Nomination of Assessors

Candidates must upload an electronic copy of the thesis to eSpace at up to four stages of the assessment process:

1. An electronic file of the thesis in PDF format must be uploaded to eSpace to initiate the assessment process.
2. An electronic file of the fully corrected thesis in PDF format must be uploaded to eSpace when the candidate has made the corrections as advised by the Graduate School.
3. An electronic file of the thesis in PDF format must be uploaded to eSpace when a candidate is resubmitting the thesis for assessment: that is, when the Dean's decision on the thesis was that the candidate must revise and resubmit the thesis.
4. An electronic file of the fully corrected and final thesis in PDF format must be uploaded to eSpace for lodgement in the UQ Library to initiate the award process.

Note: your thesis must use the approved UQ order and format of contents. If it does not, it will not be accepted as ready for assessment or for lodgement in the UQ library.

When Uploading Your Thesis

1. When uploading your thesis, provide all the requested information. This information is given to the external printer so that the thesis is printed correctly. If all the requested information is not provided, your printed thesis may include avoidable errors.
2. Do not upload a "locked" or secured copy of your thesis, as your document cannot then be printed.  Uploading a "locked" or secured copy delays the assessment of your thesis.
3. List all colour page numbers. Use the page number of the PDF document, not the page number of your thesis.
4. List all A3 page numbers. Use the page number of the PDF document, not the page number of your thesis. Remember to indicate if they are colour pages.
5. List all landscape page numbers. Use the page number of the PDF document, not the page number of your thesis. Remember to indicate if they are colour pages.
6. There is a file upload limit of 70mb. If your thesis is larger than 70mb the UQ Library has tips on reducing file sizes.
7. If you are have difficulties uploading your file or logging into the UQ eSpace, please contact the Research Higher Degrees Unit.

How to Submit (or resubmit) the Thesis for Assessment

1. Convert the thesis to a single "print ready" PDF file. Please save your PDF using the following naming structure:
   • <studentnumber>_<degree>_submission.pdf  or <studentnumber>_<degree>_resubmission.pdf
     DO NOT INCLUDE ANY SPACES IN YOUR FILE NAME - THIS MAY PREVENT YOUR FILE FROM UPLOADING SUCCESSFULLY
2. Go to http://espace.library.uq.edu.au/rhdsubmission
3. Log in using your student username and password and enter the requested information. In the "additional notes" field please supply the following information (if applicable):
   • the page numbers of any A3 pages and whether they are in black and white or colour.
   • whether there are landscape pages in the thesis and list page numbers of the landscape pages otherwise they will be printed incorrectly.
   • whether a CD pouch is required in the back of the thesis.
4. Enter description for your file i.e. whether it is a submission or resubmission.
5. Attach one PDF of your thesis
6. For resubmission only - attach a PDF of the changes that you have made to your resubmitted thesis
7. Upload

When the upload is successful both the candidate and the Research Higher Degrees Unit receive a confirmation email. After  the Research Higher Degrees Unit receive this email and confirm that the PDF file meets the specified formatting, security and readability requirements, we record the submission (or resubmission) of your thesis in SI-net.

Note: you must pay for all pages in excess of those specified by the UQ Graduate School.

Changes to Enrolment Status

Once the thesis is submitted, the candidate's enrolment status is changed from a fee-paying course to the non-fee-paying course "Thesis Under Assessment" if the date of submission is on or before the Census Date for the semester (31 March for Semester One, 31 August for Semester Two). That is, the candidate does not pay tuition fees for the semester if the thesis is submitted before March 31 in Semester One or before August 31 in Semester Two. For that reason, international candidates are encouraged to strive to complete their thesis so that it is ready for submission by the Census Date.

Important Information for International Candidates

Because tuition fees are charged by semester, the University understands that some international candidates can find themselves under tremendous pressure to submit their thesis for assessment by the Census Date, regardless of the readiness or quality of the thesis. To avoid the situation where a thesis is submitted on the Census Date when it is almost but not quite ready,  the Research Higher Degrees Unit records the thesis submission effective date as the Census Date for all theses submitted by international candidates in the 7 days after the Census Date (that is, theses submitted by international candidates between 1 April and 7 April are recorded as being submitted effective 31 March; theses submitted by international candidatures between 1 September and 7 September are recorded as being submitted effective 31 August). The intention behind this procedure is to allow candidates who miss the Census Date deadline by a small margin to submit a quality thesis instead of an almost-ready thesis: candidates should always aim to submit their thesis by the Census Date, not by the end of the following week. Theses submitted on any other day of the year are recorded as being submitted on the day they are received.

Submission of a Thesis without Principal Advisor's Approval

General Award Rule 4.15.3 states that "a student may request that the thesis be submitted for assessment even if the advisor or head of the school considers the thesis does not have have sufficient merit."

1. To request permission to submit your thesis without your principal advisor's approval or against the advisor's advice, you must make a 1-2 page written case explaining why your principal advisor's academic judgement should be overruled.
2. Your school or institute then establishes a small committee to assess the request and make a written recommendation to the Dean, UQ Graduate School. The committee is usually chaired by the head of school or institute director, and comprises the postgrauate coordinator (or, if the postgraduate coordinator is a member of the advisory team, an alternate), the Chair of the School/Institute Research Committee, and one other staff member with experience in the general field and in the supervision and assessment of Australian RHD theses.
3. Your principal advisor makes a 1-2 page written case explaining why the thesis is not yet ready to be submitted for assessment. You are given a copy of your advisor's written case and invited to respond.
4. If you wish to continue to request permission to submit your thesis, you make a 1-2 page written reponse.
5. The committee considers all three documents (steps 1, 3 and 4 above), then makes a written recommendation to the Dean, UQ Graduate School. 
6. The Dean considers the committee's recommendation and the three documents, then decides whether:
   • your thesis will be accepted in its present form; or
   • additional work must be completed to bring the thesis to an assessable standard; or
   • the thesis will be accepted in its present form for assessment for an MPhil instead of a PhD.