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School of Doctoral Studies

Submission of the thesis

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Academic and Student Administration Service

School of Doctoral Studies

Student Information and Advice Centre (CIAE)
C/ Maria Aurèlia Capmany, 38
Campus Montilivi
17003 Girona

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Tel. +34 972 41 80 48

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Tel. +34 972 41 80 06

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Submission of the doctoral thesis

 

 

1. Thesis review

When the thesis is finished, the doctoral student should request the Doctoral School, with the approval of the thesis supervisor or supervisors and his or her tutor, to initiate the process for the review of the thesis. For this purpose, he or she should submit an application, using the standardised form available in the electronic office’s section on procedures, through the University’s Electronic Registry. The application should indicate whether an international doctoral degree is requested and whether the thesis is submitted as a compendium of publications. The application form should contain an authorisation to use the electronic CV extracted from the CV management application in force at the UdG, and the electronic file of the thesis will be attached, preferably in PDF format, or in any of the other formats accepted by the University. In the event that the thesis is submitted as a compendium of publications, the following electronic files should also be attached to the application form:

a) a report from the thesis supervisor or supervisors indicating the suitability of this format and demonstrating the relevance of the specific contribution of the doctoral student to the publications submitted,

b) the acceptance of the co-authors, if any, of each of the publications the doctoral student submits as part of the thesis, and

c) the renouncement of the joint authors of the publications to submit them as part of their doctoral theses.

Subsequently, the Doctoral School will send the thesis to the Academic Committee of the doctoral programme, which will verify, within a maximum period of five working days, starting from the date of its receipt, that the thesis fulfils the formal requirements specific to each field, as well as the format criteria approved by the Management Committee of the Doctoral School.

The thesis should receive a report from two expert doctors from two different higher education institutions and research institutes outside the UdG by means of an anonymous review process. The experts will be appointed by the Academic Committee of the doctoral programme and must have an ongoing line of research or equivalent research merits.

The reports issued by the experts should refer to both the formal aspects of the thesis and to its adaptation to the theoretical framework, the objectives, the methodology, the results, the discussion, the conclusions and the references, and should emphasise, if applicable, the impact the results may have in the scientific and social fields. The reports should indicate the aspects which are regarded as worthy of mention. Finally, taking into account the aspects mentioned above, the consent, or otherwise, to the submission and defence of the doctoral thesis should be stated. The Doctoral School guarantees the anonymity of the reporting experts. The experts will be remunerated in accordance with the University budget established each year.

The Doctoral School should ensure that the process of issuing the experts’ reports is completed within a period not exceeding two months, starting from the day following the date of the appointment of the experts. The student has the right to request the mediation of the Academic Committee in the event that this deadline is exceeded.

If one of the reports issued by the experts states that the thesis cannot be defended, the Academic Committee will appoint a third casting expert from a higher education institution or research institute outside the UdG different from the two previous experts. If two of the reports are negative, the process will be closed and the doctoral student and the supervisor or supervisors will be informed, so that the thesis may be improved and, if necessary, the review procedure may be subsequently initiated, within the maximum period of stay on the doctoral programme.

The Doctoral School should send the doctoral student, the thesis supervisor or supervisors and the tutor a copy of the anonymous reports drawn up by the experts.

The doctoral student should introduce the modifications proposed in the reports or, if appropriate, provide the reasons why he or she considers that they cannot be incorporated in the reply to the reports. The above-mentioned reply should also indicate the modifications made.

In the event that the student aspires to the international mention in their doctoral degree, the aspects mentioned in point 8.5 of these regulations should be borne in mind with regard to the external experts.

 

2. Thesis submission

Once the procedure for the review of the doctoral thesis has ended, the doctoral student may submit it within a maximum period of three months. If this period is exceeded, the procedure will be deemed terminated and the doctoral student, the tutor and the supervisor or supervisors will be informed. In this case, if the doctoral student wishes to defend the thesis, he ore she should reinitiate the review process.

The submission of the doctoral thesis will be performed through the University’s Electronic Registry by means of the standardised application form available in the section on procedures of the Electronic Office of the University of Girona. The application, signed by the doctoral student, should contain the authorisation to use the electronic CV extracted from the CV management application in force at the University of Girona and the following will be attached:

a) the electronic file of the thesis, preferably in PDF format, or in any of the other formats accepted by the University, signed by the doctoral student,

b) the electronic file of the doctoral student’s reply to the reports of the Academic Committee, if appropriate, and the external experts, clearly indicating the modifications made to the doctoral thesis, and

c) the electronic file of the favourable report of the thesis supervisor or supervisors, with the approval of the submission.

If an international mention in the doctoral degree is requested, it will also be necessary to attach accreditation of the stay lasting a minimum of three months at a higher education institution or research centre in a country other than Spain, signed by the head of the receiving centre or centres.

The Doctoral School will inform the General Secretariat of the submission of the thesis so that it may announce its public display, for a period of five working days starting from the day of the submission, in the Electronic Office of the University of Girona.

The thesis may be viewed by anyone who can accredit the status of doctor at the Doctoral School.

Once the period for the public display has ended, the general secretary will certify it.

Once the period for the public display has ended, the Academic Committee of the doctoral programme will authorise, as appropriate, the defence of the doctoral thesis and will appoint the tribunal, specifying a president, a member and a secretary, as well as two substitute members.

Once the defence has been authorised and the tribunal agreed upon by the Academic Committee of the doctoral programme, the Doctoral School will inform the doctoral student, the thesis supervisor or supervisors, the tutor and the members of the tribunal within five working days. The Doctoral School will send to all the members of the tribunal, together with the notifications of their appointments, the electronic copy of the thesis and other relevant documentation.

Following the notification of the definitive authorisation to defend the thesis and the designation of the tribunal, the president will convene the act of defence at least 15 working days in advance, so that the doctoral student can prepare the defence and send the date of the defence to the Doctoral School at least two working days in advance.

In the event that the defence of the doctoral thesis is not authorised within a maximum period of five working days following the adoption of the agreement, the Doctoral School should inform the doctoral student and the thesis supervisor or supervisors and tutor of the agreement, providing a reasoned report.

Transitory provision

While the procedures any other electronic procedure involving the submission of texts and documents to the University’s electronic registry are not operative in the University’s Electronic Office, they will continue to be performed via the conventional route and the submission will be made by means of the attendance register, in accordance with its governing regulations.

While the UdG’s Electronic Registry is not operative for the submission of doctoral theses, the procedure for submitting the doctoral thesis will be as follows:

Once the review procedure of the doctoral thesis has ended, the doctoral student may proceed to formally submit it. To make the submission effective, the doctoral student should submit a standardised application to the Doctoral School via the University Registry, including an authorisation to use the electronic CV extracted from the CV management application in force at the UdG, accompanied by the following documentation:

a) A complete copy of the doctoral thesis in paper format, signed in his or her own hand by the doctoral student.

b) The complete electronic file of the doctoral thesis, in PDF format, or in any of the other formats accepted by the University, preferably signed by means of any certificate admitted by the University of Girona or in duly labelled physical format, signed by the doctoral student.

c) The doctoral student’s reply to the formal or format-related changes requested by the Academic Committee and the anonymous reports issued by the experts, setting forth his or her position regarding the content of the reports received and clearly indicating the modifications made to the doctoral thesis. This document should be signed by the doctoral student and the thesis supervisor or supervisors.

d) A favourable report from the thesis supervisor or supervisors with the approval of this submission.

 

3. Thesis defence

The maximum period for defending the doctoral thesis will be four months, following the appointment of the tribunal. The Academic Committee of each doctoral programme may authorise an extension of this period when unforeseen circumstances occur.

The act of defence of the thesis should be convened by the president of the tribunal; the Doctoral School should also be informed of the date of the defence, at least two working days in advance.

The act of defence of the thesis must be performed at a public session, at any centre of the UdG, within the academic period established for the reading of the thesis and on a teaching day.

For the thesis to be defended, it will be necessary for three members of the tribunal to attend. If the School Management authorises it, the member of the tribunal may perform his or her duties by video conference by the means determined, as appropriate, by the UdG. In this case, the Doctoral School will send this member the documentation he or she should complete, and the latter should send it to the Doctoral School within a maximum period of 15 working days.

In exceptional circumstances, the School Management may authorise the doctoral candidate to defend the thesis without being physically present at the place where the tribunal has been constituted and do so remotely. The intervention of the doctoral student should be performed, in this case, by video conference, by the means determined by the UdG, ensuring the necessary immediate nature and the simultaneous exchange of information by means of images, sound and, if necessary, the transmission of other data.

If the doctoral student does not attend the act for the defence of the thesis without any justified reason, the mark no apte (fail) will be recorded in the corresponding act.

If the defence cannot be performed for justified reasons, the president may make a new call for the defence of the thesis, which must be performed within a màximum period of 15 working days, and inform the Doctoral School of the date of the new call at least two working days in advance.

The act should consist of an exposure by the doctoral student of the research work performed, the methodology employed, the results and the conclusions, with particular mention of his or her original contributions.

The members of the tribunal may ask the doctoral student any questions they deem appropriate. Similarly, the doctors present at the public act of defence may ask questions at the time and in the manner indicated by the president of the tribunal.

Once the defence and discussion of the doctoral thesis have ended, the tribunal will draw up a written evaluation report. The tribunal will issue the overall mark awarded to the thesis in accordance with the following scale: no apte (fail), aprovat (pass), notable (very good) and excel·lent (excellent). The members of the tribunal may propose that the theses marked as excel·lent (excellent) receive a cum laude mention by means of a secret ballot, in accordance with the following procedure:

a) The Doctoral School will provide the members of the tribunal with user names and passwords, if they do not already have valid credentials, in order to cast their secret votes via the University’s e-voting system.

b) Each of the members of the tribunal will issue their votes individually and in secret, before 10.00 a.m. on the working day following the defence of the thesis.

c) Once the above period has gone by, at a session different from that for the defence of the thesis, the counting of the votes cast by the members of the tribunal will take place. This count will be performed in the presence of a member of the tribunal, or, in his or her absence, the director of the Doctoral School, and the result obtained will be recorded in the corresponding act, signed by the member of the tribunal, or, in his or her absence, the director of the Doctoral School.

d) The words cum laude will be granted when a unanimous proposal results from the counting of the votes cast. The minutes of the counting of the votes cast by the members of the tribunal will be kept with the other documentation generated by the acts of defence and evaluation of the thesis.

f) The Doctoral School will inform the interested party of the final mark resulting from the count; it also will send copies to the thesis supervisor or supervisors and the members of the tribunal.