Thesis Deposit and Viva

According to the agreement by the Executive Committee of the Doctoral School of the 8th of June 2022, to start the PhD thesis deposit procedure, the student must have enroled in at least one year in the PhD programme (since the admission date) and must have passed at least one yearly control.  

Before submitting the PhD thesis to begin the deposit procedure, you need to ensure that all annual reviews have been passed, confirm your attendance on the programme and verify that the title in the academic record matches the title of the PhD thesis you are submitting. You must also be registered for the academic year in progress.

You may check the status of your PhD (attendance and annual reviews) at <https://postgrau.uib.es/> or via e-mail to: <escoladedoctorat@uib.es>.

PhD students must send their thesis in PDF format, alongside the prior report from the thesis supervisor(s) and the online thesis deposit and/or viva request, where applicable, available at the following link. Your email must indicate: your contact details (email adress and phone number) and whether your thesis is in monograph format or a compendium of articles. You must send it to the following e-mail: <tesisdoctorals.eduib@uib.es> and make sure to Cc your thesis supervisor(s). In the case that the attached documents are bigger than 10megas, you will have to use a file sharing service like Dropbox, WeTransfer or others. 

You will find:

When we receive the e-mail with the attached thesis, supervisor(s) report(s) and the online thesis deposit and/or viva request, where applicable, and after the relevant checks are made to ensure everything is in order as per the UIB PhD thesis format criteria, we will send an e-mail to the academic committee for the PhD programme (CAD) so that they can send back to us, within five working days, a list of five non-UIB external experts who are qualified to assess the PhD thesis.

The Doctoral School of the University of the Balearic Islands (EDUIB) selects two of the experts to whom the thesis shall be sent for assessment.

The external experts have four working days to respond and accept or decline the request. In the event that they accept, they shall have thirty calendar days to issue a report, which may be written in different languages of the European Union.

Once we receive the reports, we will send them to the PhD coordinator and secretary, the thesis supervisor and the PhD student, whether they are positive or negative.

When the thesis is finalised, PhD students must submit the following documentation in digital format via e-mail and in paper to the EDUIB:

For online submissions of monograph theses

  • The deposit request igned by the PhD student and the thesis supervisor(s)
  • Final thesis:
    • A full copy of the final thesis with valid electronic signatures (e-DNI, personal e-certificate issued by the FNMT or a public employee certificate, or other electronic certificates issued by certification bodies and accepted by the National Government) of the student and supervisor(s) to the following e-mail <tesisdoctorals.eduib@uib.es>.
    • A full copy WITHOUT the signatures for the institutional repository at the UIB shall also be sent to the following e-mail <tesisdoctorals.eduib@uib.es>. 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 part 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: Using the following template the three thesis abstracts must be submitted in a single WORD document.
  • If you would like to voluntarily publish your thesis in TDX (information) you must submit:
    Two copies of the TDX agreement signed on all pages.

For in-person submissions of monograph theses

  • The deposit request igned by the PhD student and the thesis supervisor(s)
  • Final thesis:
    • A full original printed copy with the original signatures of the student, supervisor(s) and tutor(s) for deposit at the Doctoral School.
    • The same copy as above, in PDF format, sent via e-mail to <tesisdoctorals.eduib@uib.es>.
    • A full copy of the final thesis WITHOUT the signatures and in PDF format for the institutional repository at the UIB shall also be sent to the following e-mail <tesisdoctorals.eduib@uib.es>.
  • 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 part 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: Using the following template the three thesis abstracts must be submitted in a single WORD document.
  • If you would like to voluntarily publish your thesis in TDX (information) you must submit:
    Two copies of the TDX agreement signed on all pages.

All documentation submitted in-person must also be sent via e-mail to <tesisdoctorals.eduib@uib.es>

For online submissions of compendium of publications theses

  • The deposit request igned by the PhD student and the thesis supervisor(s)
  • Final thesis:
    • A full copy of the final thesis with valid electronic signatures (e-DNI, personal e-certificate issued by the FNMT or a public employee certificate, or other electronic certificates issued by certification bodies and accepted by the National Government) of the student and supervisor(s) to the following e-mail <tesisdoctorals.eduib@uib.es>.
    • A full copy of the final thesis WITHOUT the signatures and in PDF format, sent via e-mail to <tesisdoctorals.eduib@uib.es>.
    • A copy WITHOUT the signatures and publications for the institutional repository at the UIB shall also be sent to the following e-mail <tesisdoctorals.eduib@uib.es>. From the year 2014 onwards, all theses defended at the UIB must be archived in open digital format in the institutional repository. For compendium of publications theses, if you wish to publish them in the open repository, you must REMOVE the full articles and replace them with their bibliographical references, including authors, title, journal, volume, year, online links, URLs, etc. so that they may be retrieved and consulted online by accessing the website of the corresponding 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 "Documentation custody commitment - Appendix 4", related to the permission of article co-authors, you must submit the corresponding documents alongside the document attached to this e-mail: <tesisdoctorals.eduib@uib.es>.
  • 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 part 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: Using the following template the three thesis abstracts must be submitted in a single WORD document.
  • If you would like to voluntarily publish your thesis in TDX (information) you must submit:
    Two copies of the TDX agreement signed on all pages.

For in-person submissions of compendium of publications theses

  • The deposit request igned by the PhD student and the thesis supervisor(s)
  • Final thesis:
    • A full original printed copy of the final thesis with the original signatures of the student, supervisor(s) and tutor(s) for deposit at the Doctoral School.
    • A full copy of the final thesis above WITH the signatures and in PDF format, sent via e-mail to <tesisdoctorals.eduib@uib.es>.
    • A full copy of the final thesis WITHOUT the signatures and in PDF format, sent via e-mail to <tesisdoctorals.eduib@uib.es>.
    • A copy WITHOUT the signatures and publications for the institutional repository at the UIB shall also be sent to the following e-mail <tesisdoctorals.eduib@uib.es>. From the year 2014 onwards, all theses defended at the UIB must be archived in open digital format in the institutional repository. For compendium of publications theses, if you wish to publish them in the open repository, you must REMOVE the full articles and replace them with their bibliographical references, including authors, title, journal, volume, year, online links, URLs, etc. so that they may be retrieved and consulted online by accessing the website of the corresponding 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 "Documentation custody commitment - Appendix 4", related to the permission of article co-authors, you must submit the corresponding documents alongside the document attached to this e-mail: <tesisdoctorals.eduib@uib.es>.
  • 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 part 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: Using the following template the three thesis abstracts must be submitted in a single WORD document.
  • If you would like to voluntarily publish your thesis in TDX (information) you must submit:
    Two copies of the TDX agreement signed on all pages.

All documentation submitted in-person must also be sent via e-mail to <tesisdoctorals.eduib@uib.es>

 

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), where it must be stated 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 deposit has been accepted and the panel has been approved by the CAD, we shall present them at the following meeting of the EDUIB Executive Committee for final approval.

After approval by the EDUIB, the ten calendar day deposit period set out in the regulations shall begin. Once this period comes to an end, a three-month deadline begins in which to hold the thesis viva voce.

Before they are allowed to defend their thesis, students must formalise their ongoing registration 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.