General information

Please check your submission deadline in your Campus Global and consider to submit at least 1 week in advance to be available to amend any lack of information and get your thesis supervisor validation before your official deadline.

If you submit your thesis any working day before the end of September, you don't need to enroll the new academic year.

The submission of the doctoral thesis can be done any working day during the academic year (August and Christmas holidays are excluded)

For guidance, a three-month period is needed from  your submission application until you get the UPF PhD School approval for your thesis defence.

Once you'll have the UPF PhD School approval confirmed, you have 6 month period to defend your thesis

 

 

A doctoral thesis may be submitted in one of the following two formats: 

A classical thesis book

Consisting of chapters written in a cohesive way with introduction, objectives, methodology, results, discussion and conclusions chapters. The contents cannot be made out of copying & pasting from other sources, and especially not from other PhD theses. Published articles cannot be directly included using the journal format.

Sections and content of a classical thesis book

  • Title page (first page of the template)
  • Dedication and acknowledgements (optional)
  • Abstract
  • Preface or introduction
  • Table of contents
  • Introductions
  • Objectives
  • Methodology
  • General discussion
  • Results
  • Conclusion
  • Bibliography
  • List of figures and tables (optional)
  • Index or glossary (optional)
In case of not meeting the minimum requirements to present the thesis as a set of articles, but having a published article, please bear in mind that: The classical thesis book must be submitted as a manuscript and you can not add published articles on it with the journal publication format.

A set of articles (minimum 2)

Preceded by an introductory chapter and followed by a discussion, objectives and conclusions chapter or chapters.At least 1 article should be as a first author and already published in a peer-reviewed journal. Preprint articles (arXiv or bioRxiv) could be accepted in addition to at least 1 published article in a peer-reviewed journal. Preprints articles cannot substitute the mandatory published article. Manuscripts in preparation will not be accepted as part of the minimum set of articles. 

2.1.  There cannot be two doctoral theses from two different doctoral students including the same set of articles.

2.2.  An article with two or more joint first authors can be used in more than one thesis as long as each PhD student has made a major research contribution on this article. This specific major contribution of each PhD student in the article must be described in the manuscript of the doctoral thesis.
2.3. A doctoral thesis must include one or more original research contributions. Review articles cannot be included as original research contributions, but can be included in the thesis as additional thesis material.

All the articles include as part of a thesis cannot have been published prior to the first enrollment in the doctoral program.

Sections and content of a set of articles thesis 

  • Title page (first page of the template)
  • Dedication and acknowledgements (optional)
  • Abstract
  • Preface or introduction
  • Table of contents
  • Introductions
  • Objectives
  • Results (published articles)
  • General discussion
  • Conclusion
  • Bibliography
  • List of figures and tables (optional)
  • Index or glossary (optional)

1. Submitting a Doctoral Thesis

Please, check at your Activities Document, that the information you have entered about your Doctoral Thesis and your personal details are correct.

Any changes (title, supervisor or tutor, confidentiality protection ...) must be done before submisssion:

1. Personal data change

 

To notify any personal change please follow this web indication or send an email at

[email protected]

2. Thesis Title change

Please fill this online form with your new thesis title:

Doctoral Thesis Title Registration online form

3. Supervisor or tutor

 

Application to the Academic Committee of the doctoral programme. Documents required:

Atention!    this is an important change that may not be accepted if you apply just before submiting the thesis. Please check 1st the requirements here.

4. Confidentiality protection

To request for a special procedure to ensure confidentiality

(When the doctoral thesis includes work in which companies have participated, is subject to a confidentiality agreement or contains information that possible patents may cover)

Confidentiality agreement or possible patents

5. Positive

Assured that your last assessment is positive because otherwise you will not be able to submit your thesis. If you have a "Not presented" assessment, please contact with the PhD secretariat and ask for an advanced evaluation in order to be able to submit your thesis.

Go to the Academic transcript to check your personal assessment

 

Before submitting the doctoral thesis, you will need to get 2 expert reports from doctors belonging to external centers (not to the UPF neither to the student main research institution).  In order to get these reports, follow these steps:

Keep in mind that:

  • You will need to present these 2 expert reports together with the rest of the thesis submission documents to be able to submit your thesis.  Attention!! if you are asking for the International Mention these experts must be doctors from higher education institutions or research centers outside Spain and must not coincide with those who hosted you during your research stay.
  • During the thesis submission process, your supervisor will have to inform the Academic Commission if the changes suggested by the experts have been incorporated in your thesis or not (he/she will have to explain it in the thesis submission document ‘Supervisor Report’). 
  • These 2 experts can be part of your tribunal committee members in your thesis defense.
  • Be aware that your committee members will receive a copy of these 2 expert reports so they can might ask you about their content during the defense.

No deposit request will be accepted unless it is accompanied by the 2 external expert reports.

Please check your submission deadline in your Campus Global and consider to submit at least 1 week in advance to be available to amend any lack of information and get your thesis supervisor validation before your official deadline. If you submit your thesis any working day before the end of September, you don't need to enroll the new academic year. The submission of the doctoral thesis can be done any working day during the academic year (August and Christmas holidays are excluded). For guidance, a three-month period is needed from  your submission application until you get the UPF PhD School approval for your thesis defence. Once you'll have the UPF PhD School approval confirmed, you have 6 month period to defend your thesis.

1.3 How to submit a Doctoral Thesis Online:

PhD STUDENT REQUIREMENTS (VIDEO GUIDE)

  1. Please send us an email to let us know in advance the date you plan to submit your thesis online: [email protected] This way we can review your personal data in the file to confirm that are correct.

  2. On the same day of your thesis submission, you'll have to apply and upload all the required documents (see the list below) online using the Doctoral Thesis Deposit application available from your UPF Campus Global Applications bar. If you don’t have the button by default you can get it with the Configure applications button. 

  3. As a guidance the thesis submission process takes a minimum of two months to obtain the thesis defence authorization 

 

Required Documents:

All documents must be submitted at the same time and duly filled in and signed

1. A electronic copy of the doctoral thesis (pdf)

  • See compulsory format requirements 

    IMPORTANT! Please indicate the University name and program department:  Department of Medicine and Life Sciences

    on your thesis.   Without this information, the deposit will not be considered valid.  ​Optionally, if you need to print your thesis, you can ask for the UPF official cover. Apply for it here:  Ask for the UPF official Cover

  • Your tribunal members must receive either an electronic or printed copy of your thesis at least one month prior to the defence. A courier service from the Secretariat can be arranged for the shipment, if required.

2. The doctoral thesis Committee Suitability Report:

We encourage respecting gender parity with the composition of the court.

The Committee proposal information must be directly registered at the Doctoral Thesis Deposit application online. The only document that you will need to attach is a personal suitability report for each doctor proposed, including substitutes. 

The thesis committee must be composed of:

  • 3 full members: must belong to 3 different universities or institutions between them
  • 2 substitutes: must belong to 2 different universities or institutions between them, although the universities or institutions of the full members can be repeated
  • All members must be doctors and have proven experience in research. Please prepare and upload a suitability report for each committe member

It is recommended that the secretary of the board should belong to UPF or a research institution at the PRBB. It is also recommended that at least one of the substitutes should belong to UPF or a research center at the PRBB

Keep in mind that:

  • The thesis supervisor and the thesis tutor can not be part of your tribunal (academic regulation)
  • The indicated emails must match the workplace of each proposed doctor.

Please contact us before deciding on the members of your board to confirm that you’ll be able to afford the necessary tribunal expenses.

Attention for PhD thesis conducted at IMIM/Hospital del Mar: We would like to inform you that, according to the agreement signed between IMIM and UPF, all travel expenses for the thesis committee members will be the responsibility of the supervisor's research group and the IMIM research center. You may consult their management policy by contacting: [email protected] Alternatively, the university offers you the chance to organize your defence with the vocal member attending the defence electronically

3. A short explanation of the project in Catalan or Spanish AND English (approx. 150 words) directly registered at the Doctoral Thesis Deposit application online. 

4. Keywords list related to the PhD thesis in Catalan or Spanish AND English. Maximum 10 words (5 in English + 5 in Catalan or Spanish) directly registered at the Doctoral Thesis Deposit application online. 

5. Two expert reports:  Ask the experts to fill in and sign this template report + the Suitability Report or Suitability Report for tribunal members (in case the expert is also a tribunal member)

Check if you have the requirements to apply for a Doctoral International Mentions

6. Extra Document for Thesis with Confidentially Protection Agreement:

  • The confidentiality agreement signed by the 2 external experts 

  • The confidentiality agreement signed by all the tribunal members

  • The Academic Commission Resolution confirming the protection

  • A complete version of the thesis and an encrypted version in pdf

 

PhD SUPERVISOR REQUIREMENTS  (VIDEO GUIDE)

The PhD supervisor report and validation:

Once you receive by email the notification of the submission of a doctoral thesis, you will have to access to the Doctoral Thesis Deposit application module in order to validate it. Different actors interact in this module: first, the doctoral students apply for the thesis; then, the thesis supervisor completes and authorises the application; and finally, the Academic Committee of the doctoral programme and the Supervisory Committee carry out the final validations.

Please upload your personal signed PhD supervisor report (see template)

(The report should highlight which has been the original major research contribution of the doctoral thesis as well as contain the specific approval of the thesis supervisor confirming that the thesis has the appropriate quality for its presentation )

* In case this thesis have a UPF tutor (different from the thesis supervisor) you must ask the tutor to also sign the report giving her/his support to the thsis submission.

 

You can find the Doctoral Thesis Deposit application module at your UPF Campus Global Applications bar. If you don’t have the button by default, you can get it with the Configure applications button.

 

Please note that all the documents required to apply for the international mention must now be submitted on the same day as your thesis submission application. Ensure that your supervisor has validated your Research Stay in your activities document.

Description:

The International mention in the doctoral diploma is an honorary qualification given in addition to the doctoral diploma. The diploma can include on its obverse the mention of "International Doctor" in case that the following requirements are met.
Requirements: Check the requirements and regulations in this link

Documents to be presented:

  1. Research Stay Certificate: A document signed by a representative of your host institution that includes the tasks performed, learning outcomes, and specific dates of the stay.

    • Where to submit? Inside your Secretaria Virtual in your Activities Document. Register the stay as Activity Number 29 and specify the exact dates. Your supervisor must validate the activity (if they are unsure how to do this, they can email us at [email protected]).

  2. Two Expert Reports: Documents from doctors at a non-Spanish higher education institution or research center that assess your thesis. These can be the same reports used for your thesis submission, as long as they meet the requirements. These experts must be doctors from higher education institutions or research centers outside Spain and must not coincide with those who hosted you during your research stay.
Decision:

The Doctoral School's Steering Committee will decide whether to grant or deny the International Mention in the Doctoral Diploma. The doctoral program secretary will notify you of the decision

Regulation:

Academic regulations for doctorate courses  (art. 21)

2. Doctoral Thesis Defence

Once the notification email with the Doctoral Thesis Defence Authorization and Approval of the Thesis Committee are received you can start organising your thesis defence following these steps. Please note that the date will not be fixed until you recive our confirmation. 

Atention Please -> From January 1st the thesis defence must be face to face or hybrid (at least the secretary, the student and another member of the court must be physically present at UPF) 

 

PhD student’s duties

How to do it

1. Suggest a date

with your supervisor and tribunal members

Please note that:

  • We can only schedule a maximum of 2 thesis defence on the same day and they can not be simultaneous and Just 1 Hybrid Thesis Defence (with tribunal member online) per Day
  • They should start with a minimum of 1h of difference.
  • Check this web calendar and contact by mail with the PhD secretariat in order to see disponibility. 
  • Please note that the date will not be fixed until you recive our confirmation. 
  • Thesis defences should be scheduled on working days, monday to friday with starting time between 9:00 and 12:00h. Or Wednesday/ Thursday afternoons with starting time between 14:30 to 15:30h.
  • For excepcional situations please contact with the PhD secretariat. 
  • Thesis defences can be presented face to face or in hybrid form.
  • Hybrid defenses are accepted only with 1 tribunal member online (that can be the president or the vocal member):  at least the doctoral student, the thesis supervisor,  the tribunal secretary and 1 tribunal member must be face to face in the defence room.
  • If you need Videoconference because one tribunal members attend online, keep in mind that the preference data for your defence should be on Thursday or Friday to assure the equipped room availability.
  • Your tribunal members must receive either an electronic or printed copy of your thesis at least one month prior to the defence. A courier service from the Secretariat can be arranged for the shipment, if required provided that the copies are received in due time

2. Fill out this online form

 to let us know your defense details

 

check here available rooms

We will care from the PhD secretaria to book a room for your defence.

By default all PhD students must defend their thesis at the UPF Campus del Mar rooms. 

You will receive an answer through CAU with this information: 

  • A confirmation of the booking room for the thesis meeting (only in case of face to face). 

  • Zoom link to hold the session (you can send to your friends or relatives).

3.Organise a defence test

 

Thesis defenses are held by defauld in the UPF spaces (Dr Aiguader 80, building). The UPF IT technician services will ask you to schedule a meeting before the defence to explain to you the technical requirements for the Zoom app and to solve any doubts you may have.

Essencial Issues to keep in mind:

PRELIMINARY TEST: Please schedule a date to take a preliminary test to ensure familiarization with the space and equipment of the room where you will defend.

THESIS DEFENSE ROOM :

  • USERNAME & PASSWORD: Make sure you have your UPF Campus Global credentials up to date and working correctly.
  • COMPUTER: For thesis defenses, you must use the computer in the room to guarantee the result. This equipment is already set to work properly with the equipment of the room.
  • THESIS PRESENTATION: It is recommended to have your presentation in PDF format to prevent any compatibility problems. You can bring it on a USB or access it from the cloud.
  • POINTER & SLIDE: You must borrow the slide clicker at the building's reception and return it after the session.
  • MICROPHONES: In the room, you will find at least two microphones (one handheld for the committee and one lapel for you). The lapel microphone is connected to a belt clip that you will need to carry. To avoid holding it in your hand, it is advisable to wear clothing with pockets or a belt.

SNACK SPACE: Also, remember to reserve a specific space for the after-session snack in case you wish to do so.


In case you want to celebrate your thesis defence on a PRBB room, keep in mind that:

  • We cannot offer UPF technical support or video conferencing service.
  • The reservation of PRBB spaces must be made by you personally, respecting the rules of use of the center. [email protected] 

4. Complete the TESEO file

for the Spanish Ministry of Education, Culture and Sport

 Together with your defense autorization, the UPF PhD School will send you a detailed mail with indications to fill the TESEO before your thesis defense. 

5. Pay the Doctoral Thesis Defence fee 

You will receive by mail a few days before your thesis defence a document to pay the Dissertation fee. 

You can make the payment on line. 

6. Travel organization for your main tribunal members:
  • We will care from the PhD secretaria to contact your tribunal members and organise their trip necessities once your thesis defence will be officially authorise.
  • Please contact us by mail in order to book your trip in case you need this in advance:  [email protected]
  • Please, note that we have a limited budged and -for legal resons- we will not be able to reimburse your travel expenses if you manage transport or/and accommodation by yourself.

​

We can offer a limited budget to help you on covering the travel expenses of the main members of the board.

For that reason we recommend that you contact us before deciding the members of your board in order to confirm that you’ll be able to afford the necessary tribunal expenses. Once invited, we understand that a trip, taxi or lodging needed by a main member of the board  cannot be left unattended.

Alternatively, the university offers you the chance to attend the defense electronically. This makes management more affordable and environmentally friendly.

 

 

 

  • The thesi defence is a public event so an audience can attend. There are no specific rules concerning the length of the thesis defence at UPF. In general, the event takes from 1 1/2 to 3 hours in total and the doctoral student defends his/her thesis during 45 minutes approximately.

  • The chairperson of the committee leads the thesis defence proceedings. The proceedings must consist of the doctoral student's exposé of the research work carried out, the methodology used, the contents and conclusions, with special reference to its original contributions. The members of the committee may ask the doctoral student any questions they deem appropriate. Likewise, the doctors present at the public defence proceedings may ask questions at the time and in the manner stipulated by the chairperson of the panel. 

  • The president is also responsible for asking all attendees in the room (virtual or face-to-face) to leave temporarily so that the court can make the deliberation. The attendance to the deliberation session is exclusive for the members of the committee.

  • When the defence is completed, the members of the committee grade the thesis Fail, Pass, Good or Excellent. In case of obtaining an Excellent, they may also propose the thesis for a "cum laude mention" and for being a cadidate of the extraordinary award for its academic year. Both mentions shall be decided by secret ballot of the members of the committe and the student must obtain a unanimous positive vote to achieve each mention. For that reason at the end of the defense the committee cannot make public the maximum grade obtained.

  • At the end of the defence we would need to receive all the required documents, previously received by mail. You can sign with your digital signature / IdCAT or print, sign and scan the documents (in this case, we ask you to send the original copies by post, too. UPF Phd Program. PRBB building. C/Doctor Aiguader, 88. 08003, Barcelona. Spain). We'll appreciate receiving by email the scanned copy of the documents signed after the defence (PhD in Biomedicine <[email protected]>). At latest the day after the thesis defence.

 

Official documents

The secretary of the committee should supervise and collect all the official documents of the Doctoral Thesis Defence, and hand them in to the PhD Programme Secretariat after the defence (PRBB, 3rd floor, office 300.04)

Documents to fill out on the defence day

Data to be reported

Signed by

Who will provide these documents?

Doctoral Thesis Reading

  • Grade

  • Language of exposition

  • Meeting time

The 3 committee members

The PhD Programme Secretariat will prepare all the required documents in advance and will leave them in a folder at the Doctoral Thesis Defence room.

TESEO Document

  • Grade

  • Meeting date and time

The committee Secretary

Doctoral Thesis Report

  • Fill out the personal details

  • Answer the questions

  • Date

Each member must sign her/his report

Cum Laude Secret Ballot & Extraordinary Award Secret Ballot

  • Cum Laude secret ballot

  • Extraordinary award secret ballot

More information about the PhD Annual Extraordinary Award HERE

Possible doctoral thesis grades

  • Fail
  • Pass
  • Good
  • Excellent.

Only when a doctoral thesis is graded Excellent, the members of the committee may propose a "Cum Laude mention" by secret ballot.

After the defence, the Academic Committee of the Doctoral Progamme is responsible for counting the votes and grading the doctoral thesis Excellent Cum Laude, if the secret ballot is unanimously in favor. The Academic Committee of the Doctoral Programme is also responsible for informing the doctoral student, the thesis supervisor and the members of the committee of the final grade within the week after the defence.

If your main tribunal members are travelling to attend the thesis defence please contact us by mail at the following address [email protected]

 

Please, note that we will not be able to reimburse your travel expenses if you manage transport or/and accommodation by yourself.

 

We can offer a limited budget on covering the travel expenses of the main members of the board and we do not charge diets. Please confirm the limits with the PhD secretariat and look for an alternative budged in case of extra expenses.

 

Alternatively, the university offers you the chance to attend the defence electronically. This makes management more affordable and environmentally friendly.

 

Attention for PhD thesis conducted at IMIM/Hospital del Mar: We would like to inform you that, according to the agreement signed between IMIM and UPF, all travel expenses for the thesis committee members will be the responsibility of the supervisor's research group and the IMIM research center. You may consult their management policy by contacting: [email protected]

3. After Doctoral Thesis Defence

If you have to send your PhD certificate to a foreign institution, you might also apply for the “European Diploma Supplement (SET)”. This document is included in the cost of the title and it's issued in English. You should ask for it together with your official PhD degree certificate application

(See a SET exemple here)

 

Summary of the procedure


Download a summary of the procedure (PDF)