Writing the dissertation is a daunting task. But the submission can be a great headache too if the dateline is so close. In this post, I shall share the processes so that readers may be aware of the processes involved and then take appropriate measures.
1. Once your pre-submission seminar is over, you have 89 days to submit the dissertation. But collect thesis submission form from the BRS office. The form will have details of what all to submit and what kind of signatures you require to take for submission.
2. Once the pre-submission seminar is done, and perhaps two months later you have got your dissertation ready, first thing to do is to get the plagiarism test done. For this you have to convert your dissertation (Front pages, introduction, chapters and references/bibliography) into PDF. Then write this PDF on a CD and take it to the Central Library (First Floor) to get plagiarism test done. This test will take an hour. You may get the result after an hour. But in my case, I got it done on Friday noon. But because they have run out of the form, I was given the result on Monday. So if you are running short of time, keep this in mind. (The shops in Patel Chest will be able to help get these works done). (Day 1). (Clearance from the Central Library was not required by the Examination Branch in my case. I did get the Clearance though!)
4. Once the Plagiarism test comes out okay, go for printing. (For plagiarism check, up to 20% similarity is okay.) Give it for printing on the day you get Steps 2 and 3 done. To print the dissertation and get binding done, it will take around 4 hours. Even if it is late, give it to them if they would take it. The book is supposed to have Plagiarism test certificate, originality certificate, students approval form etc. The computer experts who help you in formatting the Thesis know all the certificates to be included.
5. Meanwhile get your dissertation (chapter wise) and abstract written in 3 CD as well. Also take photocopies of your PhD registration, joining report etc. (Day 2)
5. Get the book, and get them signed from your Guide and HoD. You will also have to get the form that you get from the BRS office in Step 1 signed too. Also get the CDs signed from the Guide, and also students approval form and others. (Day 2). Steps 2 may take one entire day or even more because your Guide and the HoD may not be available on the same day.
6. Then after that go to BRS office to get the signature of BRS Chairman on the form that you received in Step 1. I would suggest that you go on day 2 itself, if it is before 5 pm. BRS Chairman may not be available on the same day but you can leave the form with the staff. The Chairman may not even be available for the next 2-3 days. So give it on day 2 itself because he may be available on day 2 till 5 pm, and not be available on day 3 and 4.
7. Once you have got the BRS Chairman's signature, go to the Examination Branch to submit the documents. Till 3 pm, the dealing official would be available. After 3 pm, the gate keeper will not allow entry.
8. The Examination Branch is rigorous in examining that all the documents are in order. They gave me three more forms to sign. One requires just the student's signature, and about this I am not saying anything here because one can do that at the spot itself. But the other two require Supervisor's and HOD's signatures. So it is better that you get these two forms ready in advance. Since Supervisor and the HOD may not come to the Department everyday, getting their signatures sometimes is very difficult. One form that you need to keep it ready (this was not given by the BRS) is about publication. You can get the format of the
form here. You can take the print out of the form yourself, then get it filled and along with the print out or photocopy of the published research paper in a refereed journal, you have to submit it. The other form is the Supervisor's certificate for exclusion of self-published work. You can get the
form here. If the Supervisor has not included any of her/his publication in your work, write "NA" (not applicable).
9. If your documents are complete, you will have to deposit examination fee. (To check if you all have all the documents,
see here.) To deposit the examination fee, one will have to get written " no due" on thesis submission form from Window 5, and then go back to Window 1 to pay the fee. I was asked to pay Rs. 5000. I think those who do not get Fellowship pay less. Once the fee is paid, go back to the Examination Branch to submit the documents. Now you are down with submission. (The examination fee receipt is the proof that you have submitted your dissertation.)
(With this post, I hope to make submission process little easier. But it will usually take at least a week. Since the Supervisor and the HOD are not available in the Dept everyday, things get delayed. We cannot blame the Supervisor and HOD for not being available everyday. They have Committee Meeting, Seminar, Paper correction etc. But with this p)
NB: These processes and requirements may change with time. I submitted my dissertation in 2017.
