How to submit for examination

How to submit your thesis, dissertation or practice research project for examination - information for doctoral, master’s and bachelor's degree with honours students.
Note: the content provided below is a summary only. A full description of guidelines and processes can be found in the AUT Postgraduate Handbook.

Quick Links Index (takes you to the specific topic)

Examination checklist
    Nomination of examiners
    Formatting your thesis
    Proofreading
    Attestation of authorship
    Co-authored works (Thesis Format 2 – Manuscript Structure)
    Turnitin
    PGR12 Lodgement of thesis for examination
    How many copies are required for examination?
    All submissions (BHons, Masters and Doctoral) require a digital copy.
    Financial support for printing your thesis/dissertation
    Do you need an embargo?
    Where to submit your thesis/dissertation for examination
    What if your thesis is going to be late?
    How long will the examination take?
    Examination results
    Award of honours    
Useful webpages
Contacts

Examination checklist

Nomination of examiners

Talk to your supervisors, ideally three months before you are due to submit so that the appointment of examiners can be arranged. Your supervisor will do this.

Formatting your thesis
Make sure you know the correct formatting requirements. The following link will take you to a summary of the formatting required for doctoral, master’s and honours theses and dissertations: Research Examinations.

Proofreading
We can't emphasise enough the importance of proofreading your final draft. Do not let your examination result be negatively impacted by grammatical errors, spelling mistakes and referencing inconsistencies. If professional proofreading of theses or dissertations is required, this needs to take place in agreement with your primary supervisor and must not detract from the originality of your own work.
You must include, in the acknowledgements section of your work submitted for examination, a statement which indicates the name of the proofreader and the nature of the services rendered by that person.

Read the guidelines on what is permitted under proofreading plus some proofreaders to contact.
List of FHES Proofreaders and Transcribers

Attestation of authorship
Be sure to include a page titled Attestation of Authorship after the table of contents in your thesis/dissertation. The wording should read as follows:
I hereby declare that this submission is my own work and that, to the best of my knowledge and belief, it contains no material previously published or written by another person (except where explicitly defined in the acknowledgements), nor material which to a substantial extent has been submitted for the award of any other degree or diploma of a university or other institution of higher learning.
Signed ______________________________ Date______________

Co-authored works (Thesis Format 2 – Manuscript Structure)

If your thesis follows the Format 2 (Manuscript) structure, i.e. contains jointly authored research papers, case studies and/or any other work published or unpublished, you must be the principal author and a declaration is required to state the extent to which the jointly authored material is your own work, with a contribution of at least 80%. This declaration should include the signatures and percentage contributions of all co-authors and a qualitative statement of all contributions. This page should be bound into your thesis after the table of contents.

Don’t leave it until the last minute; it can sometimes take time to gather all the necessary signatures from your co-authors.

Turnitin (or equivalent programmes to Turnitin)

Please see this page for more details

PGR12 Lodgement of thesis for examination
When you are ready to submit, download a PGR12 Form, sign it and then get each of your supervisors to sign it. A scanned copy of this form should accompany your digital submission. You are not required to get the Associate Dean’s signature – we will do that.

Electronic Submission of Thesis/Dissertation/Exegesis/Research Project
From January 2019, students are only required to lodge one digital copy of the thesis/dissertation/exegesis/research project for examination with the faculty postgraduate office, accompanied by an electronic copy of the completed PGR12 ‘Lodgement of Thesis for Examination’ form. Students are no longer required to submit a spiral bound, copy for examination.

Email the electronic submission and PGR12 to bonnie.brannigan@aut.ac.nz

Financial support for printing your thesis/dissertation
 The Faculty of Health and Environmental Sciences is able to reimburse some postgraduate research expenses which may include the printing of your thesis/dissertation for examination. For more information on entitlements and how to apply for reimbursement, contact the Postgraduate Administrator for your School.

Do you need an embargo?
Where your research may have commercial sensitivity, or where you believe your interests, or those of your research subjects, would be at risk if your thesis/dissertation were publicly available, you may apply for an embargo of public availability. Download a PGR16 Application for Restricted Access, get it signed by your supervisors and submit it with your thesis. We will get the Dean’s signature.

What if your thesis is going to be late?
If you are going to be a few days late, please advise:
Bonnie Brannigan
Phone: +64 9 921 9999 ext 7624
Email: bonnie.brannigan@aut.ac.nz  

If you are going to require an extension you will need to download a PGR6 Variation of Record Form and submit this before your deadline. An extension may incur additional fees.

How long will the examination take?
Examiners are asked to provide their reports within six weeks for honours/master’s and eight weeks for doctoral examinations. Be aware that examiners are not always able to complete their reports according to this timeframe - it is a guideline only. The Graduate Research School maintains contact with the examiners to monitor progress.

You can enquire about the progress of your examination, however you won’t be given any information about the recommendations of the examiners until the examination process is complete. You must not attempt to communicate in any way with the examiners once your thesis/dissertation has been lodged.

In order to graduate at one of the University's graduation ceremonies, the examination process and consideration of recommendations by the Faculty Examination Board and/or the University Postgraduate Board must be completed at least six weeks before the ceremony.

Read more about how your doctoral, master's or honours thesis or dissertation will be examined

Examination results
Doctoral students will be contacted by the Graduate Research School regarding the outcome of their thesis examination and the scheduling of their oral examinations.

Master's/honours students will be sent an email letter with their final grade, once this has been finalised and approved by the Faculty Examination Board. You will then be able to collect a copy of your examiners’ reports, together with any returned copies of your thesis or dissertation that may have been annotated by the examiner.

These should be collected from:
Bonnie Brannigan
Room AG106, North Campus
Phone: +64 9 921 9999 ext 7624
Email: bonnie.brannigan@aut.ac.nz  

Award of honours
Students may graduate with honours or distinction if an outstanding level of achievement is reached throughout the duration of their postgraduate programme. Further information here.

Useful webpages

Contacts

Bonnie Brannigan
Postgraduate Administrator, Faculty Postgraduate and Research Office
Faculty of Health & Environmental Sciences
Phone: 09 921 9999 ext 7624
Email: bonnie.brannigan@aut.ac.nz    

Beibei Chiou
Postgraduate Research Co-ordinator, Faculty Postgraduate and Research Office
Faculty of Health & Environmental Sciences
Phone: 09 921 9999 ext 7020
Email: fhesdm@aut.ac.nz      

Associate Professor Nigel Harris
Associate Dean Postgraduate Research
Faculty of Health & Environmental Sciences
Email: nigel.harris@aut.ac.nz