a celebration of your achievement. The University holds ceremonies in the summer (July, in Exeter and Cornwall) and winter (December, in Exeter only).

  • Invitations: If your award is approved in time, you will be invited to register via your university and personal email addresses.
  • Eligibility to graduate: To participate, you must meet two deadlines:
    • Your award must be formally approved by the University approximately six weeks before the ceremony.
    • You must have cleared any outstanding academic-related debts approximately eight weeks before the ceremony.

If you miss these deadlines, you will be invited to the next available ceremony.

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

3. Your Degree Certificate

  • Receiving your certificate: You can choose to receive your certificate at a graduation ceremony or have it posted to your home address (in absentia).
  • Timing: Your certificate can only be issued after the official date of your award and once you have received confirmation from the Postgraduate Research Office.
  • Details: The certificate will show your full name and the full title of your degree.