Graduate Education Manager and Thesis Submission

The research student examination process is fully completed through Graduate Education Manager (GEM). Students can view the detail of their research programme and associated milestones on GEM. Students are advised to log into GEM regularly to ensure that all aspects of their research programme information is up to date and accurate (e.g. supervisory team, thesis title etc). 

Students must begin planning for thesis submission 6 months before their submission date. 

Important to remember:

Research students must register and pay fees for every year of their approved period of study.

Students commence in January, April, July or Sept/October, and are usually approved for a registration period of 3 or 4 years from their start date.  It is important for a student to be aware of their start date, noting that where changes to registration have taken place (for example, a leave of absence) this will change the thesis submission date.  

A student can submit their thesis for examination any time in their last approved year of study or in any year thereafter.

1. Intention to submit

Student's Responsibilities

• Ensure that registration and fee payments are up-to-date.
• Ensure that all mandatory elements of the programme have been successfully completed.
• At least three months prior to the proposed date of thesis submission, complete the intention to submit form on Graduate Education Manager (GEM)

Helpful Tips

• If the intention to submit form is submitted less than three months in advance, the examination process may be delayed.  
• The intention to submit form can be submitted more than three months in advance.
• The intention to submit form only needs to be submitted once.
• The Graduate Education Manager support site provides step by step instructions on how to complete this form

Supervisory Team Responsibilities

The supervisory team must start planning for thesis submission for examination with the student at least 6 months in advance of the submission deadline.

The Lead Supervisor must approve the intention to submit form on GEM.

2. Appointment of Examiners

Student's Responsibilities

Students do not play a role in the approval of external and internal examiners

UCC's Responsibilities

Submission of the intention to submit form triggers the appointment of examiners and independent chair on Graduate Education Manager (GEM). The Lead Supervisor, Head of Unit and College Graduate School must engage with this process in a timely manner. Final approval resides with College Graduate School.

The Graduate Education Manager support site provides step by step instructions on this process for all stakeholders. 

3. Submission of thesis for examination

Student Responsibilities

• Check the project milestones on Graduate Education Manager GEM to ensure awareness of thesis submission deadline. 
• Complete the thesis submission for examination process on GEM and upload a PDF copy of the thesis.
• Where an examiner requests a physical copy of the thesis, submit a physical copy to the Graduate Studies Office.   

Helpful tips

• The Graduate Education Manager support site provides step by step instructions on how to complete the thesis submission for examination process.  
• Students must be fully registered at the time of thesis submission.
• Students can submit the thesis for examination before the official deadline date.
• Students who do not submit the thesis for examination by their official deadline date may avail of a 3 month grace period.

What is the 3 month grace period?

Students must be registered in order to submit their thesis for examination.  If the student registration is about to expire, an additional 3 months is granted to allow the student to submit their thesis without incurring any additional registration fees. However, to avail of this grace period the student must still register for the next academic year. If the thesis is not submitted within this 3 month period, the student is required to pay a reduced fee of €1700 per year, plus €70 capitation fee (broken into two payments of €850 per 6 months) for the remainder of the year.

4. Examiner Report

Student Responsibilities

Complete corrections in line with recommendations explained below.  

UCC Responsibilities

The Internal Examiner must submit an examination outcome report on GEM.

The External Examiner must confirm agreement with the examination outcome report on GEM.

Academic Council Graduate Studies Committee must consider the

Notify the student of the outcome via GEM.

Recommendations Explained

Award, no amendments needed

• Student progresses to the next step which is final thesis submission. See all submission deadline dates.

Award, on condition minor amendments are carried out

1. Student liaises with their internal examiner to confirm what amendments are needed.
2. Student carries out amendments and uploads amended thesis to GEM. 
3. Internal examiner confirms approval of corrections on GEM.

Award, on condition major amendments are carried out

1. Student liaises with their internal examiner to confirm what amendments are needed.
2. Student carries out amendments and uploads amended thesis to GEM.
3. Internal examiner and the external examiner confirm approval of corrections on GEM.
4. Academic Council Graduate Studies Committee reviews the submissions and confirms if the student can progress to final thesis submission.

Reject, but permit submission of a revised thesis

1. Student is required to undertake a major rewrite of all or a significant part of the thesis.
2. This process should be completed within 12 months and the student must be registered for the duration.
3. The new thesis must be submitted for a new examination (see step 1).

Reject, but allow the award of a lower degree

A research Masters degree is awarded in lieu of a Doctorate as the thesis stands, or such a degree is awarded subject to minor or major amendments. 

Reject

No degree is awarded as the thesis is very seriously and inherently deficient.

More Information

For detailed information see the submission and examination policies on the UCC Policy Portal.

5. Final thesis submission and conferring

Student Responsibilities

• Familiarise themselves with the submission deadlines for final thesis and corresponding conferring dates.
• Log into CORA with their UCC IT account details (@umail.ucc.ie) and submit the abstract and thesis online.
• Submit confirmation of final thesis submission to Graduate Education Manager GEM  in order to be included in the next conferring ceremony. 

6. Conferring

Student Responsibilities

Once the final thesis has been submitted the student will be enabled to graduate at the next conferring ceremony and will receive information on this by email (including deferral of ceremony to a later date).  This will be sent to .  Check your umail regularly.  

• UCC Conferring Dates
• Queries on conferring ceremonies must be sent to: conferrings@ucc.ie