University Registrar’s Office

Dissertation submission, submitting the doctoral dissertation.

Notification of Readers (NOR):

  • Set up by you or your program prior to dissertation submission, depending on departmental practice. If your program allows students to create the NOR you will see a Notification of Readers tile in the Dissertation Progress Reporting and Submission (DPRS) site. Contact your departmental registrar for questions and assistance.
  • Notify program of your intent to submit by February 15 (spring) or September 1 (fall)
  • Three readers are required with a maximum of five permitted. Two must be ladder or ladder-track Yale faculty, including the adviser. All readers must hold a PhD degree and a faculty position or be considered otherwise qualified to evaluate the dissertation by the DGS and the Graduate School.
  • NOR Submission Instructional video

Submission Information:

  • March 15 for spring degree conferral in May/June, 5:00 pm
  • October 1 for fall degree conferral in December, 5:00 pm
  • A pdf of your dissertation may be submitted using the degree petition page in the  Dissertation Progress Reporting and Submission  (DPRS) site at any time within the academic year. Dissertations submitted after the above semester submission deadlines will be processed for the following degree date
  • Final changes to the dissertation must be uploaded in DPRS within 30 days of the submission deadline. To make changes to your dissertation after it has been submitted, email .
  • Upon submission of your dissertation and approval of your readers by the DGS, a pdf of your dissertation will be automatically sent to all readers.
  • Upon request from a reader, students are required to and responsible for mailing a soft-bound copy of the dissertation to the reader.

IMPORTANT: Students who submit their dissertations before the end of the add/drop course enrollment period (see the  academic calendar ) are NOT eligible to register as students for the remainder of that term. Students who wish to remain registered until the end of a given semester must submit their dissertations AFTER add/drop closes in order to remain registered for that semester.

  • Submitting Degree Petition and Dissertation in DPRS:

The Degree Petition page in DPRS consists of the degree petition, links to required surveys, and a site to upload a pdf of your dissertation. No paper submission is required.

  • ​ The dissertation title is populated from your most recent Dissertation Progress Report. You can change the final title on the petition page by clicking the “No” radio button and modifying the title. Click the save button at the bottom of the page to save the title prior to submitting the dissertation
  • Survey of Earned Doctorates – submission confirmation page
  • GSAS Exit Survey – upload first page of GSAS Survey that has your email address
  • ProQuest (ETD) Publication Agreement – detail page
  • Upload a pdf of your dissertation

Degree Petition and Dissertation Submission Instructional Video

Additional Questions?

  • Dissertation Office:   
  • Barbara Withington:
  • Austin Hanlin:

Formatting the Doctoral Dissertation

Physical Requirements:

  • Double spaced
  • Exceptions: block quotations, bibliographic references, captions, footnotes should be single spaced, with a double space between each entry
  • Saved as a pdf to be uploaded on the Degree Petition and Dissertation Submission page in DPRS
  • No paper copy needs to be submitted

Margins: Left side margin of 1.5”, 1” margin on all other sides

Page Numbers

  • 0.5” from any edge
  • Preliminary pages are numbered with lower-case roman numerals, except title page and copyright page which are not numbered. The page following the copyright will be numbered (iii) and additional pages will be numbered sequentially
  • The dissertation proper begins with page Arabic number “1” and runs consecutively to the end            
  • 10- to 12-point font
  • Same font type should be used throughout, including header, footnotes, page numbers

Order of Sections:

  • Copyright Page
  • Table of Contents
  • Front Matter (acknowledgements, list of illustrations or tables, etc.)
  • Body of Text
  • Back Matter (appendices, bibliography, supplemental figures and tables, etc.)
  • Placed immediately preceding the title page
  • Heading centered on page
  • Dissertation title and name of author must match title page
  • Text of abstract below the heading, double spaced

Full title of dissertation

Full name of author

Year of PhD conferral (e.g., 20XX)

  • All text centered
  • Month and year of conferral (e.g., May or June 20XX, or December 20XX)
  • See attached example at end of guide

Copyright Notice:

  • Typed 3” below top margin
  • Format includes copyright symbol ©

                     © 20__ by [Student’s Name]

                     All rights reserved.

  • Note: the copyright available through ProQuest is optional and an additional fee

Tables and Figures:

  • Tables placed as close as possible to their reference in the text
  • Heading at top of table
  • Consecutive numbering throughout, or by chapter (e.g., 1.1, 1.2, 2.1, 2.2)
  • Captions placed at bottom

(Sample Title Page)

Dissertation Title: Subtitle

(first letter of each word in title should be capitalized)

A Dissertation

Presented to the Faculty of the Graduate School

Yale University

In Candidacy for the Degree of

Doctor of Philosophy

[Full Name of Author]

Dissertation Director: [Full  Name of the Advisor(s)]

(or chairperson of advisory committee)

(month of graduation, not of submission)

Submission Policy

Dissertations for the Yale Graduate School of Arts and Sciences Doctor of Philosophy degree must be submitted to the Graduate School by 5:00 pm on March 15 for consideration at the May meeting of the degree committee, and by 5:00 pm on October 1 for consideration at the fall meeting of the degree committee. These deadlines are established to allow sufficient time for readers to make careful evaluations and for departments to review those evaluations and make recommendations to the Graduate School. No extensions of the deadlines will be granted. Dissertations submitted after the deadlines will be considered for degree conferral during the following term.

In accord with the scholarly ideal that the candidate for a doctorate must make a contribution to knowledge, all dissertations that have been accepted by the Graduate School are made available in the Yale library.

Students do not need to be registered to be eligible to submit the dissertation.

Students who complete all PhD requirements within four continuous years of full-time study in the PhD program will be registered and charged full tuition only through the term in which the dissertation is submitted. Students who take a leave of absence must complete the four-year full tuition obligation, regardless of when they submit the dissertation.

The Graduate School does not compel departments to evaluate the dissertations of degree candidates who are no longer registered. In practice, however, departments normally agree to evaluate these dissertations.

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Dissertations and Theses

The dissertation is the hallmark of the research expertise demonstrated by a doctoral student. It is a scholarly contribution to knowledge in the student’s area of specialization. By researching and writing a dissertation, the student is expected to demonstrate a high level of knowledge and the capability to function as an independent scholar. 

A thesis is a hallmark of some master’s programs. It is a piece of original research, generally less comprehensive than a dissertation, and is meant to show the student’s knowledge of an area of specialization.  

Document Preparation

PhD and master’s students are responsible for meeting all requirements for preparing theses and dissertations. They are expected to confer with their advisors about disciplinary and program expectations and to follow Graduate School procedure requirements.

The Graduate School’s format review is in place to help the document submission process go smoothly for the student. Format reviews for PhD dissertations and master’s theses can be done remotely or in-person. The format review is required at or before the two-week notice of the final defense. 

Access and Distribution

Ohio State has agreements with two organizations— OhioLINK   and   ProQuest/UMI Dissertation Publishing —that store and provide access to Ohio State theses and dissertations.  


Graduate degree examinations are a major milestone in all graduate students’ pursuit of their graduate degree. Much hinges on the successful completion of these examinations, including the ability to continue in a graduate program. 

The rules and processes set by the Graduate School ensure the integrity of these examinations for graduate students, the graduate faculty, and for Ohio State. 

Final Semester

During your final semester as a graduate student there are many activities that lead up to commencement and receiving your degree. Complete the final semester checklist and learn more about commencement activities.

Graduation Calendar

Select your expected graduation term below to see specific dates concerning when to apply for graduation, complete your examinations and reports, submit approved thesis and dissertation, commencement, and the end-of semester deadline.

Applications to Graduate Due 1  : January 26, 2024

Examinations and Reports completed by 2  : April 12, 2024

Approved thesis and dissertation submitted and accepted by 3  : April 19, 2024

Commencement 4  : May 5, 2024

End of Semester Deadline 5  : May 6, 2024

Applications to Graduate Due 1  : May 24, 2024

Examinations and Reports completed by 2  : July 12, 2024

Approved thesis and dissertation submitted and accepted by 3  : July 19, 2024

Commencement 4  : August 4, 2024

End of Semester Deadline 5  : August 19, 2024

Applications to Graduate Due 1  : September 6, 2024

Examinations and Reports completed by 2  : November 22, 2024

Approved thesis and dissertation submitted and accepted by 3  : November 27, 2024

Commencement 4  : December 15, 2024

End of Semester Deadline 5  : January 3, 2025

Applications to Graduate Due 1  : January 24, 2025

Examinations and Reports completed by 2  : April 11, 2025

Approved thesis and dissertation submitted and accepted by 3  : April 18, 2025

Commencement 4  : May 4, 2025

End of Semester Deadline 5  : May 5, 2025

1  Applications to graduate include current semester or End-of-Semester deadline. Applications must be received by close of business.

2 Format reviews may occur electronically or in person at the Graduate School during announced business hours.  Both options require submitting a digital version of the dissertation or DMA document draft in a PDF format to  [email protected] .  

3  Approved documents must be submitted via OhioLINK and accepted by the Graduate School by the close of business before the Report on Final Document will be processed.

4  Students not attending commencement must complete the commencement section on the Application to Graduate to indicate how their diploma should be disbursed.

5  A degree applicant who does not meet published graduation deadlines but who does complete all degree requirements by the last business day prior to the first day of classes for the following semester or summer term will graduate the following semester or summer term without registering or paying fees

Still Have Questions?

Dissertations & Theses 614-292-6031 [email protected]

Doctoral Exams, Master's Examination, Graduation Requirements 614-292-6031 [email protected]

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Submitting your thesis for examination (PhD, EdD, MD, BusD, MLitt, MSc)

Format of the thesis.

The thesis must:

be written in British English, apart from quotations and recognised technical formulae

be in A4 portrait format

use one-and-a-half spaced type

include any photographs or other illustrations scanned into the text

be saved in the electronic format and naming style specified by your Degree Committee

Examiners are not expected to edit work. They will deal with errors of fact and typographical errors that affect the meaning of your work, as well as larger structural issues. The extent to which the text has or has not been properly prepared may influence their recommendation concerning the award of the degree. You are therefore advised to check your thesis thoroughly prior to submission to ensure clear, formal British English has been used throughout and that there are minimal typing and/or spelling mistakes.

How and when to present the thesis for examination

You must submit an electronic copy of your thesis for examination, and any required accompanying documents, to your Degree Committee by your submission deadline (which can be found under 'Thesis Submission details' on the Academic tile in your CamSIS self-service). You are required to submit your thesis for examination by your deadline even if the date falls over a weekend or holiday period.

Your Degree Committee should provide you with guidance for electronic submission; please contact them directly if you require any assistance.

The thesis you submit to your Degree Committee will be the thesis forwarded to the examiners for examination. It is not possible to 'retract submission' or to send a revised copy directly to your examiners. Therefore you should carefully check the file(s) you upload when submitting your thesis.

Postgraduate students must keep a minimum number of terms of research before they can submit (for example, 9 for the full-time PhD or 15 for the part-time PhD or EdD) unless they have been granted an allowance or exemption of terms . If you attempt to submit too early and have not had an allowance or exemption of terms approved, your thesis submission will not be accepted or will be kept on hold and not forwarded to your examiners until the first day of your 9th (full-time) or 15th (part-time) term.


You must include the following bound inside your thesis:

1. A title page displaying:

the full title of the thesis

your full legal name (as it appears on your passport, marriage certificate or deed poll)

your college

the date of submission (month and year)

a declaration stating: "This thesis is submitted for the degree of Doctor of Philosophy/Doctor of Education/Doctor of Business/Doctor of Medicine/Master of Science/Master of Letters (as appropriate)."

2. A declaration in the preface stating:

This thesis is the result of my own work and includes nothing which is the outcome of work done in collaboration except as declared in the preface and specified in the text.

It is not substantially the same as any work that has already been submitted before for any degree or other qualification except as declared in the preface and specified in the text.

It does not exceed the prescribed word limit for the [insert relevant] Degree Committee. (For more information on the word limits for the respective Degree Committees see Word Limits and Requirements of your Degree Committee )

3. An abstract/summary of your thesis

4. [if applicable] the list of additional materials that were approved for submission alongside the thesis

You must also submit the following documents (not included inside the thesis):

Required: One declaration form

Optional: Research Impact Statement If pandemic, war/conflict, or natural disaster have significantly impacted on your research, you are invited to submit a Research Impact Statement with your thesis using the template provided. The purpose of the statement is for you to describe any restrictions or difficulties experienced in undertaking your research as a result of pandemic, war/conflict, or natural disaster, and to provide details of any alternative arrangements made to complete the work for your thesis. Further details for students and supervisors can be found in the Research Impact Statement guidance  and the Research Impact Statement form can be downloaded here . 

Inclusion of additional materials

Students other than those in the Faculty of Music must seek permission through their  CamSIS Self Service page if they wish to submit additional materials for examination alongside their thesis. Additional materials are integral to the thesis but in a format that cannot be easily included in the main body of the thesis (for example, 3D graphics). You should refer to the ' Policy on the inclusion of additional materials with a thesis ' before making an application to include additional materials. This process should be initiated prior to the thesis submission. If a thesis is submitted with additional materials and without permission to include them, it will be held by the Degree Committee until approval is confirmed.

Please bear in mind that if you are granted permission to submit additional materials, you are required to upload the same materials to the University repository, Apollo , when you submit your approved thesis  post-examination (doctoral candidates only). Therefore, the inclusion of additional material that contains uncleared third-party copyright or sensitive material may affect the access level that is most appropriate for your thesis.

Submitting a revised thesis

If you are resubmitting your thesis following a viva outcome of being allowed to revise and resubmit the thesis for examination for a doctoral degree, you need to follow the same procedure as for the original thesis submission .

What happens following submission of the thesis for examination 

When you submit your thesis for examination the Degree Committee will check the submission, acknowledge receipt, and inform Student Registry you have submitted. The Student Registry will update your CamSIS record.

The Degree Committee will forward your thesis to your examiners. If you have not received confirmation of the date of your viva (oral examination) within six weeks of submitting your thesis, or if you have any questions with regard to your thesis at this stage, you should contact your Degree Committee. 

Your Examiners should not ask you for a printed copy of your thesis or other material in advance of your viva (oral examination). If they do, please seek advice from your Degree Committee.

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Application to study for a PhD can be made through the relevant faculty office.

The faculty office must approve your research proposal. The guidelines are not rigid rules, and the thesis does not need to be fully researched before registration. But you must understand how to put a research proposal together.

Read more about the application process.

The Doctoral Degrees Board (DDB) approves PhD candidates and administers the examination of PhD theses.

Visit the events calendar of the Office for Postgraduate Studies and Researcher Development (OPGS) to learn about and register for workshops that support PhD students, from starting out to finishing off, and include a broad range of topics relevant to the PhD journey.

Procedure for examination

After you have finished your research, you must submit a thesis for examination. Your supervisor will tell you when the thesis is acceptable for submission.

As a PhD candidate you can submit your theses at any time as long as you are registered for 2 years.

The DDB will not insist on your supervisor’s approval before accepting a PhD thesis, but it is recommended that you only submit your theses after getting your supervisor's approval. You must inform the DDB officer in writing of your intention to submit your theses.

Please refer to the PhD Students’ examination Guide .

The DDB office is running a pilot for the oral examination of the PhD thesis, which will require students to orally present and defend their thesis to the examiners. Should you be interested in volunteering for the pilot, kindly consult your supervisor and email [email protected] .

The PhD students’ examination guide is available from the downloads page .

Format of thesis

PhD candidates must upload an electronic copy of their thesis in the required format on the PeopleSoft student administration self-service.

After completing the research, first upload the signed 'intention to submit' form on PeopleSoft at least 6 to 8 weeks prior to uploading the thesis for examination.

All communication from UCT about the examination process will be by email. PhD candidates must ensure that they have their username and password and are able to access the PeopleSoft student administration self-service.

UCT requires PhD candidates to submit electronic versions of dissertations/theses using the PeopleSoft student administration self-service.

After finishing your research, first complete and upload your 'intention to submit' form on PeopleSoft, and then upload your dissertation/ thesis.

All communication from UCT about the examination process will be by email. Make sure that you have your username and password and are able to access the PeopleSoft student administration self-service.

Submission guideline dates

Notice of intention to submit

PhD candidates who want to send through their intention to submit their theses for examination should refer to Rule GP5.3 in the General Rules and Policies handbook (Handbook 3) which states the following:

Submission of theses

Depending on the outcome of the examination process and the date that the examination process is concluded, a PhD candidate may be eligible to graduate at the next available graduation ceremony. But there is no guarantee that the examination process will be concluded by the graduation ceremony deadline.

Graduation ceremony deadline dates

Please read the graduation and submission notice .


The examination is confidential. You will only be informed once a decision has been made. The university does not undertake to reach a decision on the awarding of the degree by any specific date.

The thesis is examined by 3 examiners who should be of high international standing with relevant and significant academic experience. Normally at least 2 should be international (i.e. outside South Africa).

The selection of examiners is an important part of the examination process. The appointment of examiners is subject to approval by the DDB.

The thesis is examined by 3 external examiners, at least 2 of whom are usually international. The selection of examiners is an important part of the examination process. The appointment of examiners is subject to approval by the DDB.

It is important that candidates have no knowledge of the identity of examiners until the examiners give permission for their identities to be known after the examination process.

Depending on the outcome of the examination process and the date that the examination process is concluded, a PhD candidate may be eligible to graduate at at the next available graduation ceremony.

Graduation ceremonies are managed by the Student Records Office and information about graduation is available on the graduation web page .

The DDB office notifies PhD candidates of the outcome of their examination by email. If the outcome of your examination is favourable, you will be required to upload the final library copy of your thesis and ensure that you have no outstanding fees to be settled. All correspondence to students is sent to their UCT email account (


Common Rules and Regulations for a PhD candidate

Before, during and after enrolling in the doctor of philosophy , a PhD candidate has to follow several rules and regulations of the university. Some of them are common for all students while some are so crucial which even can terminate your degree, if not followed.

A PhD degree – the doctor of philosophy is for those who are willing to endure and give knowledge without hesitation. It literally means related to knowledge- the love of wisdom. 

So we can expect a high level of sincerity and discipline from a PhD candidate, Right! But it is not a case for all. 

To maintain the dignity of the degree because after all, it is the highest achievement in education, All the candidates who are enrolling in a PhD as a student should have to follow rules and regulations designed by universities. 

Although a PhD candidate and PhD student are different.

In the present article, I will make you aware of what rules a PhD candidate has to follow in PhD. Also in the last segment of this article, we will discuss how the PhD candidate and PhD student are different. 

To be a PhD candidate, your journey starts when you dream about it, obviously in masters or MPhil. From the very first day you think of doing a PhD, start preparing for a PhD. 

Here is where your journey started!

But you become a PhD candidate once you complete the admission procedure and the coursework. Probably when you start your research (from the second year) you are considered as a PhD candidate.

Now let us first understand who the PhD candidate is! 

Who is a PhD candidate? 

A student who has completed all the requirements for a degree of PhD is known as a PhD candidate. If you are in the PhD and willing to go into it this information may help you. 

Based on their role, A PhD candidate can be classified in several categories. 

Research assistant: 

During the entire tenure of PhD a candidate is temporarily employed in the college under the title of ‘research assistant’. A research assistant has to do his or her research work as well as other academic stuff associated with the college or university. 

Universities pay salaries for that. They have to do full-time work and a job too, however, after completion of their PhD, they don’t remain research assistance. 

The post is valid for 4 to 5 years or for the tenure a person does do their PhD. 

External PhD candidate: 

The external PhD candidate is neither a regular research candidate nor an employee of university. University doesn’t arrange research facilities for these candidates. The candidates are responsible to arrange  research facilities and fund. 

Their regular attendance is also not required. However, they are independent, universities only give a supervisor to them. They have to carry the economical burden by themself. 

Guest PhD candidate: 

The Guest PhD candidate visits university other than their own for some time. They have to visit other universities as a part of university student exchange programs. 

Based on the facilities available at the other university, a supervisor designs research work for a candidate. For a few months or a year, a candidate remains there and does do their research. 

Usually, the university students exchange programs are university or government funded. Hence a candidate doesn’t need to pay for it. 

Staff PhD candidate: 

Sometimes universities allow their own staff members to do PhD in their place, if it is necessary to further progress of a person and the university needs it. 

University never pays for it though. A person has to pay fees from his or her salary. 

International PhD candidate: 

An international PhD candidate is selected based on their performance or some entrance exams they had cleared to achieve it. 

Much like the guest PhD candidate, the international PhD candidate visits some other international university for sometime. All the expenses are paid by the government in this case. 

What Rules and Regulations a PhD candidate has to follow? 

Note that this section included general rules and regulations followed by every university, however, It may vary from university to university. 

Maintain the dignity of the esteem. 

PhD is a great responsibility. You have to be sincere to achieve that esteem. Yes, obviously it is hard to get but some treat it like a playtime. Every guide should have to be strict in terms of PhD research.

The rules of PhD must be complied with by all the candidates and that is the responsibilities of all PhD supervisors. 

So the first rule for a PhD candidate is to follow all the rules and regulations of PhD. 

Submission of certificates and documents: 

All the certified documents related to the PhD must be submitted before enrolling. With the application, a PhD candidate has to submit all their certificates and mark sheets of master and other important documents to the university. Some important certificate are: 

  • Proof of nationality 
  • Mark sheets of Masters and bachelors 
  • Degree certificate of masters or MPhil.
  • Degree certificate of bachelors 
  • Certificate of clearance of entrance exam if needed 
  • School living 
  • University transfer certificate 
  • IELTS or TOEFL score if needed 

Note that, Their admission is not completed until they submit certificates and other documents.

A PhD proposal and title: 

A PhD proposal and the PhD title is the unique identity of your research work and a property of the candidate as well the PhD guide. 

In any case, the Phd title or proposal should not be matched or shared with others. If someone stole your title and your title gets into plagiarism during the final submission. 

You are not allowed to submit the thesis. And you get trapped in legal procedures to defend your title. So it is better to approve your PhD title and proposal prior to starting your work. 

To approve it, submit it to your PhD supervisor as well as the university PhD department. Also if possible try to submit it to the central government’s PhD committee. 


All the regular PhD candidates have to visit their university or college regularly. 80% attendance should be maintained by them during the year and of course every year.

In the case of a part-time PhD candidate, as per the university rules and regulations, he or she has to visit their faculty or college or supervisor in a month or in six months. 

Below 80% attendance is not tolerable. 

Progress report: 

Every PhD candidate has to submit their progress report every six months. The progress report must be pre-approved by the supervisor and faculty head. He or she isn’t allowed to go next semester if they fail to submit the progress report.

A progress report should have indicated the progress of every six months in terms of research as well as academics.

Note that the progress report must have to be submitted to the fellowship or scholarship authorities too. 

Daily attendance:

The PhD candidate has to remain present form 10 am to 5 pm as per the college timetable. However, you have to remain present in your lab until your supervisor lets you go. 

You have to stay after college hours if your PhD supervisor wants. Usually you and your guide are busy in lectures and labs during college, so most of the time you have to do your research work after or before the college starts and ends, respectively. 

I can say, for at least 2 years you have to reach college at 8 am morning and to stay there 7.30 pm evening. 

Once you have completed your research work, you no need to give extra time. 

The PhD thesis: 

Much like your title and PhD proposal, your PhD thesis is also considered a key factor for your degree. Without a well-written PhD draft- a thesis, you can’t be eligible to appear in the PhD viva . 

So in order to get a PhD degree you need to write a PhD thesis. We have written articles on PhD thesis and how to write it. You can read it here: 

How to write a PhD thesis?

  • 1 6 proven tips to write a thesis for PhD 

A research paper: 

During the entire tenure of your PhD, as a PhD candidate publishing a single research paper is mandatory. Although, some universities want two publications viz a research paper and a review paper to submit a final thesis. 

We can say, a published research paper is a criteria to submit a PhD thesis. 

These are the major rules, we can say key rules that must be followed by a PhD candidate, if he or she fails, they may not get a degree or their admission may be terminated in between. 

Besides these major rules and regulations, he or she also has to follow some others rules as well. 

A PhD candidate should not be involved in any criminal activity, in the meantime. 

He or she has to follow all the orders given by their supervisor. 

They have to fulfil all the requirements of college or university and behave as per college’s own rules. For instance, if a college decides a dress code for students, all the candidate has to follow it. 

They should have to take part in college and university activities like youth festivals, cultural events and other co-curriculums. 

They have to do academic work as well if ordered by college or supervisor such as taking lectures, exam supervision, checking exam papers, preparing marksheets and other office work of college. 

Now coming to the second part of this article, Is a PhD candidate and a PhD student are different? If yes, then what are the differences between PhD candidate and PhD student. 

Related article: Grammarly your PhD writing assistant.

PhD candidate vs PhD student

A student is called as a candidate when he or she has completed all the requirements for the degree. 

So you can call yourself a phD candidate if you have completed all the requirements for your degree. 

Usually, a person who has completed a PhD examination/ entrance exam or selected for a PhD during a mock test is known as a PhD student. Till, he or she is not allowed to do PhD research and henceforth, their admission may get canceled, unless they fulfil other requirements. 

Contrary, once a PhD student completes the course work, which is mandatory for first year, they may be considered as PhD candidate, now they can continue their original research work. 

To be a PhD candidate, a PhD student has to first submit all the documents, approve their proposal and complete course work. 

Notably, different universities have different explanations for PhD candidates and PhD students. Some also consider both similar. 

Simply put, as a PhD student you have to be prepared to be a PhD candidate. 

Responsibilities of a PhD candidate: 

PhD candidates are either enrolled by fellowship or direct, in any case they have to take some responsibilities in their organisation. 

Now they are allowed to do extensive research thus they have to take care of all the instruments, utilities and other properties of the university they are using. 

They have to do other academic stuff as well, allotted by their guide. Like paper work, lectures, examination and routine college works. 

They have to visit other colleges, seminars, symposiums as per their PhD guide’s instructions. 

In addition to all these, though their project or work is funded, they have to manage their funds or sometimes have to utilize it in other candidates’ works if their supervisor instructs them. 

Also they have to develop a sense of responsibilities to share things with other colleagues. 

In some cases, the university may order you to travel to some other places, in those cases, you have to obey the orders given by the university and your supervisor. 

You are a PhD candidate, not a regular student, you have to be a little flexible to get a PhD degree. That is the reason we are calling it as a toughest one to achieve. 


A PhD degree is most versatile once, one has to be responsible. If you are a part-time student that doesn’t mean you may escape. Both regular, as well as part-time candidates, have to follow rules of university and college. 

The rules for online PhD-candidate may different, though. Read rules and regulations of university carefully before enrolling into PhD.  

Dr Tushar Chauhan

Dr. Tushar Chauhan is a Scientist, Blogger and Scientific-writer. He has completed PhD in Genetics. Dr. Chauhan is a PhD coach and tutor.

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The Latest UGC Guidelines 2023 for PhD Scholars

  • January 2, 2023

University Grants Commission (UGC) guidelines 2023


The University Grants Commission (UGC) has released the guidelines for PhD scholars in 2023 to ensure that the students are eligible for PhD. The main objective of these guidelines is to ensure that students get suitable opportunities and facilities for their doctoral studies. These guidelines mainly cover the following: 

  • An aspirant must have completed a four-year bachelor’s degree program in any discipline with a minimum of 75 percent marks in aggregate or its equivalent grade. 
  • Distance Learning (especially for women) has become an important option in India’s higher education system. Especially after NSIT introduced it as an alternative mode of study which is also supported by many universities like JNU, Jadavpur University etc. Which offer distance learning courses at undergraduate level as well as postgraduate level. 

1) UGC Guidelines 2023 states that anyone. W ho has completed a four-year bachelor’s degree program in any discipline with a minimum of 75 percent marks in aggregate or its equivalent grade is eligible for a PhD program.  

  • UGC Guidelines 2023 states that anyone. Who has completed a four-year bachelor’s degree program in any discipline with a minimum of 75 percent marks in aggregate or its equivalent grade is eligible for a PhD program. 
  • The eligibility criteria also include: 
  • Having passed all final year examinations as prescribed by the University Grants Commission (UGC) . This consists of all examinations from first to fourth years including practicals, internal assessments and thesis defense; 
  • Having cleared the entrance test for PhD Admission 2023 in India into PhD courses at this institute or any other university affiliated to the University Grants Commission.

2) No stand-alone or off-campus center or study centers and off campus shall be allowed under open and distance learning mode.  

No stand-alone or off-campus center or study centers and off-campus shall be allowed under open and distance learning mode. This is to avoid the problems of fraud, corruption and other malpractices. This is also to ensure that the students get proper guidance from their faculty members. Who are present in their college/university campus in person. 

3) The online courses are required to add 6 percent more of their current intake capacity  

  • The online courses are required to add 6 percent more of their current intake capacity. This will help students get the best possible education. They deserve and also help them understand that they can achieve anything if they have hard work and patience. 
  • It also allows students who cannot access the physical classroom due to various reasons like distance from home or other circumstances. Thus giving them an opportunity for higher learning without any financial burden. 

4) For all regular courses offered at the undergraduate, postgraduate and research levels. T he minimum course duration is three years and two years  

  • The minimum course duration is three years and two years for all regular courses offered at the undergraduate, postgraduate and research levels. This new rule has been implemented to ensure. That students are able to complete a program in a reasonable time frame. 
  • There will be no changes to what is considered as an extension of a regular course except for those. Who have taken up an internship or placement programme that extends beyond six months in duration. 

5) The number of seats eligible for approval by the University Grants Commission (UGC) in all PG courses should be at least 50% of the total seats available.  

The number of seats eligible for approval by the University Grants Commission (UGC ) in all PG courses should be at least 50% of the total seats available. 

UGC Guidelines 2023 will have diverse options for students choosing Distance Learning (Especially for women). These include: 

  • Self-financing mode (i) where a student pays for the course fee directly; 

(ii) where a student pays for the course fee through their own resources or through some other form of financial assistance such as scholarships and grants etc.; 

University Grants Commission (UGC) guidelines 2023 for PhD Scholars

6) The rule mandated PhD scholars to publish at least one research paper in a UGC-refereed/peer-reviewed journal. B efore submitting the dissertation/thesis for adjudication.  

The University Grants Commission (UGC) has mandated PhD scholars to publish at least one research paper in a UGC refereed/peer-reviewed journal before the submission of the dissertation/thesis for adjudication. 

In case you are wondering. This rule applies only to PhD scholars who have completed their PhD degree from government-funded universities or colleges. And wish to apply for fellowship under the UGC scheme. 

7) For Undergraduate courses, a student can pursue two degrees simultaneously:  

For Undergraduate courses , a student can pursue two degrees simultaneously: 

An aspirant who has already acquired an undergraduate degree in any discipline and wishes to pursue another one must first obtain approval from the respective varsity. The admission process for this purpose will be considered as per existing rules and regulations. However, if the applicant does not have any such previous qualification/training and is seeking admission into another course with a different subject but having equal weightage (weightage = total marks), then he/she should apply through proper channels only after clearing all requirements like qualifying test, etc. 

The UGC Guidelines 2023 will have diverse options available to students choosing Distance Learning (Especially for women)  

The UGC Guidelines 2023 will have diverse options available to students choosing Distance Learning (Especially for women). 

Distance learning is a great option for students who want to work while studying. 

This is cost-effective, flexible, and can be done from anywhere in the world. It also allows you to choose your own schedule without having to commit yourself full-time into attending classes on a regular basis. 

Women will be allowed to continue their education after marriage and will be provided with an option to study at home. This will help them to become self-sufficient and independent individuals who can contribute positively to society. They can convert their degrees into their home university and not worry about transfers and documentation.  

The UGC Guidelines 2023 is going to help students by providing a wide range of options in their pursuit of higher education. The new guidelines are expected to have a huge impact on the industry. As it will provide opportunities for those . Who want to pursue PhDs without having to worry about finishing their bachelor’s degrees first. However, there are some concerns about the number of seats available which may not be enough for many students who wish  

Frequently Asked Questions

The UGC guidelines are the university’s guidelines on how to run a university. These guidelines are meant to ensure that universities run efficiently, and they also set out the expectations of teachers and students alike. The UGC also offers guidance when it comes to academic freedom, teaching content and values, research objectives and methodology, curriculum development, student assessment methods, and other areas related to higher education.

You can check your university’s UGC website to see whether it has followed the guidelines correctly or not. If you feel that there has been a mistake in any area mentioned above or if you want more information about how your university uses its resources for its students then you should contact them directly as soon as possible so that they can help resolve any issues which may arise from their use of these guidelines.

No, you cannot. The UGC guidelines are meant to be a resource for PhD scholars, so you must use images that are readily available and free of copyright. You may not use copyrighted images without permission from the copyright holder.

The UGC was established in 1957 and has been entrusted with the task of developing, coordinating and monitoring higher education in the country. UGC awards various grants for research, development, staff training, supporting infrastructure and administration. The UGC is updated on an annual basis and is currently in circulation. It is fully called – University Grants Commission.

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Send your query, 16 thoughts on “the latest ugc guidelines 2023 for phd scholars”.

Before how many years of retirement can I be ph.d supervisor?

There is no specific number of years before retirement that would prevent someone from being a PhD supervisor. As long as an individual meets the qualifications and criteria set by their institution or academic department, they may continue to serve as a PhD supervisor until they retire. However, retirement policies and regulations vary between institutions and countries, so it is best to check with your institution to determine any specific requirements or limitations on PhD supervision.

I have completed M.A. in psychology from IGNOU obtaining 62% marks in aggregate and I am preparing for MPHIL entrance in clinical psychology. But, at this moment, I learnt that MPHIL has been delared unrecognised from the academic year 2023-24. I shall be obliged if you kindly advise about my future course of education

Hlo, I have compleated my course work in 2020 but unable to continue my phd. So if now i want to do my phd do i have to do course work again or my old course work certificate is sufficient for same or different university….

Hello! If you completed your coursework for a Ph.D. program in 2020 but were unable to continue, whether you need to redo your coursework or not will depend on several factors.

University Policy: Some institutions may accept your previous coursework and allow you to continue where you left off, while others may require you to retake the coursework or demonstrate proficiency in the subject matter through an examination. Time Limit: Some universities have a time limit for completing coursework, after which you may be required to retake the courses. Course Equivalence: If you are applying to a different university, they might assess the equivalency of your previous coursework with their own program. They may require you to submit syllabi, course descriptions, or other supporting documents to determine if your previous coursework meets their requirements. To get accurate information, I recommend reaching out to the admissions office or the graduate program coordinator of the university where you intend to pursue your Ph.D.

They will provide you with the specific requirements and guidelines for transferring or using your previous coursework.

Keep in mind that there might be additional requirements for admission to a Ph.D. program, such as standardized tests letters of recommendation, research proposals, and interviews. Make sure to inquire about those as well.

Good luck with your Ph.D. Journey! If you’re stuck in between anything, we might be able to help you’ so feel free to reach out.

Hello…I have done regular B.Sc Hons(3 years) and then online Masters(distance Education)…am I eligible for PhD?

Whether you are eligible for a Ph.D. program depends on the specific requirements of the institution and program you are interested in. In many cases, a regular B.Sc. (Hons) degree followed by an online master’s degree obtained through distance education can be considered for Ph.D. admission. However, it is crucial to consider the recognition and accreditation of the institution that awarded your degrees. The accreditation of the university or institution adds credibility to your qualifications. Additionally, your academic performance during both your undergraduate and master’s degrees will be evaluated. Most Ph.D. programs have minimum score requirements or equivalent academic performance criteria. To determine your eligibility, it is essential to review the specific requirements of the Ph.D. program you wish to apply to.

I done my bsc computer science ,later i done mca . Then i started my carrier in ngo as social i want to do phd in social work. Can i do as per my experience?

Absolutely, your background in computer science, followed by an MCA, and your experience in social work within an NGO can provide a unique perspective for pursuing a Ph.D. in social work. While your academic journey might seem different from a traditional path, your real-world experience and interdisciplinary approach can be valuable assets in the field of social work research.

Many universities value diverse experiences and backgrounds in their Ph.D. candidates. When applying, make sure to highlight how your previous education and work in the NGO have prepared you for research in social work, and how your technical skills could potentially contribute to innovative approaches in the field.

Keep in mind that admission requirements can vary among institutions, so research thoroughly and communicate with potential advisors or departments to discuss your qualifications and aspirations. Your experience could indeed make you a strong candidate for a Ph.D. program in social work.

when a contract or honorary professor is eligible to guide a Ph.D scholar up to 70 years even after his/her retirement why not an Adjunct Faculty/Professor?

The eligibility criteria for guiding Ph.D. scholars can vary depending on institutional policies and academic standards. While some institutions allow retired contract or honorary professors to continue guiding due to their extensive experience and contributions, others might have different policies for adjunct faculty members. It’s important to note that the decision to allow individuals to guide Ph.D. scholars after retirement or as adjunct faculty can be influenced by factors such as their active involvement in research, the relevance of their expertise, and the institution’s guidelines.

I did Btech in Biotechnology with 61% marks and MBA in marketing via distance learning. I do have more than 8 years of work experience in healthcare industry.

Am I eligible for PhD in biotechnology or lifescience?

Eligibility for a PhD program can vary depending on the institution and its specific requirements. With your B.Tech in Biotechnology, work experience in the healthcare industry, and an MBA in marketing, you might be eligible for a PhD program in biotechnology or life sciences. However, it’s best to research specific universities and their admission criteria to determine if you meet their requirements. Your work experience could potentially strengthen your application, even if your academic background isn’t a perfect match. It’s advisable to reach out to the universities you’re interested in to get accurate information about eligibility and the application process.

I have completed my course work then get a government job in between research work during final year and final semester of PhD. I acquire job simultaneously n did my thesis as well. So can you tell me is it correct to do PhD plus job.

when your phd duration count, from your registration or after your RDC or DRC. and what time is exact required in doing phd.

I have cleared my NET in NOV 22 and gave my pre PHD topic presentation on Dec 23 when called by university. My college did not started our PHD as we are 12 candidates and only one guide is available. My query is till how many years the NET score is valid? Also suggest how to opt for external guide. Thanks

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phd submission rules

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PhD Admission - 2021

  • PI Notice for Library and Information Science
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phd submission rules


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    phd submission rules

  5. Submit, deposit and share your doctoral thesis (dissertation

    phd submission rules

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    phd submission rules


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  5. PhD

  6. Institutions / Regulations: The Rules of the Game


  1. PDF University Grants Commission New Delhi 110002

    research publications in peer-reviewed or refereed journals after obtaining PhD and any regular Assistant Professor of the university/ college with a minimum of five years teaching/research experience with a Ph.D. degree and at least three research publications in peer-reviewed or refereed journals may be recognized as Research

  2. Dissertation Submission

    Dissertation submission deadlines: March 15 for spring degree conferral in May/June, 5:00 pm. October 1 for fall degree conferral in December, 5:00 pm. A pdf of your dissertation may be submitted using the degree petition page in the Dissertation Progress Reporting and Submission (DPRS) site at any time within the academic year.

  3. Regulations and Requirements for Doctor of Philosophy (PhD) Programs

    The formal requirements for the PhD degree are the following: completion of the coursework mandated by the individual degree program, fulfillment of the residency requirement, formal training in the Responsible Conduct of Research for students as appropriate, qualifying and/or comprehensive examination(s) or equivalent as required by the degree program, continuous registration, a final oral ...

  4. PDF Guidelines for The PhD Dissertation

    2 table of contents introduction page 4 advanced planning of the dissertation page 4 approval of dissertation subject submitting your dissertation page 4 submission of dissertation to department acceptance by department (dissertation acceptance certificate, dac) application for the degree online submission of the dissertation after submission distribution of the dissertation page 6

  5. Dissertations and Theses

    The Graduate School's format review is in place to help the document submission process go smoothly for the student. Format reviews for PhD dissertations and master's theses can be done remotely or in-person. ... The rules and processes set by the Graduate School ensure the integrity of these examinations for graduate students, the graduate ...

  6. Thesis preparation and submission

    The main supervisor is responsible for approaching potential examiners for their students' thesis. Initial discussions normally take place at the student's final milestone review and it is recommended that examiners are approached at least 4-6 weeks before expected submission. Students are entitled to participate in informal discussions ...

  7. Welcome to UGC, New Delhi, India

    The minimum standards and procedure for the award of, Ph.D have been revised according to the recommendations of National Education Policy 2020 and the UGC has notified the new UGC (Minirnum Standards and Procedure for award of Ph.D.) Regulations, 2022 in the official Gazette on 7th November 2022. These new regulations are framed to encourage ...

  8. Submitting your thesis for examination (PhD, EdD, MD, BusD, MLitt, MSc)

    It is not possible to 'retract submission' or to send a revised copy directly to your examiners. Therefore you should carefully check the file(s) you upload when submitting your thesis. Postgraduate students must keep a minimum number of terms of research before they can submit (for example, 9 for the full-time PhD or 15 for the part-time PhD ...

  9. Doctoral candidates overview

    Doctoral candidates overview. Application to study for a PhD can be made through the relevant faculty office. The faculty office must approve your research proposal. The guidelines are not rigid rules, and the thesis does not need to be fully researched before registration. But you must understand how to put a research proposal together.

  10. Thesis submission and examination

    Rules for submission of theses (PDF, 0.3 MB). At least four months before you plan to submit your thesis, please notify us of your intention by completing and returning the notice of intention to submit thesis form (Word document, 0.8 MB) form. Candidates are entitled to submit their thesis, without exceptional permission, eight weeks prior to ...

  11. Common Rules and Regulations for a PhD candidate

    So the first rule for a PhD candidate is to follow all the rules and regulations of PhD. Submission of certificates and documents: All the certified documents related to the PhD must be submitted before enrolling. With the application, a PhD candidate has to submit all their certificates and mark sheets of master and other important documents ...

  12. PDF Guidelines for Ph.D. thesis submission and No dues at Central ...

    After the defense, for getting no dues from the library, the following is required at the time of Ph.D. thesis submission: i) Soft copy of the Ph.D. thesis must be mailed to. [email protected] in specified single pdf format, which includes the followings: Cover Page printed in BOLD LETTERS: (a)The title at the top (b) Author's name in ...

  13. PDF Rules for Submission of Theses for Research Degrees

    4. Submission of Theses. All candidates for Research Degree programmes (except DBA) must submit an electronic copy of their thesis by email to the Doctoral Examinations Officer in the Graduate School ([email protected]) at the latest by the last working day of a candidate's maximum registration period. Please note that submissions must be ...

  14. Paper publication prior to PhD thesis submission rule may go

    According to current UGC regulations, a PhD student is required to publish at least one paper in a peer-reviewed journal before thesis submission. If the recommendations of a four-member committee ...

  15. UGC Guidelines 2023: PhD Scholars

    UGC Guidelines 2023 states that anyone. Who has completed a four-year bachelor's degree program in any discipline with a minimum of 75 percent marks in aggregate or its equivalent grade is eligible for a PhD program. Having passed all final year examinations as prescribed by the University Grants Commission (UGC).

  16. PDF Regulations For Doctor of Philosophy R 2020

    xi. "Specialization" means the discipline of the Post Graduate Degree Programme such as Environmental Engineering, Applied Electronics, Physics, etc. xii. "Course work" means a theory subject of PG programme that is prescribed by the Doctoral Committee for the scholar to undergo as a part of the programme requirement. xiii.

  17. PDF Panjab University

    4.3. A candidate need not seek any extension for submission of thesis upto 6 years from the date of registration. After 6 years, a maximum of two years extension be granted while giving the justification. Extension may be granted by the Dean of University Instruction on the recommendation of the Chairperson and the

  18. PDF Regulations for Doctor of Philosophy (PhD) Degree

    enroll in PhD programme. 3.3 Members of teaching staff desirous of enrollment in PhD programme can do so without any selection formality. No administrative permission is necessary. They will be guided by all other norms for PhD registration and thesis submission as per regulations.


    • A PhD thesis submission fee of Rs.15,000 for regular students and Rs. 30,000 for sponsored students is to be paid before submission of Ph.D synopsis. • A PhD re-registration fee of Rs. 10,000 is to be paid by students, who are unable to submit their thesis in 6 years (or by the last notified day) and wish to re-register for PhD

  20. Academic Regulations

    PHD Admissions Administration Senate Student Affairs Council Deans Corner ... New Ph.D. Rules and Regulations-2019(updated) How to reach IIT Roorkee +91-1332-285311 [email protected] EXPLORE ...

  21. PDF PhD Regulations 2023 V3

    which the candidate has to qualify as a pre-requisite for submission of the dissertation/thesis; 2.4. Extramural: candidates working in a recognized research Centre by the University registered for Ph.D. programme. 2.5. Fee: the amount prescribed by the University for Registration in the concerned programme. 2.6.

  22. PDF Degree of Doctor of Philosophy Regulations

    4 n. Semester Grade-Point Average (SGPA) means the grade-point average calculated in the following manner: SGPA (Si) = ∑(Ci x Gi)/∑Ci where Ci is the number of credits of the ith course, Gi is the grade point scored by the research scholar in the ith course, and the summation refers to all the courses considered in one semester.

  23. Gujarat University

    PhD Admission - 2021. ... PhD Admission Ordinances Rules Regulation; PhD Available Seats 2021; Form for PH.D. RTGS Form; Ph. D. Ordinances Form; Consolidated Report of the Refrees on the viva voce; ... PHD-SYNOPSIS SUBMISSION FORM; MPhil - Registration Form; MPhil - Application Form;