Tips on what you need to do before you submit your thesis and beyond.
When you pass the 3-year mark in your PhD candidature (or 1-year mark in your MPhil candidature) you should start preparing to submit your thesis to ensure timely completion. There are several requirements you will need to follow to successfully submit your thesis.
Get organised for your Completion Seminar
All graduate researchers are required to make a public presentation of their research findings at the University in the six-months prior to submitting their thesis for examination. This is called a Completion Seminar and is regarded as an important part of candidature. The seminar should present the objectives, methods, findings and significance of the candidate's thesis research. This is often a departmental seminar. Your supervisors will write a report detailing feedback that can be used for the final draft. Your Completion Seminar should be undertaken at around 3-6 months before you intend to submit. Be proactive and arrange your Completion Seminar ahead of time.
Completion seminar requirements can be viewed on the Graduate Research Training Policy (MPF132) policy library. Please note: This policy in the process of being updated.
Is your thesis ready?
Have you run your thesis through iThenticate?
Please see below regarding this step at thesis submission.
The first thing you should do is confirm with your supervisor that your thesis is nearing final draft status. You should be regularly meeting with your supervisor and reviewing your thesis chapters.
What if I need to submit an additional file(s) other than my thesis eg: files of code, etc? A brief answer is given below under Submitting other files section.
Approximately two-months before you submit your thesis, you need to submit a notice of your intention to submit. This includes an 80-word summary of your thesis argument. Graduate researchers are required to discuss the timeframe for thesis submission with their supervisor prior to submitting an 80-word summary. When you are ready, login to the Thesis Examination System (TES) to submit your 80-word summary. This initiates the thesis examination arrangements, including the nomination of suitable examiners. If you are having issues with TES please see the TES Graduate Researcher FAQs.
Important information and related policies
Examination overview this page gives a broad overview of the entire examination process.
The Preparation of Graduate Research Theses Rules [PDF] gives detailed information on requirements of your thesis.
The Graduate Research Training Policy (MPF132) in the policy library is a great resource for information on your thesis requirements including the language of your thesis, thesis word limits, editing of your thesis and compilation.
If you are submitting a thesis with publication, your contribution to each published or submitted* paper needs to equal or exceed 50 per cent. For more information refer to the Graduate Research Hub.
*Since 2017 papers with a status of ‘submitted’ can be included in the ‘thesis with publication’ thesis format.
Resources to help you write
A number of groups, programs and workshops are available to help you to write your thesis, they can be found on the Graduate Research Hub.
We, the FEIT Graduate Research Team, offer thesis writing events designed to get you engaged in intensive writing sessions.
Ready to submit?
Once your final thesis draft has been approved and you have confirmation that your thesis is ready for submission, login to Thesis Examination System (TES) to submit. Answer the questions, submit the required forms (if any) and submit your thesis as one file. If you are having issues with TES, please see the TES Graduate Researcher FAQs.
Submitting other files
If you have other files to submit that contain data like code, for example, you can provide the file by giving the link to the stored file. Instead of embedding the link in your thesis, we suggest you email it toGraduate Research Exams Team: email@example.com. Ensure your details are in the subject line of your email including student ID and full name. Typically, students use Dropbox, however, the University’s preferred cloud storage provider is AARNET's CloudStor. Once the Graduate Research Exams Team access the stored file they will provide the file to your examiners using Cloudstor. Please note, that you will not have access to the file sent to your examiners because it would compromise the examination process. If you do experience any issues with the submission process, email the Graduate Research Exams Team: firstname.lastname@example.org or contact the FEIT Graduate Research Team.
An overview of the submission process can be found on the Graduate Research Hub.
Important information for international graduate researchers
International graduate researchers have specific visa requirements and should take note of the information below.
Summary of what is required and when:
- Submitting before your thesis date: submit thesis > apply for CMT> extend visa to stay for the marking period
- Submitting after your thesis date* but within 28-day grace period > lapse candidature**/late submission> submit thesis> apply for CMT> extend visa to stay for marking period
- Submitting after thesis date and beyond 28-day grace period> Lapse candidature**> return home> submit thesis
Once you have successfully submitted your thesis and if you go you want to stay for the assessment period undertake the four steps under Extending your visa for thesis submission to apply for a CMT.
Thesis date expiry: Lapsed candidature, late submission and staying on in Australia for the assessment period
*Please refer to the late submission process below.
**The information below, regarding lapsed candidature, does not apply to students who confirmed after 1 Jan 2018.
Regardless of your student visa expiry date, once your thesis date expires you have a grace period of 28 days to submit in order to qualify to stay in Australia for the assessment period. If you are not ready to submit by your thesis date, you must lapse by your thesis date even if you only need another week or so.
Note, many students need to lapse their candidature: it should not be perceived to be a negative status. Lapsed candidature is a status intended to allow candidates to submit their thesis for examination following the expiration of their candidature entitlement and any approved extensions.
FEIT policy for lapsed candidature: As an FEIT candidate, upon lapsing you will receive an initial 6-month lapse period and corresponding thesis date extension. You are expected to submit during this period or you must provide evidence of significant progress with your thesis during this period to be eligible for a 3-month extension.
Once we have lapsed your candidature (effective from your thesis date) you have the same grace period (28 days) to submit your thesis or exit the country and return home.
What happens if you don’t submit by your thesis date or within the 28 day grace period*?
You must request to lapse your candidature even if you do submit your thesis within this period or as soon as possible (we backdate it to your thesis date) and prepare to return to your home country.
If you have reached your maximum course duration and your candidature was confirmed on or after 1 January 2018, but you are unable to submit your thesis, your advisory committee may be able to support you to apply for late submission. More information about late submission can be found on the Graduate Research Hub.
If you have any queries about submitting your thesis, please contact the FEIT Graduate Research Team.