What is late submission?
If you have reached your maximum course duration and your candidature was confirmed on or after 1 January 2018, but you are unable to submit your thesis, your advisory committee may be able to support you to apply for late submission.
Late submission is an option if you have been disadvantaged during your candidature as a result of research related reasons beyond your control. Late submission may also be approved due to compelling or unexpected, personal or medical reasons that have arisen during your candidature that could not be managed appropriately through the candidature variations available at the time. For more information about what happens after late submission has been approved, please click the after late submission is approved tab on this page.
Late submission can be granted for up to two calendar years for a PhD and up to one calendar year for a masters, otherwise known as your maximum submission date.
The late submission period is typically a period of non-enrolment. You cannot take leave during a late submission period.
Late submission definitions
Maximum course duration:
- four years (part time eight years) for a PhD or doctoral degree,
- two years (part time four years) for a masters degree.
A calendar year is a period of 365 days and is not dependent on whether your enrolment was full-time or part-time.
Your maximum submission date is the final date by which you must submit your thesis.
- If you are not approved for late submission, your maximum submission date will be the same as your maximum course duration date.
- If you are approved for late submission your maximum submission date will be extended to the end of the approved late submission period relevant to your degree.
Application and approval of late submission
Your advisory committee applies for late submission on your behalf. The discussion regarding late submission should ideally occur:
- at the 3-year, 6-month review for a PhD, and
- 18-month review for a masters.
If you had commenced but not reached your maximum course duration as at 1 March 2020 the discussion regarding late submission should ideally occur:
- at the 4-year (full-time equivalent) review for a PhD, and
- at the 2-year (full-time equivalent) review for a masters.
Please make sure that the reasons for late submission are noted on your progress review forms and/or are documented at the meeting properly.
The discussion regarding late submission should include:
- the date that maximum course duration will be reached,
- whether you have been disadvantaged during candidature as a result of circumstances beyond your control,
- whether you have provided a written credible plan for completion of your thesis,
- whether you have demonstrated sufficient understanding of the research topic to make completion likely, and
- a reminder of the visa implications if you are a visa holder as late submission is normally a non-enrolled status.
Applications for late submission are considered for approval by the Late Submission Panel in your faculty. To find out how to apply, click the Applying for late submission tab on this page.
If late submission is not approved
If you apply for late submission and it is not approved, and you do not submit your thesis by the date your maximum course duration is reached, your enrolment will be terminated. A termination notice will be sent to you, which includes a date by which you are able to appeal as well as the process for appeal.
A thesis submitted after the maximum submission date and prior to the termination notice being issued, will still be rejected for examination.
If your submission date falls on the weekend or public holiday, you must submit on or before that day. This cannot be used as a reason for not submitting your thesis on time.
Although late submission is typically discussed at a progress review meeting where the outcomes are recorded using an online form, a separate process is required for late submission. Applying for late submission requires additional information and approval steps so an application must be made via a separate form which is prepared and submitted by your advisory committee.
The application process
- Step 1
Discuss thesis plan and potential for late submission application with your advisory committee at least 6 months prior to maximum submission date.
- Step 2
You and your advisory committee receive an email from the faculty graduate research manager about applying for late submission with the application form attached.
- Step 3
Your advisory committee prepare the late submission application and send it to the faculty graduate research manager at least 6 weeks in advance of your maximum course duration date.
- Step 4
The Late Submission Panel considers your application for approval.
- Step 5
You and your advisory committee receive the outcome.
If you are experiencing difficulties during your candidature that may affect your ability to progress at any time prior to your expected thesis submission date, access the Finishing on time webpage on the Graduate Research Hub which provides some information on support. You should also discuss any issues with your supervisors. Your local graduate research administrator can also be contacted to discuss your options.
If you have a chronic health condition, you are encouraged to register with Student Equity and Disability Services (SEDS). SEDS can create an adjustment plan/document that recognises your needs but does not necessarily disclose your condition. The adjustment plan will be held on your record. You can refer to your adjustment plan when making leave or other relevant applications, rather than requiring separate medical certificates.
Late submission is normally a period when you are not enrolled. The Late Submission Panel may decide that due to circumstances presented in the late submission application, access to a laboratory, electronic library resources or studio (for example) would be required, and will approve you to be enrolled for part of the late submission period. The late submission start date will still be the date your maximum course duration is reached.
Three months before your late submission end date, referred to as your maximum submission date, your faculty graduate research administrator will send you a reminder to submit your thesis.
If you do not submit your thesis by the maximum submission date, the University will be unable to accept your thesis and your enrolment will be terminated.
Access to University facilities during late submission
If you are approved for a period of late submission you are expected to be at the final writing up stage. Access to email will continue during this period.
If you need access to physical University facilities and electronic library resources, a period of enrolment will need to be determined by your advisory committee. They will include the reasons for enrolment and the length of time required in the late submission application. Your period of enrolment will give you the ability to apply for a new student card so you can maintain building and full library access.
If you need access to library borrowing rights and you have not been approved to be enrolled during the late submission period, you will need to apply for complimentary membership.
Your focus during the late submission period is to submit your thesis for examination. However, be aware there are other tasks to complete in preparation for submitting your thesis. Please review the examination webpages well in advance of when you intend to submit to ensure you have completed all the necessary prerequisites for submitting your thesis and that it is ready for examination. If you experience any issues with your IT access, it is recommended that you first reset your password and if issues persist contact Student IT. If the issue is still not resolved, contact Graduate Research (Student Administration).