Thesis Submission and Viva

In accordance with the Doctoral School Executive Board Agreement of 8th June 2022, students must at least be actively enrolled on one year of the PhD programme (from the admission date) and have passed an annual assessment in order to begin the thesis submission procedure. 

Before sending the PhD thesis to begin submission procedures, you need to check you have passed the corresponding annual assessments, confirm your continuation on the programme and ensure the degree listed in your record matches the PhD thesis you are submitting. You must also be enrolled for the current academic year.

You may check your PhD status (academic progress and continuity, and annual assessments) at <https://postgrau.uib.es/> or by e-mailing the following address: <doctorat@uib.es>.

Students must carry out the submission procedure over the <https://postgrau.uib.es/> platform, attaching the PhD thesis in .pdf format, alongside the report from the supervisor(s). They must also state:

  • Whether the thesis is a monograph or by published articles
  • Their contract e-mail address
  • Whether they wish to carry out final submission/the viva voce online
  • Whether the thesis is jointly supervised or a double degree.

They may also attach appendix 4 signed by the co-authors of the articles, where applicable.

The following documents are available for students:

After the relevant checks have been made to ensure everything is correct and the UIB PhD thesis format criteria have been met, we will send an e-mail to the Academic Committee for the PhD Programme (CAD) which, within five working days, will return a list of five external experts able to assess the PhD thesis.

The UIB Doctoral School (EDUIB) will select two experts from the list and send the thesis to them for assessment.

The external experts have four working days to answer whether they accept this request or not. Where they accept, they have 30 calendar days to issue their report, which may be written in different EU languages.

Once we get the reports back, they will be sent to the relevant PhD programme coordinator and secretary, thesis supervisor(s) and student, regardless of whether the reports are positive or negative.

When the final version of the thesis is ready, students must submit the document bearing valid signatures (verifiable handwritten or electronic signatures).

Online Submission of Monograph Theses

  • Thesis submission must be done via <https://postgrau.uib.es/>. All signatures must be valid (electronic ID card, natural person certificate issued by the FNMT, civil servant certificate or other electronic certificates issued by certification bodies accredited by the Central Government Administration)
  • Final thesis:
    • A full copy of the final thesis with valid electronic signatures
    • A full copy WITHOUT the signatures for the institutional repository at the UIB. From the year 2014 onwards, all theses defended at the UIB must be archived in open digital format in the institutional repository
      If you do NOT wish to publish the thesis in the open repository, you need to submit the corresponding  form.
  • Where changes have been suggested, PhD students must submit a detailed point-by-point report showing the suggested changes from each external expert, a list of the changes made and stating in which section of the thesis they have been made. Where the suggested changes are ignored, candidates must list and suitably justify this choice. The report must be signed by the PhD student and thesis supervisor(s)
  • Updated GREC CV
  • Mandatory information: you must include the three thesis abstracts in the corresponding boxes in <https://postgrau.uib.es/>
  • If you would like to voluntarily publish your thesis in TDX (more information) you must submit a copy of the TDX agreement signed on all pages.

In-person Submission of Monograph Theses

  • Thesis submission must be done via <https://postgrau.uib.es/>
  • Final thesis:
    • A full copy of the final thesis in .pdf format with the handwritten signatures of the student, tutor and supervisor(s) at the Doctoral School
    • A full copy of the final thesis in .pdf format WITHOUT signatures.
  • Where changes have been suggested, PhD students must submit a detailed point-by-point report showing the suggested changes from each external expert, a list of the changes made and stating in which section of the thesis they have been made. Where the suggested changes are ignored, candidates must list and suitably justify this choice. The report must be signed by the PhD student and the thesis supervisor(s)
  • Updated GREC CV
  • Mandatory information: you must include the three thesis abstracts in the corresponding boxes in <https://postgrau.uib.es/>
  • If you would like to voluntarily publish your thesis in TDX (more information) you must submit a copy of the TDX agreement signed on all pages.

You must submit the following documents to the admin services at the Doctoral School:

  • A hard copy of the final thesis with the original handwritten signatures of the doctorand, tutor and supervisor(s)
  • The following documents submitted over <https://postgrau.uib.es/>:
    1. The original report showing the changes suggested by the external experts
    2. Two copies of the TDX contract.

Online Submission of Thesis by Published Articles

  • Thesis submission must be done via <https://postgrau.uib.es/>. All signatures must be valid (electronic ID card, natural person certificate issued by the FNMT, civil servant certificate or other electronic certificates issued by certification bodies accredited by the Central Government Administration)
  • Final thesis:
    • A full copy of the final thesis with the valid electronic signatures of the student, tutor and supervisor(s)
    • A full copy WITHOUT the signatures for the institutional repository at the UIB. From the year 2014 onwards, all theses defended at the UIB must be archived in open digital format in the institutional repository 
    • A copy WITHOUT signatures OR articles for the UIB repository. From the year 2014 onwards, all theses defended at the UIB must be archived in open digital format in the institutional repository. If you would like your thesis by published articles to be published in the open repository, it CANNOT include the full articles. Rather, they must be replaced with the bibliographic reference, including the tutors, title, journal, volume, year, electronic links, URL, etc., that enable online searches and consultations of the relevant journals.
    • If you do NOT wish to publish the thesis in the open repository, you need to submit the corresponding  form.
  • Where you have not previously submitted appendix 4, related to the permission of article co-authors, you must submit the corresponding documents alongside the Documentation custody commitment
  • Where changes have been suggested, PhD students must submit a detailed point-by-point report showing the suggested changes from each external expert, a list of the changes made and stating in which section of the thesis they have been made. Where the suggested changes are ignored, candidates must list and suitably justify this choice. The report must be signed by the PhD student and the thesis supervisor(s)
  • Updated GREC CV
  • Mandatory information: you must include the three thesis abstracts in the corresponding boxes in <https://postgrau.uib.es/>
  • If you would like to voluntarily publish your thesis in TDX (more information) you must submit a copy of the TDX agreement signed on all pages.

 

In-person Submission of Theses by Published Articles

  • Thesis submission must be done via <https://postgrau.uib.es/>
  • Final thesis:
    • A full copy of the final thesis in .pdf format with the handwritten signatures of the student, tutor and supervisor(s)
    • A full copy in .pdf format WITHOUT the signatures
    • A copy WITHOUT signatures OR articles for the UIB repository. From the year 2014 onwards, all theses defended at the UIB must be archived in open digital format in the institutional repository. If you would like your thesis by published articles to be published in the open repository, it CANNOT include the full articles. Rather, they must be replaced with the bibliographic reference, including the tutors, title, journal, volume, year, electronic links, URL, etc., that enable online searches and consultations of the relevant journals.
    • If you do NOT wish to publish the thesis in the open repository, you need to submit the corresponding  form.
  • Where you have not previously submitted appendix 4, related to the permission of article co-authors, you must submit the corresponding documents alongside the Documentation custody commitment
  • Where changes have been suggested, PhD students must submit a detailed point-by-point report showing the suggested changes from each external expert, a list of the changes made and stating in which section of the thesis they have been made. Where the suggested changes are ignored, candidates must list and suitably justify this choice. The report must be signed by the PhD student and the thesis supervisor(s)
  • Updated GREC CV
  • Mandatory information: you must include the three thesis abstracts in the corresponding boxes in <https://postgrau.uib.es/>
  • If you would like to voluntarily publish your thesis in TDX (more information) you must submit a copy of the TDX agreement signed on all pages.

You must submit the following documents to the admin services at the Doctoral School:

  • A hard copy of the final thesis with the original handwritten signatures of the doctorand, tutor and supervisor(s)
  • The following documents submitted over <https://postgrau.uib.es/>:
    1. The original report showing the changes suggested by the external experts
    2. Two copies of the TDX contract
    3. Where you have not previously submitted appendix 4, related to the permission of article co-authors, you must submit the corresponding documents alongside the Documentation custody commitment.
 

Once we have all this documentation, we will send it to the CAD for approval.

The CAD for your PhD programme will then be asked to propose a viva panel (chair, secretary and member), stating who will act as members and who as alternates. We will also request an abbreviated CV (ACV) for each panel member.

Once we receive the certificate stating that the submission has been accepted and the panel has been approved by the CAD, we shall present them at the next meeting of the EDUIB Executive Board for final approval.

After approval by the EDUIB, the ten calendar day submission period set out in the regulations shall commence. Once this period comes to an end, a three-month deadline period begins for the thesis viva voce to be held.

Before they are allowed to defend their thesis, students must formalise their ongoing enrolment for the corresponding academic year and pay the fees for the viva defence, which are set out in the Decree governing public fees for academic and administrative services.