PhD progress is monitored annually by your supervisory team (see the Code of Practice for Supervisors and Research Students for details). This is an opportunity for you and your supervisors to look back on the past year of work, address any concerns that might arise and plan for the next year of your studies. While you will be having these discussions during your supervision meetings throughout your studies, this report is a summary of your progress each year and is the official report added to your student record.
In preparation for this, you will be asked to complete a self assessment form sent to you through the student system. Your supervisors may ask you to prepare particular pieces of academic work in preparation for your meeting and these can be attached to your form.
The review will take place 9-12 months after your registration anniversary date and the system will send you the form form completion at around month 8 so that you can start working on it. This means that if you started your programme in September you will receive your form in April and you would expect to have your review meeting in May-August. The exact scheduling will depend on the availability of you and your supervisors.
It is recommended that a meeting between you and your supervisory teams is scheduled to go over your report every year. An additional member of academic staff not connected with your project will also be part of these meetings to provide a fresh perspective.
To do list:
- Talk to your supervisors to set up a meeting date.
- Agree with supervisors what materials are needed for your review. Please aim to submit your form and materials at least two weeks in advance of your meeting to allow the panel time to prepare for the meeting.
- Confirm with supervisors the name of your external panel member
- Complete the self assessment form sent to you through MyEd. (You can save the form and come back to it if you need to.)
- Hit submit button!
- You will be able to track the status of your form through your student record.
The review form:
The progress review form is built into the student record system.
You can find guidance on how to complete the form on the Student Systems website.
What happens next?
- When your form has been submitted it will be available to your supervisory team to view.
- After your meeting your lead supervisor will complete an additional part of the form with their comments on your progress so far. This is then sent to your second supervisor for comment and agreement and so on until all supervisors have had the chance to see the report.
- Once the form has been completed by all supervisors it will then become available to you so that you can read over the comments and indicate that you have read and understood the outcome of your review.
- Once you have indicated your agreement on the online form a final version of the full form will be added to your record.
Your thesis is submitted for examination to the College of Humanities and Social Sciences (CHSS) Postgraduate Office (PGO) based in 57 George Square. What you need to do:
- Guidance on the examination process - this document provides a timeline of the whole process for you from completing your intention to submit forms right through to registering for graduation.
- Code of Practice for Supervisors and Research Students - have a look at this as it gives an overview on the process of writing up and submission.
- Intention to Submit forms - two months prior to submission date, you should complete these forms and hand them in to the School PG Office, these will be copied for your file and sent to the College PG Office on your behalf. When these are received at the School PGO, the nomination of your examiners will be arranged so it is important to do this in good time so that all arrangements are in place for the examination of your thesis by the submission date.
YOU MUST COMPLETE THREE FORMS (these can be found on the Academic Services website under the Forms for Students section.
- Notice of Intention Submit
This form is sometime referred to as the NIT. You will need your supervisor's signature on this.
- Abstract of Thesis
- Your abstract must be written directly onto this form and should fit onto one side of A4.
- You can adjust the font of the writing to make the most of the space available but make sure that it is no less than 10 points and legible!
- Access to Thesis and Publication of Abstract
- You will need to sign this
- Postgraduate Assessment Regulations for Research Degrees - this document details the procedures and regulations for the thesis examination
- Regulatory Standards for the Format and Binding of a Thesis - this sets out information on how you should format your thesis (margins, fonts, binding etc).
The guidance included in the regulations refers to the final bound thesis however all information regarding layout and what to include in your thesis is the same for your soft bound initial submission.
You also email a copy of your thesis to the College Postgraduate Office when you submit your thesis for examination: hss.PGRExams@ed.ac.uk
- Final Bound thesis
After you have completed your viva, you need to make arrangements to submit your final thesis to the College Postgraduate Office. You may be required to make some amendments or corrections to your thesis. When the final thesis has been approved by your examiners, they should contact the College Postgraduate Office to confirm and then let you know that you are ready to submit your final bound thesis. Information on the submission of your final thesis is available on the Academic Services website.
- Final Binding - spine layout
This document shows the preferred layout for the spine of final bound PhD theses.
If your thesis is longer than 300 pages in length you may have to have it bound in more than one volume - please seek advice on this from the binders.
Slides from the PhD Viva Preparation Workshop are now available: Viva Preparation Slides [PDF]
Please be aware that failure to pay your tuition fees in a timely manner is dealt with very seriously by the Finance department. If you are having difficulties please make sure that you get in contact with the Finance department in order to work out a solution. Information on the steps taken to recover fees from students who fail to do so is available online: