Submission Process

Please ensure you read the below carefully and ensure you follow all appropriate steps for submission.

• Hardbound Submission

  The Student Guidance Centre is now in a position to accept your hardbound submission. We will be open 9.30am – 4.30pm weekdays.

   

  The copies can be dropped off in person or posted to:

  Thesis Submissions

  Student Guidance Centre,

  Queen’s University Belfast,

  1-7 University Terrace,

  Belfast,

  BT9 6BD

   PLEASE NOTE: You MUST still upload to Pure and send an electronic copy of your deposit form to thesis@qub.ac.uk - From September 2019 onwards it is compulsory for all RDP students to make their thesis open access (OA) through uploading to Pure.

  • Student should submit their e-thesis to Pure (See also How Do I Upload my E-thesis in Pure?)
  • A completed PDF Thesis Deposit Form must be received to thesis@qub.ac.uk  - Please ensure this has been sent to the correct email address.
  • Registry must have received the student’s viva paperwork prior to hardbound submission notification. Where these have been emailed to examiners as Word documents Registry will accept these returned fully completed with digital signatures instead of the usual handwritten signatures via the School’s PG Administrators.
  • Student’s record will be Completed on submission of the hardbound copies, and a confirmation letter issued via email. 

  If you graduated in July 2020 and have not yet submitted your hardbound copies please now do so. 

   

  See the Further Information section below for more detail.  

• Softbound Submission

  Softbound submissions continue to be electronic.

  • Submission must be received from the student’s School (Supervisor/PG Office) in the form of a PDF, with completed PDF submission form via QUB Dropoff (https://dropoff.qub.ac.uk/) to verify that this is the final approved copy for examination. The Dropoff Recipient is thesis@qub.ac.uk. Student should also be added as a dropbox Recipient by School. Thesis will email the student and sender to confirm receipt. 
  • Paperwork (letter of instruction, viva report forms etc.) will be emailed to the examiners as Word documents*, with a soft copy of the thesis, by Student Registry.
  • Approval of the examiners must already be completed on Qsis as usual, or the submission will be rejected until that time, in line with normal procedure.

  If you have any further queries please see https://www.qub.ac.uk/home/coronavirus-faqs/ or email thesis@qub.ac.uk

   

   * Viva paperwork
  FAO Examiners: If you have not received electronic copies of the viva report forms (i.e. the thesis was posted prior to campus closure) please email thesis@qub.ac.uk with the student name and student number if known and these will be created for you. 

  See the Further Information section below for more detail.  

• Hardbound Submission - further information

  1) Depending on the outcome of your viva you may have some corrections to make to your final version of the thesis. Ensure you complete these within the timeframe specified and send to your examiner to approve them (you will only need to send these to your internal examiner, unless you are told otherwise. Consult your supervisor if you are unsure).

  2) For hardcopy - Fill out 2 copies of the deposit form with your details, and have your examiner, and your supervisor fill out their relevant sections. For e-copy - send them a pre-filled electronic copy.

  3) Give these forms to your chosen binding service along with the final copies of your thesis – a copy of the forms should be bound in to the front of your hardbound theses before the title page.

  4) If you need more information on the format of your hardbounds click over to the ‘Thesis Format’ tab above.

  5) Submit your final thesis to Pure.

  6) Email thesis@qub.ac.uk with a copy of your thesis deposit form so that we can verify your Pure upload.

  7) When you have your 2 final hardbound copies ready, bring them to the Exams Office window at Student Registry. We are located on the First Floor of the Student Guidance Centre.

  8) If you cannot submit in person, you can have someone submit on your behalf so long as all the necessary signatures are on your forms. You may also post your submission to us if you are not located in Belfast (please contact thesis@qub.ac.uk to let us know so that we can expect their arrival).

  9) Upon submission, you will fill out your name and student number on the submission record we hold at Registry, and we will make some final checks on QSIS to ensure your thesis title etc. is accurate on the system.

  10) We will send a PDF completion letter to your QUB email address.

   

   

• Softbound Submission - further information

   A Notice of Intention to Submit is submitted via your Qsis account - this should be completed approximately 3 months prior to your intended submission date to allow time for your examiners to be appointed.

  2) Check that the wording of your title is exactly the same as stated on your Notice of Intention to Submit and that the title of the thesis is approved by the School Postgraduate Research Committee (you can check this via your supervisor). If your title does not match that on your QSIS record you must inform your School office to have this updated.

  3) Examiners are appointed. Your School will notify you when your examiners have been approved and appointed. You may not submit before the Nomination of your examiners is fully completed.

  4) The submission form is completed and signed by both you and your supervisor. 

  5) Submit an electronic copy of your Thesis, following the steps in the section above.

  6) Student Registry will email your thesis and the relevant reports to each of your examiners  your School will be in touch with you regarding arrangements for your viva examination.