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PhD Submission

PhD Gown

Nearing the end of your PhD journey?  If you're frantically trying to finish your thesis, you may not have had time to think about all those last minute details - where do you go to hand it in?  How many copies do you need to print?  And most importantly, when do you get that celebratory chocolate fish?

If you have any queries about the information below please contact the friendly staff in the Doctoral section of the Doctoral and Scholarships Office.

Preparing for Submission of Your Thesis

When preparing your thesis for submission you will need to refer to the library's Thesis Information page.

You need to be enrolled in the semester that you submit your thesis.

Make sure to notify your department/supervisor around a month prior to submission in order for the nomination of examiners for your thesis to be obtained and approved.

We advise using Uniprint for the soft binding of your thesis.  This can be done using either fast back binding or spiral binding.

Soft Bound Thesis Submission for Examination

You will need to submit four soft bound copies of your thesis.   These can be double sided, however single sided is preferable, size permitting.  Make sure to include one signed in pen soft bound declaration handed in separately, not bound into the thesis.  A photocopied or scanned declaration is acceptable as long as the signature is hand written not typed.

Submission of your thesis is to the Doctoral and Scholarships Office, room G08 in the Clocktower Building.

Christchurch campus students can submit in Christchurch to the Department of the Dean, Manager of Academic Programmes.

Wellington campus students can submit in Wellington to the Postgraduate Office and the Postgraduate Liaison Officer.

After Submission

Email contact after submission from the Doctoral Office will be to your student email address.  You will need to forward your emails if you wish them to go to a different email address.

Any postal contact after submission will be to the postal address supplied on the declaration.  You will need to advise us of any change to this address.

Questions regarding the progress of your examination after submission should be addressed to the Doctoral Administrators in the Doctoral and Scholarships Office.

For more details on the structure of the examination process please refer to the examination process document.

Preparing for Hard Bound Submission

Once the Doctoral and Scholarships Office is advised by your examination convener that you have completed all amendments to your thesis, (what we term the final sign off), we will formally write to you advising that you can proceed with production of the two copies of your hard bound thesis.  You are advised not to begin production until you receive this letter or have verbal or email confirmation from your convener to proceed with hard binding.

Payment for Hard Binding

If you are eligible to have two hard bound copies of your thesis paid for by the University, you will have been advised in the letter sent to you regarding production of your hard bound thesis.  If you wish to check your eligibility please contact the Doctoral Administrators. We advise obtaining a printing/binding order through the Doctoral Office and taking this Uniprint to produce your hard bound thesis at no cost to you.  If you are having your thesis bound elsewhere, keep your original receipts and submit these along with your bank account details to the Scholarships Administrators for reimbursement.

Hard Bound Thesis Submission

Submission of your two hard bound theses with author declaration is to be made to the Doctoral and Scholarships Office.

If you are a Christchurch campus student submission is to the Department of the Dean, Manager of Academic Programmes.  If you are a Wellington campus student submission is to the Postgraduate Office and the Postgraduate Liaison Officer.

We must receive with the two hard bound copies of your thesis one author declaration form signed by both you and your primary supervisor.  This should be bound into the thesis before the title page, a photocopied or scanned declaration is acceptable as long as the signature is hand written not typed.

E-Thesis Submission

A digital copy of your thesis is deposited by you into OUR Archive.

This must be an exact replica of the corrected thesis that was accepted for your degree - this is the version that was bound.  Either PDF or word processed versions are acceptable.

For further information regarding E-Thesis submission please refer to the library thesis information page.

To deposit your E-Thesis go directly to the Otago University Research Archive.