College of Social Sciences Graduate School

Where a student would like to submit their thesis in an alternative format, such as a thesis containing one or more journal articles as submitted to a journal or as published, they should seek permission for this from their supervisor as early as possible during their period of study.

Students may be permitted to submit a thesis in a ‘journal format’ subject to adherence to College guidance on the use of this format for their discipline. It may not be appropriate to submit a thesis in this format in all disciplines and students and supervisors should take care to explore whether this is an appropriate route for each individual.

Final confirmation of the format for submission will be required when the student submits their Intention to Submit notification; we strongly encourage that this is done as early as possible (i.e., 6 months prior to intended submission).

Please complete and return the PGR Application for Alternative Format Thesis Submission and PGR Author Declaration & Contribution Form to the Graduate School. 

For further information please read: 

• PGR Alternative Format Thesis Guidance
• PGR Code of Practice Section 10.3 - 10.5

An Intention to Submit is required by the Graduate School to confirm that you are ready to submit your thesis within three months of the date stated on your form or by your expected submission date (whichever date is sooner).

Your Intention to Submit should be completed via the UofG Helpdesk.

Please use the University’s file transfer system to send your thesis/dissertation (as a PDF file) to the Graduate School.

We are currently processing electronic-only thesis/dissertation submissions and you are no longer required to hand in three soft-bound copies of your thesis.

You will be charged an additional fee for submission of thesis after dealine has lapsed and your thesis may not be accepted for examination. If you think you will be unable to submit your thesis in time please contact your supervisors or the Graduate School for information on what support we can offer.

It is your responsibility to bring any factors that may affect your abilty to submit your thesis on time to the attention of the Graduate School and your supervisors before your expected thesis submission date.  If this is due to medical or other adverse circumstances then it is considered to be good cause and a period of medical leave may be granted.

We will be able to advise you on the steps to take to ensure you are able to submit your thesis for examination by an approved deadline without incurring a late submission fee.

Time limit 

Applications should be submitted 3 months in advance of the submission date and no later than 6 weeks prior to the expected submission date. Applications received later than 6 weeks prior to submission will incur a late fee. 

If there are medical reasons for the request, you must notify the Graduate School as soon as possible and within 3 weeks of the good cause event or other circumstances  if you feel that you require additional time to submit your thesis. Retrospective applications will only be approved under exceptional circumstances. If you do not notify the Graduate School of your circumstances you may not be granted an extension to your thesis submission date unless you can provide a good reason why this information could not be presented in time.

How to Notify

Please submit an Application for Extension to Thesis Submission Date and Completion Plan plus any supporting documents to the Graduate School.

Evidence of Good Cause

Evidence should be in the form of a report that describes the medical condition or other adverse personal circumstances. Where the report refers to a medical condition of more than seven consecutive days duration the report must be completed by an appropriate medical practitioner.  It is also helpful if any evidence includes details of the exact effect on the ability to complete your PhD. Examples of good cause can be found in the University Code of Practice under section 10.28:

• Ill health (accompanied by medical certification);
• Death of a person with whom a close relationship can be demonstrated (e.g. immediate family member; spouse);
• Delay to data gathering/analysis due to lack of operable equipment;
• Dramatic change in circumstances (e.g. homelessness).

An extension cannot normally be granted on the grounds of employment. 

Important information: Short term extension requests (less than 3 months) without compelling evidence of adverse personal circumstances in the thesis pending period will be rejected. Adverse personal circumstances include:

• Ill health (accompanied by medical certification);
• Death of a person with whom a close relationship can be demonstrated (e.g., immediate family member; spouse);
• Dramatic change in circumstances (e.g., homelessness).

All students who request an extension not supported by significant adverse circumstances will be subject to a late submission fee.