Please check your submission deadline in your Campus Global.
If you submit your thesis any working day of September, you don't need to enroll the new academic year. Exceptionally for COVID reasons, if you submit before end of 2022 you must enrol but without economic cost (please notify before enrolling).
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 four-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. Next to the original research described in the thesis, the rest of the contents cannot be made out of copying & pasting from other sources, and especially not from other PhD theses.
A set of articles (minimum 2) preceded by an introductory chapter and followed by a discussion 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.
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.
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.
Please make an appointment with the PhD Programme in Biomedicine Secretariat by email: [email protected] to submit the Doctoral Thesis.
Once you'll have your appointemnt scheduled, the PhD secretaria will give you access to a Personal Drive Folder to upload all your thesis submission documents.
Bring to the PhD PRBB office 300.04, 3rd floor; 1 printed book-copy of the doctoral thesis for the UPF library. Together with the original hand signed "Declaration by the author of the thesis" document (see point 6).
All documents must be submitted at the same time and duly filled in and signed:
(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 you have a UPF tutor (different from your thesis supervisor) you also need to present a letter confirming your tutor agreement with your thesis submission.
The composition of the court must respect gender parity.
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
It is recommended that the secretary of the board should belong to UPF or to a research institution at the PRBB
It is also recommended that at least one of the substituts should belong to UPF or to a research centre at the PRBB
Keep in mind that:
The indicated emails must match the workplace of each proposed doctor.
( 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 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 -> 100% online defences are accepted until September 2023.
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.
They should start with a minimum of 1h of difference.
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 monday, wednesday or thursday afternoons with starting time between 14:30 to 15:30h.
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.
Under the Covid-19 extraordinary circumstances, until next July 31st, 2022, we can offer you the option to present your thesis defence 100% online or on a semi face-to-face form.
The thesis 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 ([email protected]). At latest the day after the thesis defence.
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
Who will provide these documents?
Doctoral Thesis Reading
Language of exposition
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.
Meeting date and time
The committee Secretary
Doctoral Thesis Report
Fill out the personal details
Answer the questions
Each member must sign her/his report
Cum Laude Secret Ballot & Extraordinary Award Secret Ballot
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.
3. After Doctoral Thesis Defence3. 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