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Thesis document and defense

Thesis types

The program allows two different types of Thesis: standard and article-based. A standard thesis consists  of a self-contained document including original research contributions (regulation). An article-based thesis consist of some publications on prestigious journals or conference proceedings showing significant research contributions together with brief document giving the appropriate context (regulation).

Thesis review process

Before being submitted, both types of thesis go through an identical review process made by anonymous reviewers.This process is managed by the CS Department Review Manager (). The reviewer's report will be analyzed by the CS Department Post-graduate Committee and one of the following outcomes will be given:

- The thesis is ready for submission

- The thesis has to go through a minor revision.

- The thesis has to go through a major revision.

 

 


Documentation that is needed to present

It is mandatory to create a zip file that contains the files which are listed next and to send it to the PhD Thesis Review Manager of the CS Department,

  1. Summary of the thesis in English and list of publications, in plain text and not exceeding two pages.
  2. A PDF preliminary draft version of the final PhD thesis document, where the publications must be properly referenced.The purpose of this document is to show to the reviewers the work developed, to put it in context to the state of the art and to highlight its novel contributions, its originality and its relevance. Note that article-based thesis have a well defined list of items that must appear in the thesis. Each reviewer will receive an electronic copy of the document and an electronic copy of the publications related to the thesis.
  3. PDF files of the papers enumerated in the list of publications.
  4. List of 10 people who are experts in the subject of the thesis, to be candidates for being reviewers; in plain text. A maximum of 3 of them can be affiliated to Spanish universities, excluding the UPC. None of the reviewers may be co-author of the PhD student. The proposed persons must have a position equivalent or superior to Associate Professor (Profesor Titular de Universidad). The following data are required for each candidate: name and surname, academic category (Professor, Associate Professor...), affiliation, postal address (not P.O. box), e-mail and personal webpage (preferably) or webpage of the institution he/she belongs. If the candidate applies for the mention of Internacional Doctor, the proposal has to contain a minimum of 6 reviewer candidates from non-Spanish universities. Do not forget to inform the PhD Thesis Review Manager of your intention of obtaining International Doctor mentionn.
  5. Approval of the director(s) of the doctoral thesis (as well as that of the tutor  when applicable).
  6. If a student decides to submit an article-based thesis, a specific request has to be made (form)



Periods

The Post-graduate Committee informs of the result of the external review process within a maximum of 12 weeks (standard thesis) or approximately 30 days (article-based thesis) after receiving the documentation.
For the purpose of accounting periods, you must take into account that:

  • the period from July 21st to September 1st will not be accounted
  • the non-lecturing periods (Christmas and Holy Week holidays) from September 1st to June 30th will not be accounted

IMPORTANT: The thesis approval will expire after one natural year (Modification approved by the CS Department Board (Junta de CS) on 27/10/2004).

Steps previous to the PhD thesis deposit

Once the Postgraduate Committee gives its approval after the review process of the thesis document, then, in order to be able to proceed to the thesis deposit the Ph.D. supervisor must fill out the following documents and deliver to the Secretariat of the Department. In case of the Ph.D. supervisor is external of the PhD Programe,  the Ph.D. tutor must do this task.


FORMS: [english - catalan - spanish]

  • Quality report and authorization from the programme's academic committee for the presentation of the thesis: (ADU)
This document must be filled out with the Ph.D. candidate and thesis data, publications and projects, and delivered to the Secretariat of the Department so that the Academic Committee can complete its report.
The Ph.D. candidate and his/her supervisor will be informed of the moment in which they can proceed to the thesis deposit.



  • Proposal of the thesis examination panel: (See form T)
The form containing the proposal of the examination panel must be filled out and sent by e-mail to the secretariat of the doctorate programme, Mercè Juan, together with
  1. The curriculum vitae of the external candidates of Ph.D. Programme (200-word summary in a text file
The committee must follow the regulation: 

Requirements for the thesis examination panel members

    • General conditions:
    Five doctors with proven research experience. This experience has to be demonstrated by their research curriculum for the non UPC members. Members from UPC have to fulfil the UPC acredited research criteria. 3 of them act as holders and 2 as substitutes.
      • No more than one member of the UPC are permitted to form part of the examination panel.
      • The majority of the proposed members must be non UPC members.
      • If a panel member is a  co-author of the candidate a justification of  the necessity of his/her participation in the panel is required.
      • If the thesis supervisor is not a member of UPC, then the examination panel must include a member of the UPC.
      • It is recommended that the person that acts as Secretary of the examination panel is a member of the department.
      • If the student is pursuing the “International Doctor” distinction, the thesis examination panel must include at least one doctoral-level expert from a non-Spanish institution of higher education or research. This expert may not be the person who certifies the student’s stay at the host institution.
    • The examination panel cannot include:
        • The thesis supervisor and co-supervisor(s), and the tutor, if any
        • Anyone with a direct interest or incurring in whatever legal cause for abstention
      • Please take into account the UPC co-financial restrictions:

    Thesis deposit

     

    The Ph.D. student must fill out the following documents and deliver them to the Secretariat of the Department:

     

    • Original and copy of the DNI, NIE or (valid) passport.
    • Original and copy of the degree that gave access to the doctorate programme.
    • Two summaries one in English, and another one in Catalan or Spanish (See form Thesis Summary)
    • UNESCO codes (must be included in both thesis summaries) (see form Cod.UNESCO)
    • Authorization of the thesis for the UPC supervisor/s (See form ADT)
    • Authorization of the thesis for external-UPC supervisor/s (See form DDTF)
    • Authorization of the Academic Committee of the programme (which the secretary already has after the thesis review process, from a step previous to the thesis deposit) (see form ADU)
    • Proposal of the examination panel (form in paper, which the secretary already has) (form T)
    • Curriculum vitae members panel (200 words in a text file)
    • An e-mail address where to contact the candidate at least 3 years after the defense of the thesis
    • TDX (PhD Theses Dissemination on the Web)
    • In a CD - the full thesis document and the 2 summaries. The summaries are mandatory in a text file.
    • Registration (Doctorate EEES) of the deposit (the registration form properly signed by the supervisor/tutor must be delivered). Once the payment has been made, the payment receipt must be delivered to the secretariat.
    • Fee of the deposit registration: public prices and registration (See form M)
    • A copy of the thesis in electronic format (pdf). The academic commitee of the programme may request that a paper copy also be provided.
    • The CS department will make a contribution of up to 90 euros in concept of copies and bindings. The invoice must be issued on behalf of

      UPC- Dept. de Ciències de la Computació
      c. Jordi Girona Salgado, 31
      08034 Barcelona
      CIF Q0818003-F

     

    • If the International Doctor Mention is demanded: the original certificate of acknowledgement of the research stay, properly signed and stamped by the receiving institution, together with the request of Mention of International Doctor (See form MI)


    Act of public thesis defence

     

    The Academic Committee must ensure that mechanisms are in place for hosting the thesis defence on its own premises or in other UPC facilities. If a location outside the UPC is chosen, express authorisation must be received from the Doctoral Studies Committee and the Academic Committee must ensure that the arrangements comply with doctoral studies regulations and standard thesis assessment procedures.

     

    The thesis defence must be held on a teaching day and is open to the public.

     


    Reading and defence

    The thesis defence consists in presenting the research carried out, the methodology used, the results obtained and the conclusions, focusing particularly on novel contributions to the field arising from the research.

     

    In specific cases determined by the Academic Committee, such as company involvement or the possible generation of patents from the content of a doctoral thesis, the Doctoral Studies Office will ensure that confidential aspects of the thesis are not made public, as established in the section on theses subject to confidentiality agreements and/or intellectual property agreements.

     

    Once the general presentation has been made, the examiners will ask questions and may seek clarification of particular aspects of the work. In addition, PhD holders attending the defence may ask questions when invited to do so by the chair of the examination panel.

     

    The examination panel has access to the doctoral training log, which lists the principal activities carried out during the doctoral programme. The training log is not graded but the examiners will use it as a qualitative indicator to complement their assessment of the doctoral thesis.



    Assessment

    Once the defence and discussion of the thesis have been completed and the public has left the room, each examiner draws up an assessment report using a standard template. The completed reports are attached to the doctoral training log.

     

    Finally, the examination panel will award the overall mark that it considers appropriate from the following: No apte, aprovat, notable o excel·lent. The mark is recorded on the assessment certificate, which must be signed by all of the examiners in attendance.

     

    Before closing the session, the chair of the examination panel will notify the student and the public of the mark awarded.

    Cum laude distinction

    The cum laude distinction may be awarded if examiners reach a unanimous decision through secret written ballot. Examiners must indicate the reasons for their decision to award the cum laude distinction on the ballot paper. Decisions may take into account the following factors:

     

      • Articles based on the thesis content published in journals listed in the JCR or other indexes and presented at conferences.
      • Other specific scientific and technical factors.

     

    Votes are counted in a separate session, following the procedure established by the Doctoral Studies Committee of UPC.

    Thesis dissemination

     

    PhD Theses Dissemination on the Web

    The TDX (open link in a new window) server allows the remote consult of the complete text of the theses, as well as searches by author, title, subject of the thesis, university where it has been presented, etc.

    The objectives of this service, coordinated by the Consorci de Biblioteques Universitàries de Catalunya (CBUC (open link in a new window)) and the Centre de Supercomputació de Catalunya (CESCA (open link in a new window)) and sponsored by the Departament d'Universitats, Recerca i Societat de la Informació de la Generalitat de Catalunya, are:

    • To disseminate, worldwide and through Internet, the results of the Catalan universities research.
    • To offer the authors of the theses a tool to increase the access and the visibility of their work.
    • To improve the bibliographic control of the theses.
    • To boost the electronic edition and the digital libraries.
    • To encourage the creation and use of the own scientific production.

    TDX was born as an outcome of a collaboration agreement signed on January 11, 2001 between the Catalan universities, CESCA and CBUC, from which the Ph..D theses presented in these universities can be viewed worldwide, free of charge and with research and education purposes only.

    All the theses housed at TDX must be the original versions deposited in the Doctorate Office just before the thesis defence; either the digitized version of the paper copy or the digital version that is delivered to the Doctorate Office since 2004.


    Required documentation:

    • Contract of thesis dissemination (Form TDX): it must be filled out and signed by duplicate.
    • Matter and keywords related to the thesis (Form CDU): mark the matter of the doctoral thesis in list of disciplines and write no more than 10 descriptors that identify its contents.



    All this documentation has to reach:

    Sra. Mercè Juan
    UPC- Dept. de Ciències de la Computació
    C/ Jordi Girona Salgado, 1-3, office 009, Omega Building
    08034 Barcelona
    Tel. 93 413 78 36
    E-mail: Merce Juan