The eThesis Examination system was developed to facilitate the ONLINE processing of research theses: from initial submission, through the examination process, to Academic Council Committee on Examinations (ACCE) decision; resulting in the student being conferred with an Award.
Q: I’m getting a message “You must pay the required fees to submit your thesis” when I try to submit my thesis; what should I do?
A: Contact the Student Desk or your Supervisor for assistance
Q: I’m getting one of two of the following messages when I try to submit my Thesis what should I do?
- Awaiting Governing Board programme compliance approval for examination
- Awaiting Supervisor sign-off before thesis may be submitted
A: Contact your Supervisor for assistance
Q: I keep getting an error message when I try to submit my thesis on the ethesis form, what do I do?
A: Ensure that you have not exceeded the character limits in the text boxes on the online form. The limits are located in the bottom right corner of the text boxes. If there is an error saving the form it is recommended to copy the text into the this web site and ensure the byte value is less than or equal to the 4000 character limit:
https://mothereff.in/byte-counter
OR
A: The filename for the thesis you are uploading could be too long
Q: What do I do if I submit my thesis and I have uploaded an incorrect document?
A: Contact your supervisor immediately for assistance. Your supervisor can reject your submission, which will then allow you to upload the correct document. Only one single pdf can be uploaded. All appendices must be included in this pdf.
Q: Will I be charged additional fees if I submit an incorrect document and have to upload again, or if my supervisor isn’t available to accept?
A: The date and time on which you first submit your thesis will be taken as your submission date, even if your supervisor isn’t available to accept. It is recommended that you engage with your supervisor in advance of submission to agree a timeline so that this situation does not occur. If the supervisor does not provide you with confirmation to upload your eThesis, then you will incur additional fees until confirmation is provided. Students can apply for extenuating circumstances. Consult with the School and Graduate Research Board to apply.
Q: I am trying to submit my eThesis but there is no submit button.
A: Check your registration is correct and up to date. You can review your registration in the UView section of SISWeb.
Q: Who should I contact for support if I require it?
A: Your supervisor/School should be your first point of contact. See also Useful Contacts section.
Q: What if my supervisor will not allow me to submit my thesis?
A: As per Academic Regulations 7.56 a) your supervisor must approve submission of your thesis for examination and will only do this if in agreement that it is ready for examination. If you are of the opinion that your supervisor is unreasonably withholding permission for thesis submission, you may appeal to the Head of School in which you are registered.
Q: After my thesis has been accepted for examination, can I replace it and resubmit it if I notice an error?
A: No, as per Academic Regulations 7.57, a thesis cannot be withdrawn from the examination process once accepted for examination.
Q: How do I get supplemental material that should accompany my thesis to my Examination Committee? e.g. maps, data, etc
A: All material should be contained in the PDF that is uploaded to the eThesis Exam system. Supplemental information can be in the appendices at the end of the document. See link to saving your thesis as a pdf. If there is material that can’t be included as an appendix, the School is responsible for ensuring the Examiners have access to them.
Q: How long will my thesis be retained in the eThesis Exam system after my degree has been awarded?
A: Your thesis will be automatically transferred to the RRU (unless embargoed) where it becomes freely available to view and download. The version contained in the eThesis Exam system will be retained in line with UCD Registry’s retention guidelines (normally 13 months - currently under review), after which time it will be removed from the system.
Q: How can I track the progress of my eThesis?
A: The eThesis Exam system will update the status as it progresses through the examination process so that you can keep track of the progress. Log on to UView on SISweb to review this.
Q: What if I have extenuating circumstances that prohibit me from submitting my thesis?
A: Your supervisor/School should be your first point of contact as they will be able to provide you with guidance on the most appropriate action relevant to your situation. Your School can request an extension to your submission deadline due to exceptional circumstances.
Q: What if I have extenuating circumstances preventing me from attending my viva voce?
A: Contact the Chair of your Exam Committee to reschedule.
Q: How does the examiner overseeing corrections/revisions submit a sign-off form for me?
A: There is no traditional sign-off form needed in the eThesis Exam system. The corrections and final version will first be overseen and agreed outside the system. Then, you must upload the final version onto the eThesis Exam system and the examiner approves this version online.
Q: How do I see the corrections/revisions needed after examination?
A: Corrections/revisions do not come through the eThesis Exam system. The Chair of your Examination Committee will share the corrections/revisions required with you directly
Contact the eThesis team at ethesis@ucd.ie