hdr thesis submission

HDR Thesis Examination Portal

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HDR forms, guidelines and policies

Find forms, guidelines and policies for successfully completing your HDR course.

• Online Enrolment/Change of Enrolment form (HDR student access only)
• Online Variation to Candidacy Details form  (Staff Access only)
• Information sheet for converting to another HDR course [.pdf 81kB]
• Application for Conversion of Confirmed Candidature * See Milestone report form
• Online Extension to Thesis Submission Date  (HDR student access only)
• Request for extension of time to submit/resubmit thesis [.pdf 226kB] (for Curtin Malaysia only)
• Request for leave of absence (HDR student access only)
• Guidelines for Establishing and Maintaining Higher Degree by Research Supervisory Relationship [.pdf 132kB]
• Higher Degree by Research (HDR) Supervision Procedures
• Guidelines for Conditional Status [.pdf 132kB]

PhD and MPhil Students

Milestone 1.

Milestone 1 report form (HDR student initiated only) Sample online M1 form [.pdf 404kB] .

Student may wish to refer to the Research Proposal Information Sheet [.pdf 586kB]

• Milestone 1 Application form [.pdf 413kB] (for Curtin Malaysia only)
• Milestone 1 Reviewer’s Report [.pdf 1968kB]

Milestone 2

Milestone 2 report form (HDR student initiated only) Sample online M2 form [.pdf 384kB] .

From 1 May 2024, a paper-based Milestone 2 Application form will not be accepted.

• Milestone 2 Application Form [.pdf 630kB] (for Curtin Malaysia only)
• Milestone 2 Reviewer’s Report [.pdf 694kB]
• Authorship Agreement Form [.pdf 126kB]

Milestone 3

• Milestone 3 Application Form [.pdf 246kB]
• HDR Supervisor’s Checklist for Exiting Students [.pdf 369kB] (should be initiated by HDR Supervisors)

MRes Students

• Milestone 1 Supplementary Application Form [.pdf 329kB]
• See also – Milestone 1 Reviewer’s Report above
• Milestone 2 Application Form (for MRes students) [.pdf 204kB]
• See also – Milestone 2 Reviewer’s Report above
• See Milestone 3 information for MPhil and PhD Students above

HDR Talent Release Forms

• HDR Talent Release Form – individuals [.pdf 425kB]  (also for anyone under the age of 18)
• HDR Talent Release Form – groups [.pdf 155kB]
• Research Integrity – instructions to enrol and complete January 2023 [.pdf 303 KB]
• Campus transfer form for collaborative HDR students [.pdf 129kB]
• Abridged Milestone 1 Application Form [.pdf 313kB]
• Abridged Milestone 2 Application Form [.pdf 221kB]
• Abridged Milestone 3 Application Form [.pdf 152kB]
• Information sheet for milestones and annual reports for collaborative and joint award HDR students [.pdf 90kB]
• Information Sheet About Research Support Funds for Collaborative and Joint Awards [.pdf 276kB]
• From 1 July 2022 Guidelines for Essential Facilities and Research Support Funds_2022 [.pdf 131kB]
• HDR Engagement Grant Guidelines [.pdf 183kB]
• HDR Dissemination Grant Guidelines [.pdf 161kB]
• HDR Student Concur User Guide – Add Bank Account [.pdf 717k] 

Since 1 July 2022, students wishing to apply for mobility support should apply for the Engagement and Dissemination Grant via the form .

Students enrolled prior to 1 July 2022 who wish to seek support via the previous research support model, should read the  Guidelines for Essential Facilities for Higher Degree by Research Students [.pdf 156kB] .

• HDR Engagement and Dissemination Grant Application Form [.pdf 303kB]
• HDR Internship Completion Form [.pdf 284kB]

Students enrolled prior to 1 July 2022 may wish to make a reimbursement request with receipts. To action, go to Concur available via student OASIS . The Research Support Fund Reimbursement List [.pdf 285kB] should be referred to before submitting a claim. This HDR Concur Student Guide [.pdf 1860kB]  is also a useful tool.

• Application form for a Completion Scholarship (HDR student access only)
• Overseas Travel Data Collection Form [.pdf 167kB]
• Payment Starting Advice form [.pdf 116kB]
• Nomination of Examiners  (Staff access only)
• Thesis Submission for Examination  (HDR student access only)
• Thesis Title Page template [.docx 26kB]
• Thesis Declaration [.pdf 70kB]
• Examination Report (example) [.pdf 491kB]
• Deposit of Final Thesis (HDR student access only)
• Thesis Permanent Binding [.pdf 269kB]
• Guidelines for Thesis Preparation and Submission [.pdf 445kB]
• Guidelines for Professional Thesis Editing [.pdf 297kB]
• Guidelines for Conflict of Interest for Thesis Examination [.pdf 174kB]
• Guidelines for Deposit of Final Thesis [.pdf 204kB]
• Intellectual Property Policy [.pdf 182kB]
• Intellectual Property Procedures [.pdf 223kB]

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• Directories

Submitting a thesis

Notification of intent to submit.

Prior to your thesis submission, you must complete a Notification of Intent to Submit milestone. This milestone type is available alongside your other HDR Milestone eForms. It is recommended you complete your Nomination of Intent to Submit 2-3 months prior to you intended submission date. Before submission, make sure you have completed the Notification of Intent to Submit Student Checklist

Accompanying the release of the new Notification of Intent to Submit Milestone, a series of support videos are available as guidance for students and staff. The first video is an overview of the process, and the subsequent videos provide more detail on the three sections of the eForm workflow

Overview Video

Video A - Notification of Intent to Submit - Candidate and Primary Supervisor

Thesis submission

The HDR Submission and Examination of Theses Procedure  provides comprehensive information on many aspects of the thesis submission and examination process, including: 

• The process which you must follow to submit your thesis;
• the format your thesis must be submitted in;
• requirements for the different types of these accepted under the Research Awards Rule .

You can now submit your thesis using the Thesis Submission milestone. This milestone type is available alongside your other HDR Milestone eForms once your Notification of Intent to Submit milestone has been reviewed by your Primary Supervisor. 

Some academic areas have additional requirements for the submission of a thesis. Students should confirm such requirements with their supervisor.

Some students with research scholarships are also eligible for a thesis allowance that contributes to the cost of thesis production (such as printing and editing costs). Students should look at the conditions of award supplied at the time of scholarship offer, or contact their local HDR Administrator for more information.

Students using professional editing services should familiarise themselves with the Editing of Theses Guideline . A good place to start to find a suitable editor is the Canberra Society of Editors .

A series of support videos are available for guidance for students and staff. The following video steps through completing the Thesis Submission milestone eform:

• Thesis Submission Candidate support video

UPDATE from 7 July 2023: For candidates who have not submitted a Nomination of Intention to submit Milestone by the 7 July 2023 you will be required from this date to also upload an iThenticate Similarity Report within the Thesis Submission eform. Further information on how to access iThenticate and generate a similarity report prior to your final thesis submission can be found at the ANU HDR candidate  iThenticate page.

Thesis examination

The thesis examination itself is undertaken by at least two nominated expert reviewers with international standing in the relevant academic field(s). Students may be invited to suggest or comment on the suitability of possible examiners, but must not participate in the final decision about the examiners.

Examiners are required to recommend one of the following outcomes:

• that the student be granted the award;
• that the student be granted the award subject to corrections or revisions required by the examiners in the thesis to be made to the satisfaction of the Delegated Authority in the copy intended for deposit with the University Library;
• that  the student be permitted to submit a revised thesis for re-examination;
• that the student be failed.

Once your thesis has been examined, you will be notified of the examiners' recommendations. 

The Postgraduate Research Experience Questionnaire (PREQ), and why you should complete it!

After you submit your thesis you will receive an invitation to complete the PREQ. This survey collects information about your experience of your HDR program and is used to improve HDR programs and activities across ANU. Keep an eye on your inbox for your invitation.

Preparing for post-HDR life

After submission, some HDR students experience 'the submission cliff'. After working incredibly hard, it can be hard to know what to do with yourself once the thesis is out of your life!

Here are some quick resources that can help you prepare for your own transition: 

• the ANU Careers Centre offers a range of services for HDR students transitioning into the workforce;
• Thesis Whisperer blog post on how to prepare yourself and how to handle the transition;
• Check out what ANU Alumni have been doing after graduation for some inspiration.

Advisory information

• Research Candidate Milestones
• Student Administration eForms
• Change Working Thesis Details
• Information for Delegated Authority / Associate Dean (HDR Thesis Submission)
• Information for Examiners
• Nomination of Examiners
• Thesis Access Restrictions
• Theses Reimbursement

Reference documents

• Notification of Intent to Submit Student Checklist (DOCX, 66.67 KB)
• Thesis by Compilation Statement of Contribution template (DOCX, 93.93 KB)
• Change to Format of Thesis Submission Form (DOCX, 106.53 KB)

Use contact details to request an alternative file format.

• HDR - examinations policy
• HDR - submission and examination of theses procedure
• HDR - examiners’ reports recommendations guideline
• HDR - use of confidential or restricted information in theses procedure
• HDR - thesis by compilation and thesis by creative works procedure
• HDR - editing of theses guideline
• Open Access Policy
• Open Access Research Procedure
• Student Intellectual Property Procedure

Legislations

• Research Awards Rule 2021 (Latest version)  

Related websites

• Academic Skills & Learning Centre: Thesis writing
• Copyright for HDR students
• Contribute your Digital Thesis
• Notification of Intent to Submit Support Video Playlist
• Graduate Research Office - HDR Examinations
• +61 2 6125 5777
• Graduate Research Office

• Managing your candidature
• Examination and graduation
• Working toward your confirmation of candidature
• Working with your supervisor
• Monitoring and submitting progress reviews
• Requesting changes to your candidature
• HDR milestones

Thesis examination process and submission for graduation

As a student of a Higher Degree by Research (HDR) program you are required to submit a thesis for examination. In most cases your thesis will be examined using an electronic copy. Some theses by Creative Works may, however, include an exhibition that examiners attend. The exegesis accompanying the creative work will be examined using an electronic copy. 

Prior to submission you and your supervisors are encouraged to review the HDR thesis presentation schedule as it provides important information about your thesis. Thesis templates and formatting guidelines are available from the research students forms  webpage.

When preparing your thesis for examination, supervisors will provide editorial advice to you. If you choose to use external editors for proof-reading and editing, you will need to:

• discuss this with your principal supervisor first
• provide the external editor with a copy of the HDR thesis submission schedule  
• ensure the external editors familiarise themselves with the Australian standards for editing .

On average, the examination process takes between 4-6 months, however examination times may be extended due to reasons which are outside the control of the University. There is no requirement for international students to remain on-campus during the examination or revision period.

All HDR theses will be examined in accordance with the HDR thesis examination procedure . The final, awarded, version of all UniSQ HDR theses are lodged with the UniSQ Library in an electronic format.   

Once a decision has been approved by the GRS, you will be notified of the examination outcome. 

You may be required to undertake revision to your thesis following examination. In these cases you must demonstrate that you have engaged clearly and thoroughly with the feedback and prepare a summary document that specifically details how the thesis has been revised to address the feedback.

You must submit the following to your Principal Supervisor for endorsement by the date nominated by the GRS:

• electronic copy of the thesis with revisions highlighted or identified through track changes
• final electronic copy of the thesis (no track changes, highlighting or similar mark-up)
• a document summarising the examiners’ requested changes and how you have addressed and/or defended them. This might be indicated in a table or similar format but must make reference to the specific page numbers where the revisions or suggested revisions occur.

To assist you with responding to the examiner comments, we have created the following templates for you to use if you wish:

You will need to provide the Principal Supervisor’s endorsement and the documents (listed in Step 7) to the GRS. Depending on the outcome of the examination, the revised thesis will be reviewed by the relevant HDR Coordinator/affiliated department delegate or an independent Review Panel.

Note: in cases of major revisions or re-submission you will be required to re-enrol in the next available semester.

The recommendation on the award of the degree is forwarded to the Dean, Graduate Research School for approval. Once the degree has been provisionally awarded, the GRS will notify you and your supervisors in writing.

The due date for the final requirements for graduation will be communicated to you in writing. You will be required to supply the following final requirements prior to your preferred graduation ceremony:

• The  HDR Thesis Information Form . This form is how you submit your final, approved and awarded thesis to the UniSQ Library. It captures information vital to indexing your thesis in the UniSQ Library, such as Field of Research Codes, any embargo period, and keywords, as well as the 100-word abstract you are required to provide as your  Australian Higher Education Statement (AHEGS).
• Research Exit Checklist (DOTX 53KB)

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Thesis preparation and submission

Step-by-step guide to thesis preparation and submission.

• Collapse All
• Policies & Guidelines
• Formatting your thesis
• Thesis database
• Finished, what next?
• HDR thesis preparation, submission and examination policy
• HDR thesis by compilation guidelines
• Thesis Examination Committee (TEC)
• Thesis writing resources

Writing support

Enquire with the Associate Dean, Higher Degree Research in your Faculty about writing groups that may meet to support each other to write productively.

• Thesis template (PDF Version)
• Thesis template (Word Version)
• Thesis template (LaTeX Version)
• UOW brand policy
• HDR thesis checking through turnitin
• Turnitin - instructions for HDR candidates
• Agreement for deposit of HDR thesis in digital repository
• The thesis submission and examination process  
• Nomination of Examiners

Submit your thesis

• Track your progress
• Research career launch scholarships
• Career services

Submit your thesis

It's time to submit your thesis.

Prior to submitting your thesis, read through the information below and ensure you are following the correct process.

Nomination of examiners

Your supervisor is responsible for nominating suitable examiners for your thesis. The University requires nomination and selection of graduate research thesis examiners to be based on the principle that you receive an impartial examination by high-quality examiners in the relevant field of research.

The examiners must not have had any involvement in the preparation of the thesis, as a member of your supervisory panel or as one of your academic advisors. The University expects all supervisors, faculties and examiners to report all actual or potential conflicts of interest.

The University applies the  Conflict of Interest Guidelines [PDF 28MB] of the Australian Council of Graduate Research.

PhD/MPhil students

You should discuss possible examiners with your Principal Supervisor and other supervisors at least three months in advance of your thesis submission date. Your supervisor will contact the possible examiners to ascertain their availability to examine your thesis.

Once confirmed, your supervisor will submit an electronic examiner nomination via the  HDR Thesis Examination portal to the Thesis Examination Subcommittee for review and approval. This normally includes a list of:

• Five examiners for a doctoral degree
• Four for a Master of Philosophy degree

You will have to electronically confirm the selection of the nominated examiners.

For further information on the nomination of examiners, see Schedule 2 in the  HDR Thesis Preparation, Submission and Examination Policy.

Master of Research (MRes) students

You should discuss with your Principal Supervisor the names of any persons that you do not wish to examine your thesis at least two months before your expected thesis submission date.

Your supervisor will contact possible examiners to ascertain their availability to examine your thesis. Once confirmed, your supervisor will submit an electronic examiner nomination via the  HDR Thesis Examination portal to the Thesis Examination Subcommittee for review and approval.

For further information on the nomination of examiners, see the  Master of Research - Thesis Preparation, Submission and Examination Procedures and Schedule 2 in the  HDR Thesis Preparation, Submission and Examination Policy .

Thesis submission

When your thesis is complete and appropriately formatted, you must submit your thesis via the  HDR Thesis Examination Portal . For more information view the  instructions for submitting your thesis via the HDR Thesis Examination Portal [PDF 684KB].

Note for Master of Research (MRes) students: If your thesis is submitted late, you will be penalised one percentage point from your final MRes thesis grade per calendar day until your thesis is submitted. Submission will be taken as the date your thesis is submitted electronically via the portal.

If your supervisor is unable or unwilling to approve your thesis submission, the matter should be referred to the Faculty’s Associate Dean, Research Training and Partnerships for resolution.

Once your thesis is submitted, your candidature is considered to be 'Under Examination' (UX).  If you are a PhD/MPhil student in receipt of a scholarship, your scholarship will be terminated when you submit their thesis or at the end of the Scholarship, whichever occurs first. If you submit your thesis prior to the expiry of the Scholarship, the Scholarship will normally be terminated at the end of the fortnightly pay period in which your thesis is submitted.

If you are a MRes student in receipt of a scholarship, your scholarship will be terminated at the end of your Scholarship.

For information about the examination process, see the  HDR Thesis Preparation, Submission and Examination Policy .

Cotutelle and Joint Doctor of Philosophy (PhD) students

If you are enrolled in a Cotutelle or Joint PhD program, refer to your agreement for additional information relating to your examiners and thesis examination. Joint PhD students with a lead university that is not Macquarie University must provide the following information to  [email protected] to ensure your enrolment is not ceased:

• evidence of your thesis submission
• 100 words abstract for your Australian Higher Education Graduation Statement
• a point of contact at the partner university

Celebrating your thesis submission

We’d like to celebrate this achievement with you, so after you’ve submitted your thesis, stop by the Graduate Research Academy (GRA) and take a selfie with us to capture the moment:

Then it’s time to promote yourself!  Join the  Graduate Research Academy Network LinkedIn group and share a short statement of the most interesting, unusual or exciting thing about your research (no more than 25 words). Don’t forget to upload your selfie too!

• Graduate Research Academy
• Level 2, 16 Wally's Walk
• Macquarie University NSW 2109
• T: +61 (2) 9850 4741
• E: [email protected]

Prepare for submission

Review the requirements for your thesis submission.

Submit your thesis via the examination portal.

Thesis examination

Check out the thesis examination process.

Related links

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Preparing for HDR thesis submission

On this page.

You should ensure you allow enough time to prepare for the submission of your thesis.  Delays in your submission may result is fees being charged and/or a delay in receiving your results. 

We recommend that you begin preparing for your submission six months in advance of your expected work submission date (EWS date).  Your EWS date is visible on your timeline in Inspire .

Below are factors you will need to consider for your thesis submission.

Four months before you are ready to submit your thesis, you need to fill out an Intention to Submit milestone in Inspire. This quick and simple milestone provides your supervisor with an indication of when you are going to submit your thesis and prompts your supervisor to nominate examiners early. This is also an opportunity for you to state who you do not wish to examine your thesis. A milestone will automatically appear on your Inspire timeline four months before your Expected Work Submission date (EWS) date, however you can commence an intention to submit earlier if you wish.

This provides advice on what should be included in your thesis and the layout required by Flinders University.  The correct wording for your thesis declaration can be found here and copied into your thesis.

It is your responsibility to ensure that the format of the thesis meets the requirements of the  HDR Thesis Rules .

This is a workshop available to support the completion of your thesis.  You can book into the workshop through Inspire .  External students can access a podcas t from the workshop.  Additional information can be found on the REST FLO site under Candidature Management.

This outlines the procedures for HDR thesis examinations at Flinders.  This will help you understand the process and what to expect.

You may wish to look at the information for examiners . This will give you an idea of what criteria the examiners will use to assess your thesis and what information they are provided.

A final thesis is a large document for supervisors to review.  Please allow supervisors reasonable timeframes to review your drafts.   Some supervisors may request to see the final thesis draft multiple times.  A useful VLOG for students and supervisors to watch is the 10 drafts to submission .

There are important conditions around the use of an editor for an HDR thesis.  Find out more .

We recommend that if you haven’t used an editor, specifically state this in your thesis as this will provide transparency for examiners.

You may publish your work throughout your candidature and are permitted to use this published work in the body of your thesis.  Publications should only be included in a thesis if you are the sole or primary author.  All other relevant publications can be included in an appendix.  Publications included within a thesis must be presented in accordance with the HDR thesis rules .  

If you are not the sole author of any publications which are used in the body of your thesis, you will be required to obtain the approval of any co-authors to include the publication in your thesis.  You are also required to outline your specific contribution to the publication on your Co-authorship Approval Form  and in your thesis. This will be provided to examiners.

The office of Graduate Research recommends that if you use publications in your thesis you:

• Avoid repetition
• Ensure the language is consistent throughout the thesis
• Have consistent formatting throughout the thesis
• Maintain consistent referencing, including referencing your own work
• Ensure the thesis flows as one piece of work
• Write commentary at the commencement and end of a chapter linking the publication to the body of work
• Be transparent and explicit in the work you have completed for the publication
• Use explanatory footnotes, if necessary to show examiners if an earlier version of the work has already been published and its location. 
• Ensure that the publication adheres to the Authorship of Research Output Procedures

Before a thesis can be sent out for examination you are required to put the final version of your thesis through the text matching software Turnitin. You must submit your final thesis including the bibliography, and if applicable any appendices through Turnitin.

You should access the textmatching software through the REST FLO site . This site provides useful information, tips and troubleshooting on how to upload your thesis and download your full Turnitin report.

We recommend allowing at least a week to manage this process as delays can occur with large documents such as a thesis. It is often useful to save a second version of your final thesis and split this into 2-3 sections.  Upload the sections in the separate tabs in FLO as this will help reduce the time it takes to receive the Turnitin report.

The full Turnitin report(s) will need to be uploaded to Inspire when you submit your thesis for examination.

Congratulations! You’ve reached the final step in writing up your PhD: the graduation summary. 

When you submit your thesis for examination in Inspire you will be required to upload your graduation thesis summary. This text will be included in the graduation ceremony program and on your AHEGS statement .  It is a concise summary of your project for friends, family members and other graduands attending the event.  Think about it as the ‘story’ of your research. 

Some key points to remember

Short, sharp and shiny . Your citation is limited to 150 words maximum. Rather than getting bogged down in a description of your methodology or data findings, try to address these questions in one or two sentences: What did you investigate?  What gap in knowledge does it fill? Why is this research important?

Remember your audience . This is the time to share your knowledge with the world!

Jargon will only make sense to other experts in your field. If you have to use acronym, make sure you explain it. Think about how you would explain your research to a good friend or supportive family member. You want them to understand why this project is interesting and important.

You’re not a doctor…yet!  Refer to yourself in the third person, but until you’ve crossed the stage or had your degree conferred in absentia , you are still “Ms Smith” or “Mr Almahdi”.

Writing your citation is a great exercise in condensing your project into a punchy, accessible summary of your work.  It will come in handy at networking events, interviews…even family gatherings, where you need to explain one more time why your cousins need to start calling you Doctor. Have fun!

Example summary 1

Australia implements mandatory detention for everyone who arrives by boat seeking asylum, resulting in very high rates of mental illness in children and adults, and multiple human rights violations. Research in this restricted setting is challenging and inevitably politicised.

The thesis includes 10 papers, published between 2002 and 2018, reporting data collected during visits to children held in immigration detention. Children’s drawings include their voices and experience. In this penal environment parenting is undermined and children cannot be protected from trauma and neglect. The thesis extends the original data to outline a framework that demonstrates the cumulative impact on children’s mental health. The ethical implications for clinicians and researchers and the place of advocacy is discussed.

The work is original, significant and relevant given the unprecedented global numbers of displaced people and the adoption by other wealthy nations of harmful deterrent policies similar to those practiced by Australia.

Example summary 2

Many individuals experience communication impairments that impact their ability to function in everyday life. Speech pathology interventions aim to improve an individual’s communication interactions within their everyday life activities. However, there is a critical gap in the evidence for communication interventions that target communicative interactions in real-world contexts. This research investigated participation in online conversation as a real-world context and outcome for communication interventions.

Specifically, the research investigated the effects of a peer e-mentoring intervention for young people who were limited in their ability to use speech in everyday communication. It employed augmentative and alternative communication (AAC) modes (ie, signs, symbols, computerised devices).

Findings confirmed that adult mentors and younger participants who both used AAC reported positive mentoring relationships. Participants were observed to increase their participation in online conversation following the intervention. This study confirms that online conversation can be a valuable real-world context for communication interventi on.

All higher degree by research students have a responsibility to understand and respect the rules and practice of research integrity. The University's policy on Research Integrity states at Clause 1.b that:

"Integrity in research requires adhering to the principles and responsibilities specified in the Australian Code for the Responsible Conduct of Research (the “Code”), which the University comprehensively adopts as its own framework for responsible research conduct in order to provide “a foundation for high-quality research, credibility and community trust in the research endeavour” 1 as carried out at Flinders University."

All higher degree by research students must ensure that their thesis is consistent with the  policy on Research Integrity .

The Office of Graduate Research has its own YouTube channel.  You will find useful VLOGS and podcasts when preparing your thesis for submission. 

Students are expected to keep their theses within the word limits specified below—excluding footnotes, bibliography, tables and appendices—bearing in mind that the quality, scale and scope of the research achieved is relevant to the discipline. Not adhering to word limits may be taken as evidence that the student is unable to demonstrate “the capacity to present well-written work” as required by the course rules.

Note:  Extensive footnotes or very large appendices may be counted within the word limit if their purpose appears to be to bypass the word limit.

Laying out your thesis

For more detailed information about thesis preparation for submission for examination please see the  HDR Thesis Rules . For more information about thesis writing, refer to the REST FLO site.

HDR students are welcome to use of the following thesis template .

All theses submitted in written format for examination for a higher degree by research must have a high standard of presentation. This is effected by:

• Using a good word processing or desktop publishing computer package, and other software to ensure that presentation of text is both clear and attractive to the reader. Software training available at the Support materials website.
• Using the preferred font size of 11-12, with double or 1.5 spacing for the main text.
• Keeping margins moderate and in accordance with the professional standard appropriate to the discipline.
• Presenting tables, diagrams, figures and photographs in a manner acceptable to the discipline, either at the appropriate place in the text or, where lengthy or bulky, as an appendix.  - The University no longer requires a physical copy of your thesis for submission. Your thesis should be submitted as a PDF document through  Inspire .
• Consistent referencing, appropriate for the discipline.

Download Thesis Template 

A thesis must be preceded by a title page.

This title page of the thesis should show:

• the title of the thesis in full
• the name and degrees of the student
• the College associated with the work
• name of the degree the thesis is being submitted for example – Thesis submitted to Flinders University for the degree of Doctor of Philosophy/Masters by Research
• the date of submission of the thesis.

The title page should normally be followed by:

• a table of contents
• a summary in not more than 500 words
• a signed and dated declaration by the student stating:    “I certify that this thesis: 1. does not incorporate without acknowledgment any material previously submitted for a degree or diploma in any university 2. and the research within will not be submitted for any other future degree or diploma without the permission of Flinders University; and 3. to the best of my knowledge and belief, does not contain any material previously published or written by another person except where due reference is made in the text.”
• student's acknowledgement
• if applicable, a page listing of all the student’s publications (both sole and co-authored) submitted, accepted and published during their HDR candidature at Flinders university
• the main text
• bibliography
• appendices.

Note: the thesis must not contain any statement to the effect that the thesis is properly presented and is of sufficient standard to be worthy of examination. 

Tables, diagrams and figures should not stand alone. They should be discussed within the content of the thesis.

Diagrams, figures and photographs included in the thesis should be presented in a manner acceptable to the discipline and appropriately referenced. 

Wherever possible, tables, diagrams and figures should be inserted in the text as soon as is conveniently possible after the first reference to them in the text, but lengthy or bulky tables should appear as an appendix.

Captions for tables are to be inserted above the table to which each refers, whereas legends and figures should ordinarily be placed below the figure. 

Theses are usually written in English. However, in special circumstances the thesis may be written in a foreign language especially if the student is studying in the language disciplines. Refer to Section 20.7 of the  HDR Examination Procedures   and and  HDR Thesis Rules . 

Publications arising out of work conducted during candidature may be included in the body of the thesis provided they contribute to the overall theme of the thesis and are appropriately placed within it. Extensive published papers submitted as additional evidence may be included as an appendix.

Publications within the thesis

Publications or significant sections of them, may be included in your thesis provided they contribute to the overall theme of the thesis and are appropriately placed within it. Publications included in the body of your thesis must adhere to the HDR Thesis Rules Clause 7 and the Authorship of Research Output Procedures

Having your thesis edited

Use of a professional editor in preparation of a thesis is permitted, if undertaken in accordance with the following conditions.

Professional editing of a thesis refers to editing services which are paid for.

• Professional editing must be undertaken before the final version of the thesis is submitted to the student's supervisor for consideration. 
• Supervisors must oversee the process and monitor professional editing on an individual basis.
• Professional editing must be limited to formatting, grammar and style and must not alter or improve the substantive content or conceptual organisation of the thesis. 
• Students should include an acknowledgement of the help given or work carried out by another person or organisation in editing their thesis.

All editors of HDR theses should refer to  ‘Guidelines for editing research theses’ , developed through a collaboration of the Institute of Professional Editors (IPEd)and the Australian Council of Graduate Research (ACGR)and with close attention to  Australian standards for editing practice . They provide information for editors, academic supervisors and research students about the editorial services that professional editors can provide when editing research students’ theses. 

Professional editors work to these guidelines, and the following websites contain links to the most recent update of the guidelines. IPEd’s website will ensure that students and academic supervisors always have access to the most up-to-date information:

• Editing academic theses  is for editors and sets out the scope and limit of editing services an editor can provide. 
• Engaging an editor  is for students and outlines the process of engaging a professional editor, the services a professional editor may offer and the tasks that fall outside the editor’s role.
• When your student engages an editor  is for supervisors and includes information to support your student in appointing an editor as well as your responsibilities as a supervisor of a student who is working with a professional editor. 

 A register of professional editors   can help students identify a suitable editor.

If you have any questions related to our HDR examination process or require any additional information, please don't hesistate to contact us. 

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• Thesis submission and examination
• Submitting your thesis

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Policy Academic Governance HDR Thesis Submission and Examination Procedure

HDR Thesis Submission and Examination Procedure

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This procedure has been established to outline the process to submit and arrange for the examination or re-examination of a thesis produced by a Higher Degree by Research (HDR) candidate.

This procedure addresses HESF Standard 4.2: Research Training (4.2.1 d-g).

This procedure applies to HDR candidates at JCU who are submitting their thesis for examination, and University staff involved in the thesis submission and examination process.

Definitions

Terms mentioned in this document and not defined here are defined in the Policy Glossary in the Learning and Teaching domain of the University Policy Library, and in the Higher Degree by Research (HDR) Requirements .

1. To minimise the examination period it is important that the nomination of examiners has been finalised prior to thesis submission as outlined in the  HDR Nomination of Examiners Procedure.

2. When submitting their thesis, HDR candidates must submit the following to the HDR Academic Services Officer in their College:

a) An electronic copy of the thesis in both Word and single PDF document formats.

b) SUB-FORM-01 HDR Thesis Submission and Release Form completed and signed by the candidate and their Advisory Panel.

c) PUB-FORM-01 Thesis Publications, Copyright and Sensitivity Declaration by HDR candidates whose thesis contains publications derived from the research conducted during their HDR enrolment.

3. The HDR Academic Services Officer from the HDR candidate’s College will check the thesis and the required documentation is complete and send copies of the thesis and the documentation to the Graduate Research School (GRS).

4. Upon thesis submission to the GRS, the HDR candidate will be placed ‘Under Examination’ in the Student Management System.

5. In exceptional cases where the HDR candidate elects to submit the thesis for examination without the relevant certification of advisors, the HDR candidate must have been provided with written advice of the reasons for refusing to sign this certification by the Advisory Panel and have responded to this advice in writing. Copy of this correspondence must be submitted with the thesis.

6. The GRS will contact the nominated examiners and confirm no conflict of interest, and continued willingness to examine the thesis.

7. The GRS will send the thesis out for examination to the appointed examiners with the examiner information, and assessment form.

8. The GRS will advise the HDR candidate when the thesis has been sent to the examiners.  During thesis examination the HDR candidate and advisors must not have contact with the examiners.

9. From the time of submission of the thesis to the GRS for examination or re-examination, all communication regarding the examination of the thesis must be conducted through the GRS.

10. In the process of examination, the examiners may consult with one another through the GRS, but must submit separate reports.

11. Examiners will be asked to ascertain whether a thesis conforms to the learning outcomes of the relevant degree as described in the Australian Qualifications Framework and detailed in the relevant Guidelines for Examiners provided to examiners with the thesis.

12. Each examiner will be asked to submit an Examiner's Report form which includes the criteria to be used in making summative and formative recommendations to the University, and detailed comments on the quality, significance, originality, cohesiveness and presentation of the thesis (normally in a written report). Examiners will be asked to complete their reports within six weeks of receipt of the thesis.

13. The University will endeavour to have the results of the examination process advised to candidates within eight to ten weeks of submission. However, examinations can sometimes take considerably longer than this if examiners do not submit their report in the required time frame.

14. If the examiner has not submitted their report within three months of the date of their receiving the thesis, the Dean, Graduate Research, in consultation with the Primary Advisor, may appoint an alternative examiner, who is normally the nominated replacement examiner.

15. The examiners’ reports and examination outcomes will be handled by the GRS in accordance with the  HDR Consideration of Examiner Reports Procedure .

16. If the HDR candidate or advisors wish to have an oral examination, examiners may finalise recommendations concerning the thesis after the oral examination has been held as outlined in the  Guidelines for Conducting an Oral Examination .

17. The examination procedure outlined above may only be varied, with approval from the Dean, Graduate Research, if:

a) The candidate is enrolled under a Cotutelle or Conjoint Degree Agreement with another University and this variation is specified in the Agreement; or

b) Part of the material to be examined is not ‘print on paper’, necessitating a variation in the examination procedure.

Related policy instruments

HDR Requirements

HDR Nomination of Examiners Procedure

SUB-FORM-01 HDR Thesis Submission and Release Form

PUB-FORM-01 Thesis Publications, Copyright and Sensitivity Declaration

HDR Consideration of Examiner Reports Procedure

Guidelines for Conducting an Oral Examination

Schedules/Appendices

Administration.

NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

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