PhD/Masters Submission

Access to the Submission Survey functionality is controlled by the Research Organisation (RO); if you need to be granted access please contact the RO Je-S Master Account holder.

Data on these screens is drawn from values entered via the Studentship Details functionality. The start and end dates of the Survey, and the period which is being surveyed, is displayed on the screen for information eg:.

The Survey presents the studentship details for all the research councils by Department. It is a snap shot of the data in the Studentship Details taken at the time the Survey is opened. Any data added via the survey screens will not feed back into the Studentship Details.

Submission Data for PhD Students

This survey collects the thesis submission and completion of degree data for PhD students who were due to submit by the preceding September. In the main, these students will be those who started their studies at least 4 years ago.

This survey also collects outstanding data from previous years’ surveys. N.B. Students whose details on Je-S indicate termination of studies during the first 12 months of their training and students known to have died have been omitted from the survey.

Submission Data for Masters Students

This survey collects the thesis submission and completion of degree data for Masters students who were due to submit by the preceding September. 

Note: Masters students funded via a training grant have been identified, for the purposes of this survey, by the start and end date of their Masters training, as entered by the RO on the Studentship details. The submission date for Masters students is generally the funding end date.

This survey also collects outstanding data from previous years’ surveys. N.B. Masters students known to have died have been omitted from the survey.

General Guidance

Select the department you wish to update using the drop-down list at the top of the screen.

All field headings can be sorted in ascending or descending order.

The following are Read only fields:

Name: in the format of title, forenames and surname, drawn from data entered in the Studentship Details.

Note: If the RO wishes to update this information, do this via the Studentship Details. However, this will not change the value displayed in the survey.

Intended Submission date: drawn from data entered in the Studentship Details. If the RO wishes to update this, do this via the Studentship Details. This will not change the value displayed in the survey.

PID: the student personal identifier as assigned by Je-S, used as a unique identifier within the Research Councils.

The Registration/appointment date, Funding end date, Research Council and Category: The data in these fields are drawn from data in the Studentship Details. If the RO wishes to update these fields, do this via the Studentship Details. This will not change the value displayed in the survey.

To edit a student's details select the Edit button. A new page will open:

Date PhD Submitted*: This is the date the thesis was submitted to the RO authorities. Select the calendar icon  Clicking on the Month at the top or the arrows to change the year and month as appropriate. Alternatively enter the date in the DD/MM/YYYY format.

Qualification Awarded: Options are: Doctorate; Masters.

Note: If the PhD Student did not pass but was instead awarded a Masters degree then enter the details in the Date Masters submitted section.

Aegrotat Degrees- if the awarded degree is deemed by the RO to be equivalent to a PhD then it should be recorded as such.

Date Masters Submitted*:

• For those students initially funded on a PhD Programme, a date will be required in this field if an MSc or MPhil has been submitted instead. 
• For Masters Students this will be the date the thesis was submitted to the RO authorities.

Date Awarded: This is the latest date on which the Examination Board recommends that a PhD or Masters be awarded.

Note: If you are experiencing problems removing the information entered within the date sections then it may be a browser issue. If using IE there will be a cancel option, with other browsers you may have to leave the page without saving and then re-enter the details. Another option is to right click your mouse on the date field and select cut from the drop down list to remove the date.

Reason not Awarded: Options are: Decision not made; Failed. This is to allow the capture of PhD and Masters not awarded.

Reasons for Non Submission:

*Do not enter a value in the ‘Date PhD or Masters Submitted’ field if one of the following options for Non Submission is selected:

• Delayed Submission:Submission of thesis is still intended, but is delayed for some reason
• Student will not submit: A PhD Student has received more than 12 months of funding from the Research Council (Standard 36 months), but will not submit. Or a Masters Student has received funding from the Research Council but will not submit. (PhD Students receiving less than 12 months funding should have been excluded from the survey.)
• Student deceased: Student deceased prior to submission of thesis.

Note: Please bear in mind that students who have still not submitted their thesis 3 years after expected submission date should be marked as “Will not submit“. This marks the record as complete, and it will not reappear in the following year’s survey.

When the details have been completed select Save.

If there are any errors in the data entered or data is missing, an error message in red type will be displayed eg:

The data will have to be corrected before the record can be saved.

When all the students within the Department list have been updated the “Department” can be Signed Off:

Once submitted, the information will no longer be editable although it will still be visible for information until the Survey closes. The date of the Department sign off will be displayed:

The data for all Departments has to be completed before the Survey closes.