PhD Submission Process in IITD

So you’ve done your research, did your presentations, and wrote up papers. And now want that sweet liberation from IIT Delhi. Not so fast! Here’s the multi-stage process to submit your thesis and a final test for your already fraying psyche.

Synopsis

  • A pre-PhD seminar must be held before the AURC (Academic Unit Research Committee, i.e. DRC/Department Research Committee) considers your synopsis.
  • The seminar and synopsis submission are now delinked. You can do your pre-PhD seminar and submit the synopsis when you’d be able to submit the thesis in 2-3 months.
  • Synopsis length: 4–6 pages. Clearly show your contribution; publications may be cited on the last page.
  • Your supervisor prepares a panel of at least 8 external experts from reputed universities/labs in India or abroad. The SRC (Student Research Committee — your thesis committee) approves the list and forwards it to the AURC. There are now no specifications about the number of Indian vs foreigner examiners.
  • If you don’t submit the thesis within 9 months of the synopsis, you have to submit a fresh one. DACD (Dean, Academics) can grant a max 1-month extension in exceptional cases.

Administrative flow:

  • Upload the synopsis report on ERP.
  • Supervisor approves on ERP and manually enters the names of all examiners.
  • Upload signed approval from external supervisor if applicable.
  • Both the synopsis and the examiners list must be approved by the DRC.
  • DRC uploads minutes on ERP.
  • Documents reach the Academic section.
  • PG section requires three approvals: dealing assistant, superintendent, and registrar.
  • Dean’s office approves.
  • Once Academic section approves, proceed to thesis submission.

Board of Examiners

The DACD appoints a board of two external examiners from the AURC-approved panel. Some conflict-of-interest rules to know:

  • Nobody from the same lab/institution as you (or your joint supervisor) can be an examiner.
  • A former PhD student of your supervisor can be an examiner, but only if they got their PhD at least 10 years ago.

Thesis Submission

Submit your thesis within 6 months (preferably) and no later than 9 months of AURC synopsis approval. Miss this and you have to redo the pre-PhD presentation and synopsis. A 1-month extension is possible from DACD.

  • Upload thesis to OwnCloud and create a shareable link.
  • Pay the thesis submission fee through SBI Collect.
  • Upload the following to ERP:
    • OwnCloud link to the thesis
    • Thesis fee receipt
    • Previous qualifying degree certificate
  • Ask your supervisor to generate a Turnitin report and upload the PDF to OwnCloud.
  • Supervisor adds the OwnCloud link of the Turnitin report to ERP.
  • Supervisor approves the thesis on ERP.
  • Upload signed approval from external supervisor if applicable.
  • DRC chair approves the thesis.
  • Dean Academics approves the thesis.
  • Collect the submission certificate from the Dean’s office.

Thesis Evaluation

Once the thesis reaches the examiners:

  • Each examiner has 6 weeks to submit a detailed assessment report to the DACD.
  • If a report isn’t received within 3 months, the DACD can replace that examiner.
  • If the two examiners disagree, the DACD appoints a third who reports independently.
  • Your supervisor also submits a report on the thesis’s strengths and weaknesses.

If revision is required: You get 1 year to resubmit the revised thesis (extendable by another year in exceptional cases). Total revision time cannot exceed 2 years, regardless of how many rounds.

Viva-Voce and Award of Degree

After evaluation, you defend before the Oral Defence Committee (ODC), consisting of one external examiner and your supervisor(s).

  • If the external examiner can’t attend physically, they can join via video-conferencing. You can also join online after taking permission from DACD (“in exceptional cases”).
  • If no external examiner from the original board is available, DACD appoints a replacement just for the viva.
  • Viva, in most cases, is a happy occassion since all the feedback is already incorporated.

To actually get the degree, you need to:

  • Produce a No Dues Certificate.
  • Submit two hard-bound copies of the thesis (one for your Dept/Centre library, one for the Central Library), incorporating all corrections.
    • Hard cover must be maroon-colored.
    • Spine: year of publication at top, your last name in the middle, “Ph.D.” at the bottom.
    • Left side of inner cover must have the copyright notice.
  • Submit a soft copy to the Central Library.
  • You’ll need at least two copies for IIT, one for you, and one for each of your supervisor(s).

The degree certificate will state the month and year of completion.

Fellowship Continuation Post Submission

For fellowship continuation beyond submission (up to 10 semesters total):

  • Write a letter requesting continuation of fellowship. Mention availability for TA duty and no other source of income.
  • Get the letter signed by your supervisor and HoD.
  • Academic section approves the letter and issues a notification.
  • Take the notification to the accounts section.

Note: assistantship runs for a maximum of 5 years or till the date you defend, whichever is earlier.

Sadly, this is not applicable to UGC Fellows. According to new guidelines (dated 2026-01-16), your fellowship stops when you submit your thesis or when five years is up, whichever is earlier.

Thanks to Madhusmitha and Biswanath.