Faculty of Engineering

Supervision and Progression Guide for

Postgraduate Research Students
2022/23

nottingham.ac.uk/engineering
Introduction
We are lucky enough to support a very wide range of research areas within the Faculty, and no
two PGRs or research programmes will be exactly the same. Much of the information presented
here provides you with general advice and guidance which will be relevant to all students, but
there will also be particular study techniques, research approaches and technical skills that are
specific to your research topic.

The most important people to support you during your research studies are your supervisors, so
you should discuss your research approaches with them and they will provide you with good
advice as to successful strategies for completing your specific studies. There are also
Postgraduate Student Advisors who can provide you with additional guidance about your studies
and supervision if needed.

We wish you luck in your postgraduate studies with us.

Studying and monitoring progress

No two people are likely to share the same experiences when working towards a degree. It is
ultimately your responsibility to ensure that you settle into a work programme early on and remain
productive. The University and the Faculty has a comprehensive Quality Assurance system to
enable postgraduate students to progress their studies towards a successful conclusion. It is
essential that you take an active part in these progression procedures each year.

The Quality Manual is at:

www.nottingham.ac.uk/academicservices/qualitymanual/aboutthequalitymanual.aspx
Sections that are particularly relevant to PGR students are at
https://www.nottingham.ac.uk/qualitymanual/research-degree-progs/index.aspx

It is the PGR student’s responsibility to:

 Read relevant University and Faculty publications
 Follow safety advice
 Participate in planning and progress
 Communicate with your supervisor
 Participate in research training
 Meet assessment deadlines and requirements
 Complete on time.

Please note that University policy is under review so there may be changes in the Quality Manual
after this handbook has been published. For updates see
https://www.nottingham.ac.uk/qualitymanual/recent-changes/index.aspx
First steps
Research plan
Your supervisors will also help you to plan your studies - define your research topic, identify
relevant research literature, specific tasks, experiments etc. and also discuss any training needs.

Faculty progression
The Faculty aims to ensure that you have the support you need to successfully progress each
year. It is your responsibility to manage your time so that you are ready to submit reports and
attend reviews at each stage and discuss with your supervisors if you have any problems.

The Faculty holds a Progression Board at least twice a year typically the Board sits in September
for those who commence studies at the start of the academic year and in March for non-standard
starters.

Regular research meetings

It is part of the University regulations for postgraduate students on research degree courses to
hold formal meetings with their main supervisor and record these.

Whilst these formal meetings must happen once a month, in Engineering you should expect to see
your supervisor(s) much more regularly than this. You may have some meetings with only one
member of your supervision team, but you should make sure that you regularly have joint
supervision meetings where all members of your supervision team are present.

It is the postgraduate research student’s responsibility to arrange supervision meetings and to

ensure that at least one signed Supervision Record form is returned each month to University Park
East Service Centre or emailed to SS-PGR-Engineering@nottingham.ac.uk within 7 days of the
meeting date. The forms are submitted regularly so that any problems arising can be identified and
addressed.

The Faculty will keep copies of the supervisor record forms and provide statistics for the Faculty
Research Committees and Student Services.

If there is a change to your supervisor(s) please email SS-PGR-Engineering@nottingham.ac.uk to

ask for a supervision arrangements form. Once completed, please return via email to SS-PGR-
Engineering@nottingham.ac.uk or to UP East Student Services Centre

These recorded meetings are not intended to be the only contact with your supervisor(s). PGR
students, researchers and supervisors are encouraged to develop a working relationship that
allows for formal and informal meetings taking place on a regular basis.

Where students are based for all or part of their studies in another University and especially when
that University is overseas (e.g. Malaysia/Nottingham and Ningbo/Nottingham Doctoral
Programme Students and students on intercampus secondments) an additional supervisor from
the other University must be appointed. Video conferencing facilities, MS Teams and Skype are
available for meetings with staff or PGR students who are overseas. It is still important to submit
monthly reports which can be sent electronically. Similar considerations apply if one or more of
your supervisors are based at our overseas campuses in Malaysia or China.

Part time students who are unable to get to the University should still have regular contact with
their supervisors. If contact is by video conference, MS Teams, Skype, phone or email the
supervisor form should still be filled out and sent electronically to SS-PGR-
Engineering@nottingham.ac.uk
Key stages

Year 1 Action Notes

Month 1 Submit supervision record to UP East Week 1-2 introductory meeting with your
supervisor
Month 2 Submit supervision record to UP East Week 6 submit training plan and
commentary
Month 3 Submit supervision record to UP East
Month 4 Submit supervision record to UP East
Month 5 Submit supervision record to UP East
Month 6 Submit supervision record to UP East Receive email reminder to prepare first
year progression review
Month 7 Submit supervision record to UP East
Month 8 Submit supervision record to UP East
Month 9 Submit supervision record to UP East Submit progression review at beginning of
month 9
Month 10 Submit supervision record to UP East
Month 11 Submit supervision record to UP East First year progression review to be
completed before end on month 11
Month 12 Submit supervision record to UP East Progress to year 2 at end of month 12 if
no further action required following review
Year 2 Action Notes
Month 13 Submit supervision record to UP East
Month 14 Submit supervision record to UP East
Month 15 Submit supervision record to UP East
Month 16 Submit supervision record to UP East
Month 17 Submit supervision record to UP East
Month 18 Submit supervision record to UP East Receive email reminder to prepare year 2
report
Month 19 Submit supervision record to UP East
Month 20 Submit supervision record to UP East
Month 21 Submit supervision record to UP East Submit progression review at beginning of
month 21
Month 22 Submit supervision record to UP East
Month 23 Submit supervision record to UP East
Month 24 Submit supervision record to UP East Progress to year three at end of month 24
if no further action required following
review
Year 3 Action Notes
Month 25 Submit supervision record to UP East
Month 26 Submit supervision record to UP East
Month 27 Submit supervision record to UP East
Month 28 Submit supervision record to UP East
Month 29 Submit supervision record to UP East
Month 30 Submit supervision record to UP East
Month 31 Submit supervision record to UP East
Month 32 Submit supervision record to UP East
Month 33 Submit supervision record to UP East Third year review with supervisors
Month 34 Submit supervision record to UP East Intention to submit form to be submitted to
UP East
Month 35 Submit supervision record to UP East
Month 36 Submit supervision record to UP East All experimental work to be completed –
write up
Viva Voce
Graduate
Attendance Monitoring
It is important that supervision records are handed in regularly for attendance monitoring. The
Faculty has to submit records for every PGR student to Student Services – Service Development.
If students face difficulty in attending progress meetings, it is their responsibility to inform their
supervisor and the Faculty and provide a satisfactory explanation.
Please see: https://www.nottingham.ac.uk/qualitymanual/registration-and-attendance/regs-
governing-attendance-and-engagement.aspx for further details on attendance regulations at the
University.

Unauthorised absences are reported to the Student Services – Service Development. If

inadequate engagement continues, a warning will be given and the Faculty will consider bringing
forward the progression review.

If students are absent without authorisation to the point that it is not possible to continue with the
course, Student Services – Service Development will write to the student stating that they will be
deemed to have withdrawn from the University and their student record will be amended to show
that they have withdrawn. Where required, the University will report non-attendance to appropriate
authorities.

Students on placements need to complete supervision records, these can be filled in by the
industrial supervisor and emailed to the Faculty (SS-PGR-Engineering@nottingham.ac.uk). When
sending the email, please copy in your supervisors at Nottingham.

It is important to always inform your supervisor and email SS-PGR-

Engineering@nottingham.ac.uk in regards to requesting annual leave.

Research notes
You are encouraged to record the progress of your research studies in a hardback log book which
can be obtained from L2 stores. This can be kept as a diary that records the progress of your
research investigations, including précis of background literature searches, laboratory
experiments, field experiments, computational or modelling exercises, research meetings etc. It is
also very important to back up your data, please discuss data storage with your supervisor/s as
the requirements may differ depending on your funder.
Student Support
We hope that you will not have any problems while you are studying but if you feel that things
are not going well you should first talk to your supervisor(s). If this is unsatisfactory you can
then contact your PGR Student Adviser for impartial, confidential advice.

Postgraduate Student Advisors

Prof David Thomas
Dr Peter Rutherford
Dr Georgios Dimitrakis
Dr Georgia Thermou
Dr Rasa Rementye-Prescott
Dr David Hann

Their role is described at: https://www.nottingham.ac.uk/qualitymanual/research-degree-

progs/pgr-responsibilities-of-pgr-advisor.aspx

The PGR Student Advisor can help if you have a query about procedures relating to research
study, are concerned about your progress or the facilities available, or are having difficulties
with your supervisory relationship. If you are unable to resolve your problem you can contact
the Head of your Research Group or the PGR Director. If, after discussion with all of the
support networks available, you still have an unresolved problem, you have the right to contact
the APVC for Research and Knowledge Exchange.

An early warning from you about issues of concern will elicit a helpful response and leaving
problems unaddressed will not be in your interests. If you do not report difficulties with your
academic work we cannot address this at progression review.

Voluntary interruption of studies

It is possible that there are some situations, particularly relating to medical or personal
circumstances, that may mean you cannot continue your studies but do not wish to terminate
your course. You may wish to have voluntary interruption of your studies for a short period of
time. In these circumstances, you can discuss with your supervisors, and if you wish, your
Student Advisor. The form and more detailed advice is available at:
https://www.nottingham.ac.uk/qualitymanual/registration-and-attendance/vol-interruption-of-
study.aspx

The form must be signed by your supervisor and Head of Group. Please note that voluntary
interruption of studies for international students has serious implications for immigration status -
they are not permitted to remain in the UK if they are no longer studying. They also need a
signature from the Visa and Immigration Team before submitting their interruption of studies
form to SS-PGR-Engineering@nottingham.ac.uk

If you are funded by a Research Council or other external funding body you will also need to
inform your funder about the suspension and if required request permission.
Support for students who have a disability, dyslexia and/or a long term medical
condition
The University is strongly committed to equality of opportunity in its provision for all students and
providing on-going support with accessible services to help students complete their courses to their
potential.
The University’s Disability Equality Scheme and the Disability Action Plan for Students are available
at:
https://www.nottingham.ac.uk/studentservices/servicedetails/disability-support-services/disability-
support-services.aspx

Together with information on the range of support and services available for students. It tells you
about disclosure and confidentiality, academic and disability support, queries regarding registration,
assessments, timetabling, access to specialist technologies, accommodation and transport.
For further information phone the Student Services Centre on (0115) 74 86500
or email disability-supportservices@nottingham.ac.uk

Faculty of Engineering Support and Wellbeing Team

The Faculty has a group of Welfare Officers. They can provide a point of reference and give
advice about student disability issues and support. Their email is SS-Sup-
Engineering@nottingham.ac.uk

Equality, Diversity and Inclusion – Policies and Information

https://www.nottingham.ac.uk/hr/guidesandsupport/equalityanddiversitypolicies/index.aspx

Data Protection Policy

The University of Nottingham takes its responsibilities with regard to the management of the
requirements of the General Data Protection Regulation (GDPR) very seriously.
https://www.nottingham.ac.uk/governance/records-and-information-management/data-
protection/data-protection-policy.aspx

Plagiarism
You will be making use of other people’s research findings during your studies. However, you must
acknowledge where the information comes from, using proper references. It is an academic
offence to plagiarise - where someone copies another person’s work and presents it as their own.
You must not copy portions of text, project work, experiments, figures, designs, CAD drawings,
computer programs, observations, specimen collecting etc. from any source without reference.
This includes from the internet, other students’ work, books, journals, articles etc.

The Quality Manual gives further details and the steps the University takes if plagiarism or
fabrication of results is suspected. See:
https://www.nottingham.ac.uk/qualitymanual/assessment-awards-and-deg-classification/pol-
academic-misconduct.aspx

Referencing
The Faculty lays particular emphasis on high quality academic and research writing with fully
referenced work. A list of books used is a bibliography and not proper referencing.
The Faculty recommends using the Harvard system where references in the text are given by
indicating in brackets the author's surname and the year of publication.
For example: (Smith, 1970). In the references section at the end this would be cited as follows:
HALE, J. (1998), "Cognitive Mapping: Rule or Model?” Journal of Renaissance and Modern
Studies, Vol 40, p.p. 83-96.

The University user guide gives details about referencing at:

https://www.nottingham.ac.uk/studyingeffectively/referencing/index.aspx
Intellectual property rights

You can read more about Intellectual Property Rights in the University’s guidelines:
http://www.nottingham.ac.uk/fabs/beis/ipcommercialisation/aboutintellectualproperty.aspx

The Faculty aims to promote the generation and exploitation of IPR and ensure that all research-
active people are alert to the possibility of taking good ideas along the route to commercial
exploitation. There are a number of Research Development Officers within the Faculty of
Engineering that can assist with technology transfer. If you require further information please email
EZ-Eng-ERKE@nottingham.ac.uk

You should, however, be aware of the sensitive nature of IPR and be careful what you disclose.
Publications at conferences and in journals in particular can stop any possibility of patent
protection, and may also require prior approval from external sponsors. Discuss IPR with your
supervisor, who may bring in University expertise. You should also consider commercial sensitivity
and IPR protection when submitting your thesis.

Ethics approval

When conducting any study or observation or collecting data about individuals, it is essential that
full consideration is given to ethical issues and that steps are taken to ensure participant well-
being throughout the study.

The University of Nottingham and Faculty of Engineering have an ethics procedure that requires
all staff and students to submit an application for ethical approval before conducting any research
study involving human participants. Members of the Ethics Committee read through study
proposals to check that the researcher has demonstrated that they have given full consideration to
ethical issues and that they have provided participants with appropriate and sufficient information.

Any member of staff or registered student of The University of Nottingham involved in conducting
any study or observation or collecting data about individuals must adhere to the University Code of
Research Conduct and Research Ethics. Those affiliated with the Faculty of Engineering must
also comply with the Faculty ethical approval process before commencing their study.

The approvals process is administered by the Faculty Research Ethics Committee and managed
by the Chair of the Ethics Committee and Faculty Research Ethics Officer. All queries regarding
the process should initially be sent to ez-eng-ethics@nottingham.ac.uk

Ethics approval guidelines are included in the Appendices.

You can also find further information on:
https://uniofnottm.sharepoint.com/sites/EngineeringPGRHandbook/SitePages/Ethics-
Approval.aspx
Ethics and Integrity:
https://www.nottingham.ac.uk/research/ethics-and-integrity/
The University’s Code of Research Conduct and Research Ethics:
https://www.nottingham.ac.uk/research/resources/documents/code-of-research-conduct-and-
research-ethics-v8.0-18-nov.-2021-.pdf
Progress reporting
To ensure that you keep on track with your PhD studies, and in line with University requirements,
your progress will be formally reviewed each year. The following section describes the
requirements for students registered on three year PhD programmes. Students on four year
programmes, including EngD and CDT PhD programmes should refer to their own course
documentation for additional information about expectations and requirements for progression
review documentation.

Faculty Progression Board

All PGR students are referred to the Faculty Progression Board which sits at least twice a year -
typically in September for mainly standard starters registering in October and in March for mainly
non-standard starters.

Where PGR students do not engage with the progression review process for any reason (apart
from cases where there are extenuating circumstances) students can be deemed to have failed. A
resubmit opportunity will be offered. If the student does not engage at this resubmit opportunity, in
the absence of any claim for extenuating circumstances being made, the student will be deemed
to be unsatisfactory and a recommendation for termination of study will be a possible outcome.

Extenuating Circumstances are explained at:

https://www.nottingham.ac.uk/academicservices/currentstudents/extenuating-
circumstances/extenuating-circumstances-procedure.aspx if you experience any extenuating
circumstances during your period of study, you must submit an extenuating circumstances form
https://www.nottingham.ac.uk/studentservices/contact-us/extcirc-form.aspx

Please note that the above forms must be submitted at the time of the circumstances. They
cannot be submitted retrospectively if a student later needs more time to complete.

If students are unhappy with progress after discussions with supervisors, then they can ask to see
the appropriate Postgraduate Student Advisor. If a student wishes to appeal a decision, such as if
they are recommended for termination or not allowed to proceed to the degree for which they are
registered, they should see:
https://www.nottingham.ac.uk/qualitymanual/concerns-complaints-and-appeals/index.aspx

First year progression review

During the first year of registration the status of full time PhD students is probationary and their
Progression Review includes the Confirmation Review of their status. The University strongly
recommends that the reviews are held around the nine-month period to allow for any remedial
actions from the review to be completed within the year.

The Engineering Faculty has the below procedure:

 You will receive an email after 6 months to remind you, your supervisors and internal
assessor that you are due to complete your First Year progression review 9 months after
your registration.

 It is the PGR student’s responsibility to submit the progression review via email to SS-
PGR-Engineering@nottingham.ac.uk and arrange a time for the formal assessment
meeting (confirmation review) with the internal assessor.

 You and your supervisors must ensure that this review is successfully completed within 11
months of your registration date so that you can progress onto the PhD programme.
Failure to submit the progression report when requested and complete the review on time
may result in a failure to progress.
If you have any problems arranging the review please contact SS-PGR-
Engineering@nottingham.ac.uk

In most cases, the only people present at the review meeting will be the internal assessor and the
student. However, if the internal assessor and student are both in agreement, the supervisor(s)
may also attend the review meeting in an observer only role. If required, the supervisor will leave
the room at the end of the review to allow for private discussion between assessor and student.

Preparation of the first year progression report

The progression review should be written in a technical report style with double line spacing, a
minimum font size of 10pt and printed double sided. As a general guideline it should be between
5,000 and 10,000 words in length (not including references/appendices). Where appropriate you
may substitute parts of the report content with reference to your own published paper(s) which
should be attached as an appendix (you must have played a major role in the research and writing
the publication and be able to justify it to the internal assessor). Reports outside these limits will
not normally be accepted and will be returned for rewriting. Figures, tables and graphical results
should be placed near the relevant description/discussion and not at the end of the report.

Below is an example of how to set out the report to be discussed with your supervisor.

 Abstract - A summary of the technical content of the report.

 Aim and objectives - A description of the (measurable) aims and objectives of the research
project.

 Background work - Previous work in the area - Literature review - a critical précis of the
research findings of previous and current research workers in the field. Reference
correctly and consistently all known source reference material.

 Methodology - An outline of the proposed and executed methodology to date.

 Progress - Details of the preparations for, and an outline of, the research studies that you
have carried out to date. This could include:
o Research Investigations (laboratory and field experiments, computer and analytical
modelling)
o Research visits (attendance at seminars, conferences, etc.)
o Training courses, computer courses, safety courses, tutorials or laboratory support,
etc.

 Conclusions - Achievements to date (key results and intentions for publication -if any).

 Future work - Research plan proposed for the next two years of study. You could include a
Gantt or bar chart detailing a schedule of the various activities proposed.

 References - A presentation of the Source Reference Material.

 Appendices - Principal experimental or field results, computer programs, etc.

o Chapter outline of expected thesis (chapter headings with one or two sentences of
commentary for each).
o Published paper(s) if appropriate.
Confirmation review meeting
The review should take place within one month after you submit your progression report.
You need to take to the review meeting:

 Training skills audit and critical reflection report on training activities undertaken
 A 15 minute presentation to be delivered prior to or during the assessment if requested by
the internal assessor.

The internal assessor will have a copy of your progression report and the progression review form.

At the end of your meeting the internal assessor will go through the comments he/she has made
on the progression review form and agree with you any future actions required. The internal
assessor will then sign the assessor’s section and hand it to you. The possible outcomes of the
review are outlined on the review form. You will then fill out and sign the PGR students’ comments
section, either at the end of the meeting with the internal assessor or immediately afterwards. You
should then take both sections of the form to your main supervisor to write his/her report in the
light of assessor/student comments. The forms may also be completed electronically.

It is the student’s responsibility to make sure that all three sections of the progression review form
are submitted to UP East or SS-PGR-Engineering@nottingham.ac.uk

You and your supervisors will be informed by email about the decision regarding your progression,
If your progress is not satisfactory or there are differences of opinion about your progress, your
case may be referred to the Faculty of Engineering Progression Board.

A copy of the progression review forms are available on the Engineering PGR Handbook
SharePoint

Second year progression review

Full time PGR students are required by the University to undergo formal review of progress in the
second year of their studies.
You will be emailed after 18 months to remind you and your supervisors that you are due to
complete your Second Year progression review 21 months after your registration.

Year 2 reports
Reports should be around 20 pages and not repeat background from the Year 1 report (which
should also be made available to your assessor on request).

Content should include:

 Update on current research (include any new references since the Year 1 report)
 Changes to aims and objectives (if any) giving reasons for changes and justify any failed
attempts/changes in direction.
 Achievements since last report (key results, publication plans, list of any publications to
date)
 Chapter outline of expected thesis (chapter headings commentary for each).
 Expected further work to be done with a time plan (in 1 month periods to the end of the
project). This work plan must be discussed and agreed at the progression review to ensure
that all experiments and research work is completed by the end of Year 3.

Year 2 students can submit a journal paper that has been published or is ready for submission to
the internal assessor instead of an progression report if they can demonstrate that they have
contributed a significant amount to the paper; have the support of their supervisors and agreement
from the internal assessor. In these circumstances a brief 1 – 2 page summary should be included
that indicates how the paper fits with the overall PhD project and a separate thesis contents
list/chapter outline should also be submitted.
It is the PGR student’s responsibility to submit the relevant documents to SS-PGR-
Engineering@nottingham.ac.uk and arrange a time for the formal progression assessment
meeting with the internal assessor.

You and your supervisors must ensure that this review is successfully completed within 23 months
of your registration date so that you can progress to year 3.
Failure to submit the progression report documents when requested and complete the review on
time may result in a failure to progress.

The review meeting follows the same process as the year 1 review. You must then submit all
documents to UP East or SS-PGR-Engineering@nottingham.ac.uk

Third year thesis review

The University Quality Manual states that PGR students are expected to write up all or much of
their theses by the end of their registered period of study at the end of Year 3.

Students must have a review with their supervisors during Year 3 to ensure that they are
progressing satisfactorily and there are no attendance issues. It is recommended that this takes
place 9 months into the third year (33 months into your course of study).

Students should:
 Produce a thesis plan, including planned timeframe for chapter writing and intended
submission date.
 Arrange a review meeting with their supervisors to discuss their thesis plan and chapters
already written.
 Agree a time frame for submission and ensure that the year 3 review form is completed by
both supervisor and student with recommendations made. The possible outcomes of the
review are outlined on the Year 3 review form.
 Submit the completed writing up plan and progression review form, agreed and signed by
both supervisor and student, to UP East or SS-PGR-Engineering@nottingham.ac.uk

All experiments and research work in laboratories and Faculty offices must be completed by the
end of the third year when you complete your studies at the University.
You will receive a letter from Student Service – Service Development by month 34 of your studies
with a notice of intention to submit thesis form to fill out after consultation with your supervisor.
Student Service – Service Development will inform the Faculty when they receive the completed
form. The submission pack with guidelines is at:
https://www.nottingham.ac.uk/qualitymanual/research-degree-progs/pgr-assessment.aspx

Thesis pending
‘Writing up’ is something that you will actually be doing in the background throughout your studies
with the help of your monthly and progression reports. You are expected to have written up much
of your thesis by the end of your period of directed study (within 3 years for a full time PhD
student). The thesis pending period currently allows up to 12 months fine-tuning of the thesis.

University regulations state that PGR students must submit their thesis within four years of
registration. Please note that if you have not submitted your thesis within the prescribed period, in
the absence of valid extenuating circumstances, you will be required to pay a late submission fee
per month (or part thereof) for submission after the set date if you still wish to submit a thesis for
examination. In the absence of valid extenuating circumstances, no submission after five years
from initial registration will be allowed.

All students in their thesis pending period in the fourth year are entitled to a minimum of six
meetings (either face-to-face or electronically) with their supervisor(s) and for the supervisor(s) to
read and comment on one draft of their thesis prior to submission.
If you wish to register for your thesis pending period, you must do so within three weeks of
entering this stage of your PhD, retrospective registration is not allowed.
Whilst in thesis pending you are entitled to use library facilities and University computing facilities
but you are not entitled to use laboratories or facilities for primary research.

Access to university buildings

If your university card no longer gives you access to computer rooms, libraries etc. you should ask
the University Park East Service Centre or email SS-PGR-Engineering@nottingham.ac.uk to
inform Security to reactivate your card.

Email access
Your University account normally expires 90 days after graduation, and access to email is
removed at the same time. If you retain a link with the University after graduation then your
supervisor can request an associate’s account along with your existing external email addresses.

Extensions
You may only be granted an extension to your thesis pending period in your fourth year if
significant extenuating circumstances exist. The procedure for applying for an extension to the
thesis pending period to the Student Service – Service Development giving supporting evidence
and examples of circumstances taken into consideration can be seen at:
https://www.nottingham.ac.uk/qualitymanual/research-degree-progs/thesis-pend-period.aspx
Requests for extensions are only considered as a result of circumstances affecting the thesis
pending period and not the period of registered study.
You must apply no less than 3 months before the end of your thesis pending period as
retrospective applications will not be considered. Taking up employment would not normally
warrant an extension.
Confirmation reviewers will then use the student’s submissions and the discussions at the review
meeting to determine whether there is a strong likelihood that the candidate will produce a thesis
of PhD standard, in the required time. This would depend on, among other things, an assessment
of the progress made at the time of the review and whether the candidate has a coherent and
feasible research project.

Timescales
If you want to graduate at the July ceremonies you must give formal notice of your intent to submit
before 1 February and aim to submit your thesis for examination before 1 April. The deadline for
uploading corrected theses to the University etheses service is 1 June and this must be approved
by 15 June.
The deadlines for the December graduation are 1 July (notification) and 1 September (submission)
1 November (uploading to etheses) 15 November (approval). You can also graduate in absentia in
the October and March Inter-Ceremonies.

Part-time students
Part-time students normally take up to 6 years to complete and are formally reviewed every two
years. They take their first year review in their second year, their second year review in their fourth
year and their third year review in their sixth year. It is, however, recommended that they take the
opportunity to discuss progress with their supervisor at the end of each year. Complied with any
other requirements of the course of study.

Status updates
The University Park East Service Centre must be informed about interruption to study, withdrawals
and extensions to ensure that our records are up to date and Student Service – Service
Development has been informed. If you need advice about these topics go the University Park
East Service Centre or email SS-PGR-Engineering@nottingham.ac.uk

It is also important to notify Student Services of any change in address or email as we need these
to communicate with you.
Submission and examination
The Doctor of Philosophy degree is awarded to candidates who have critically investigated and
evaluated topics resulting in an independent and original contribution to knowledge, set out in a
thesis which has been examined and defended at a viva voce examination and worthy of publication.

When you have completed your thesis and your supervisor has approved it, you need to submit it to
Student Services (details on how to do this are in the Submission Pack). It is the responsibility of the
internal examiner to arrange the date for your Viva Voce examination with you and the external
examiner.
Vivas are compulsory for PhD students and should take place within three months of submission of
the thesis.

The purpose of the viva is to ensure the quality and innovativeness of your research and your thesis
and to check the accuracy of your thesis and knowledge. The job of the examiners will also be to
check that none of your work is plagiarized. You can also look at other thesis submissions in the
George Green Library or on eTheses at http://etheses.nottingham.ac.uk

Both examiners will prepare an independent report. After the viva a joint report will be completed with
both examiners’ findings. This is sent to the Head of Research Group who will sign the report in
support of their findings and return to the University Park East Service Centre.

The agreed result will be selected from the following options on the joint report form:

1. Award of PhD: - without conditions (ie as the Thesis stands)

- with correction of typographical errors1 within 1 month
- with minor amendments2 to be completed within 3 months
2. Referral, with
EITHER
a) resubmission of the thesis within 12 months for PhD:
- viva voce required
- viva voce not required
If re-submission for PhD recommended but the student is unable to re-submit (please complete
this section if a) is selected):
- MPhil to be awarded now
- MPhil to be awarded now with minor corrections to be completed within 3 months
OR
b) another viva voce examination although thesis is accepted
- without conditions
- with minor corrections to be completed within 3 months

3. Failure at PhD standard

No higher degree to be awarded at all.3
1
“This option should be selected only in instances where the candidate is required to make minor
amendments to the text, e.g. typographical errors, which are so minor as to be completed in one
month. It is the responsibility of the Internal Examiner to verify that the corrections have been
made to his/her satisfaction.”
2
“Minor amendments are those not requiring external academic re-assessment, eg extensive
typographical errors, minor re-organisation of material, addition of supplementary material to
clarify the content of the thesis, or removal of extraneous text.”

3
“The University recommends that, other than in exceptional circumstances, Examiners should
not normally choose this option on a student’s first examination.”
In the vast majority of cases, the result will be the award of a PhD with one month for correction of
typographical errors or three months for minor amendments. You then make the necessary
adjustments and show the final version to your internal examiner, who will confirm to the Student
Services Centre (usually by email) that the amendments are complete and your thesis is ready for
PhD award.

Once the amendments have been approved you should discuss with your supervisor whether a
restriction should be placed on your thesis for commercial or industrially sensitive reasons (eg
sponsor confidentiality agreement, patents, IPR etc).

Further information is available in the Quality Manual at:

https://www.nottingham.ac.uk/qualitymanual/research-degree-progs/pgr-applications-for-restriction-
or-embargo.aspx where you can also find an application form to be submitted with your thesis.

All successful candidates will be eligible to graduate once their thesis has been uploaded to the
University’s etheses service and approved by the internal examiner, or in cases where there are two
external examiners, the lead external examiner.

Following this submission you will be put on the list for graduation.

There are two graduation proceedings per year, in July and December. You do not have to be at the
ceremony, you can graduate ‘in absentia’, but you still need to complete the forms or you will not
receive your certificate.