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PGR Assessments - Frequently Asked Questions

Please note that we have amended some of our processes to enable us to administer the examination process while working remotely to the global Covid-19 pandemic. Please refer to our working remotely section for further information


Flowchart of the examination process

Where can I find information about pre-thesis submission extensions and withdrawals?

The Student Records Management team in Student Administrative Services process pre-submission changes to student records.


When should I complete the Nomination of Examiners form?

Ideally the Doctoral College should receive your completed Nomination of Examiners Form ( Form 2.) at least one month before you intend to submit. Please complete Part 1 of this form and then forward to your supervisor for completion of Part 2.


How do I submit my thesis for examination?

You should submit an electronic version of your thesis, together with completed Thesis Submission Declaration Form (Form 3.) to the Doctoral College via the online form.

You will receive a confirmation of receipt email within three working days of submission. During our peak periods we may not be able to confirm receipt should you contact us for an update.


Will I continue to have access to the Library and IT services once I have submitted my thesis?

Once you have submitted your thesis your access to facilities will automatically be extended to cover your examination period. This will include any time allowed by your examiners to undertake minor corrections or submit a revised thesis. Please note that it may take a few days for your period of registration to be extended. There is no need to obtain a new student card, unless you specifically require a card showing your new expiry date.


How will my viva take place?

You have the opportunity to decide whether you wish to attend your viva by video conference or postpone until you can attend in person. The Doctoral College can extend your registration period to ensure that you are able to access University facilities in the period leading up to your viva if necessary. If you are a Tier 4 visa holder you should consider the consequences of postponing if your visa is due to expire in the coming months.


The outcome of my viva/examination was re-submission and I am now ready to re-submit my revised thesis. Is there anything else I should do?

You should submit your thesis as above. In addition you should provide a memo detailing how you have addressed the revisions requested by your examiners. Please note the resubmission fee is currently £200.00. You can pay the fee online.

If you are unable to pay online, please contact the Doctoral College.


The outcome of my viva was 'Pass subject to the completion of minor/major corrections'. Will I be formally notified of this by the Doctoral College?

In cases where the outcome of your viva is “Pass with minor corrections” or "Pass with major corrections", the Doctoral College does not usually notify you of this. Your examiners should provide you with a list of the corrections and the deadline for completion either at the end of the viva or shortly afterwards.


I have completed my minor/major corrections. What should I do now?

You should forward a copy of your corrected thesis to your internal examiner. If you had two external examiners you should forward the revised thesis to your examinations advisor who will forward it to the external examiner(s) nominated to check the corrections. If the corrections are satisfactory, the examiner will notify the Doctoral College.


My examiner has confirmed that I have satisfactorily completed my corrections. What should I do now?

You are now required to submit a final electronic version of your thesis and completed Library Declaration and Deposit Agreement (Form 5.) via the online form. Please note that Masters by Research students are not required to submit an electronic copy.

The Doctoral College team is still working remotely, so we are currently unable to receive hard copy theses. However, Warwick Print can store these in their secure facilities until they can be processed. You can order via Warwick Print online and select ‘Doctoral College’ as the delivery address. Please note when completing the order form you should specify Library Binding. The pages of your thesis should be stitched along the spine for longevity and therefore we are unable to accept bindings which have the pages bound by any other means, such as glue only. Further details of the hard-binding specifications are available in Appendix B of the Guide to Examinations of Higher Degrees by Research.

If you would prefer to use an external printing service please let us know so that we can contact you again when we are in a position to receive theses from external printers.

Once we have received your final electronic thesis submission your name will be placed on the next pass list for the approval of your award by the Senate and we will send you an email to confirm this.


The outcome of my viva was pass without the need to complete any corrections. What should I do now?

You are required to submit a final copy of your thesis as described above.


I have submitted my final library thesis. What happens now? When will my degree be conferred?

As soon as all the paperwork in connection with your examination has been completed and you have submitted a final library bound and electronic copy of your thesis, your name will be placed on a pass list for the approval of your award at the next meeting of the Senate. Shortly after the meeting, you will receive confirmation to your University email address and any other email address recorded on your student record. Please ensure that your email details are correct on Student Records Online. Your award will only be conferred once you have paid any study-related debts to the University.


My degree is about to be conferred and I hold a Warwick Student/Tier 4 Visa. Will my immigration status be affected?

If, after submitting the final electronic/hard copy of your thesis to the Doctoral College, your award is approved by Senate more than 2 weeks before the “Expected Course End Date” on your latest CAS (Confirmation of Acceptance for Studies), the university will report your “early completion” to the UKVI. You may not be able to re-enter the UK using your tier 4/student visa once this report has been made.

In due course, the UKVI will “curtail” (shorten) your visa, normally to a date 4 months from when your degree was conferred. If you are in the UK, this means you can stay in the UK until then to work (subject to the conditions of your visa), settle your affairs in preparation to leave, or apply for another visa. However, if you are outside of the UK when your visa is curtailed, your visa will immediately be deemed as “lapsed”, and you will not be able to enter the UK using it, even if the curtailed expiry date is in the future.

For this reason, you should plan any periods of absence from the UK around the time your degree is conferred carefully. This is particularly important if you need to make a further visa application from within the UK, e.g. because you want to apply for the ‘Graduate Route’ Visa.

The Immigration Service is here to help if you have queries or concerns about your visa whilst you are at, or graduating from Warwick.


When will I receive my degree certificate?

Once the award of your degree has been approved by the Senate, you will be invited to attend the next Degree Congregation. You may choose either to receive your degree certificate at the ceremony or to graduate in absentia. Please note that you will not receive your degree certificate until your degree has been conferred formally at a Congregation, whether you decide to be present in person or not. Further information on Degree Congregations is available on the Awards and Ceremonies website. The Awards and Ceremonies Team can be contacted via graduation at warwick dot ac dot uk.