Q: What is a thesis embargo and how is an application made?
A: Should the author of their research thesis wish to delay its online dissemination via the
RRU
for a valid reason an application for an embargo can be made to the University
Graduate Research Board
. Please note that an embargo on a thesis is normally sought three months in advance of the expected thesis submission date. Discuss with your supervisor if an embargo is required.
Q: I am trying to upload my thesis to the eThesis System but my status has switched to Alumni so I can only see the Alumni Portal. What do I do?
A: Click on 'quick links' in the top right hand corner of the Alumni Portal and select SISweb and begin the thesis upload process.
Q: I’m getting a message in the My Thesis and Supervisors section of my SISWeb when I try to upload my Thesis:
“You must pay the required fees to submit your thesis”
What should I do?
A: Contact the Student Desk or your Supervisor for assistance
Q: I’m getting a message in the My Thesis and Supervisors section of my SISWeb when I try to upload my Thesis:
"Awaiting Governing Board programme compliance approval for examination"
What should I do?
A: Contact the Graduate Research Board
grb@ucd.ie for assistance
Q: I’m getting a message in the My Thesis and Supervisors section of my SISWeb when I try to upload my Thesis:
"Awaiting Supervisor sign-off before thesis may be submitted"
What should I do?
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 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: Your supervisor can reject the uploaded document, which will then allow you to upload the correct document i.e the version of your thesis your supervisor agreed to be uploaded for examination.
Please ensure this is done ahead of your thesis fee submission deadline. Only one upload is allowed and only under exceptional circumstances can a different version be uploaded after the deadline has passed.
Q: Will I be charged additional fees if I submit an incorrect document and have to upload again, or if my supervisor is not available to accept the uploaded thesis for examination?
A: The date and time on which you first submit your thesis will be taken as your submission date, even if your supervisor is not available to approve it for examination. 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 Boardto 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 ofSISWeb.
Q: What is the latest time I can upload my thesis on the day of the thesis fee submission deadline without incurring any fees?
A: Once you are eligible to submit, you can upload your thesis up until one minute to midnight (23:59) on the day of the thesis fee submission deadline. eThesis support will be available until 5pm on deadline day so please endeavour to upload your thesis in advance of 5pm in case you encounter any issues and require support from the eThesis team. Please refer to the thesis fee submission schedule for details.
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 make an appeal to your Head of School.
Q: After my thesis has been accepted for examination, can I replace it and resubmit it if I notice an error?
A: You can only upload your thesis once, even if there is time left before the thesis fee submission deadline. This must be the version for examination, as agreed with your supervisor. And once your thesis has been submitted and accepted by your supervisor, it cannot be withdrawn as per Academic Regulations 7.57
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 one PDF that is uploaded to the eThesis Exam system. Supplemental information can be in the appendices at the end of the document. See tutorial on how to merge your Word documents. The School is responsible for ensuring the Examiners have access to the material that cannot be included in the appendix.
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 onSISwebto 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 the revisions submit a sign-off form for me?
A: There is no traditional sign-off form needed in the eThesis Exam system. The revisions and final version will first be overseen and agreed outside the system. Then, you must upload the final revised version onto the eThesis Exam system and the examiner approves this version online.
Q: How do I see the revisions needed after examination?
Revisions do not come through the eThesis Exam system. The Chair and their nominee will contact you separately from the ethesis system to provide you with the revisions required. Then, you must upload the final revised version onto the eThesis Exam system and the examiner approves this version online.
Q: What if the Exam Committee is not in place when I submit?
A: Your supervisor can permit you to upload your thesis to the exam system, and you can still submit your thesis. However, your supervisor will not be able to approve the thesis for examination until after the Exam Committee has been approved. Your School Office and your supervisor will receive an email once your exam committee has been approved.
It is important that your supervisor returns to My Graduate Research Students to approve the thesis for examination when the Exam Committee is in place. You will receive an automated email when your supervisor has completed this task.
Q: Who should I contact for support if I require it?
A: Your supervisor/School should be your first point of contact.
- If you believe you are eligible to submit and the submit button is not appearing, please contact acce@ucd.ie.
- For fees related queries contact the Student Desk on www.ucd.ie/askus.
- For technical support on using the eThesis system please contact ethesis@ucd.ie.