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Submitting the Final Thesis (Doctoral students)

Final approval for the PhD or EdD is conditional on you submitting a hard bound and electronic copy of your thesis for deposit in the University Library. 

If you plan to graduate as soon as possible, please note that both hardbound and electronic copies of your thesis should be submitted at least seven calendar days before the graduation ceremony you wish to attend. 

What are the requirements for the hardbound submission?

The minimum requirements for the Hardbound thesis are as follows:

  • hard bound (hand stitched and not stuck)

  • cover colour is up to you

  • your thesis title, your initials and surname reading down the spine

  • letter colour must be gold

  • the 'Deposit & Copying of Hardbound Dissertation Declaration' form must be bound into your final hardbound dissertation as the very first page. Do not include this form in the electronic version

  • a copy of your Summary/Abstract with your name and dissertation title on it. This must be bound inside the thesis following the title page.

  • a loose copy of your Summary/Abstract

  • the date (month and year) on the title page should be the same as on the softbound originally submitted for examination. If your orignal viva outcome was to revise and resubmit you should put the month and year you submitted the revised thesis for examination.


Where can I have my dissertation bound with hard covers?

There are a number of bookbinders available; two Cambridge Bookbinders are:

Where do I submit my thesis?

Until 22nd March 2019 your thesis should be submitted to the following address:

Student Registry
Academic Division
University of Cambridge
4 Mill Lane Cambridge

After 22nd March 2019 your thesis should submitted to this address:

Student Registry

Student Services Centre

New Museums Site



What if I am submitting from overseas?

The two Cambridge Bookbinders listed above accept an electronic copy of the thesis and will arrange for printing, binding and delivery to the Student Registry.


How many copies of the thesis must I submit?

One copy is required for the University Library. However, the following Departments require a second copy, usually for their own library.  Submit both copies to the Student Registry:

  • Chemical Engineering

  • Engineering

  • Earth Sciences

  • History and Philosophy of Science

  • Judge Business School

  • Veterinary Medicine

Is there any help with the cost of binding my thesis?

Applications for thesis binding costs will be considered by the Graduate Hardship Fund. Eligibility criteria and guidance on making an application is available on the Hardship Funding page.

Including additional materials

If you were granted permission to submit additional materials alongside your thesis for examination, these must also be uploaded to the University repository alongside the electronic version of your thesis.If you are unsure how to do this, please contact the Office of Scholarly Communication for further advice at Please note that memory sticks, CDs or other carriers are not accepted with your harbound thesis except in exceptional circumstances.

Uploading an electronic version of your thesis (e-thesis) to the University repository

In addition to submission of a hard bound thesis (please see above), you are required to upload an electronic version of your thesis to the University repository, Apollo. You can do this using the upload form at where you will also find further information. However, please see below if you decide that access to your thesis should be 'indefinitely restricted'. 


Managing access to your thesis

Before you upload the electronic copy of your thesis to the University’s repository, you will need to confirm the appropriate level of access to your thesis.  The following levels of access are available:





Guidance on the different access levels is available on the Office of Scholarly Communications webpages.  The access level chosen will apply to the hard bound version of your thesis, any digitisation of the hardbound version and the version submitted electronically. This includes any grant of restricted access by your Degree Committee.’

You should agree the appropriate level of access with your supervisor taking account of any terms and conditions of your funding or any other relevant contractual arrangements.  You and your supervisor should complete the access confirmation form and you should upload the completed form to the repository when you upload your thesis.  If you or your supervisor are unable to agree on the appropriate level of access you should refer the matter to the Degree Committee who will determine the appropriate level of access.  The Degree Committee will return to you a completed form for you to upload with your thesis.

If you decide that access to your thesis should be restricted, you will need to get Degree Committee approval for this.  You should submit your completed access confirmation form to the Degree Committee who will determine the appropriate level of access.  The Degree Committee will return to you a completed form for you to upload with your thesis.

If you decide that access to your thesis should be 'indefinitely restricted' you should complete the Deposit & Copying of Hardbound Declaration form and the access confirmation form, but you should not attach the thesis file.

The level of access applies to versions of your thesis deposited in the University library.  If your Degree Committee requires a second copy of the thesis to be retained in the department library, you need to ask the departmental librarian about managing access to your thesis.

Students who submitted the final version of their thesis before 1st October 2017

If you submitted the final version of your thesis before 1st October 2017 and wish to extend a period of restricted access that was previously agreed, you can apply for this using the Restricted Access Extension form. You can apply to extend the period of restricted access to your thesis by a maximum of two years with each application.

Your Supervisor and Degree Committee will need to sign the form to confirm their approval of the extension of the period of restricted access. Once the form is complete and signed by all parties, it should be submitted to the Student Registry by email to for final approval. 

How will the Student Registry contact me?

It is important to ensure your mailing address, email address(es) and telephone numbers are updated over the 12 months following the submission of your dissertation. We will primarily contact you by email. Update your details via CamSIS Self Service