Formatting your thesis

Thesis layout and presentation (electronic and print)

University guidelines on the layout and presentation of your thesis are available. It is recommended that you consult them in the first instance if you are unsure of how to present your thesis. Consult the Manual of Academic Regulations and Procedures (MARP), Appendix 2.  The Student Registry can also advise on the requirements for thesis layout and presentation.

There is an (unofficial) Microsoft Word template satisfying the MARP requirements, along with some useful links, available at


The electronic version of your thesis should be deposited as a single PDF file.  However, it is acceptable to deposit a small number of individual files if you experience major difficulties in producing a single file for conversion to PDF.

Before converting to PDF you need to ensure that you have incorporated any elements of the thesis created in programs such as Excel, etc. into the main body of the thesis to create a single PDF file.  However, if there are multimedia elements that you are unable to incorporate into the main body of your thesis it may be possible to upload these as a separate file.


You should save the PDF version of your thesis using the following filename format: yearnamedegree.pdf, eg 2017smithphd.pdf or 2017jonesmphil.pdf

If you need to deposit two files, one complete and one with third party copyright material edited out you should give them different filenames using the following format:

  • edited (public version): yearnamedegree.pdf, eg 2017smithphd.pdf
  • full (not for public view) version: yearnamedegreeinternal.pdf, eg 2017smithphdinternal.pdf

If you need to deposit additional multimedia files that cannot be incorporated into the main PDF file you should use the same file name with the addition of information about the type of media being deposited. eg: 2017smithphd_audio.mpeg

Depositing associated multimedia files 

The main body of your thesis, including associated images, data, tables etc. must be deposited as a PDF document. However, if your thesis has associated multimedia e.g. audio file or video clips, these can be uploaded separately. No guarantee can be given that such files will continue to be accessible in the future. The relevant software for playing such files will not be provided via the institutional repository. Note that you should only upload multimedia files where you own the copyright, or where you have cleared any necessary rights.

Creating an edited version of your thesis

If you have been unable to secure all the necessary third party copyright permissions for your thesis you will not be able to make the full version available online. You will still be required to deposit this copy, and it will be held securely. However, you may wish to make an edited version publicly available. If this is the case you should save an additional copy of your thesis, remove the relevant material and insert a place holder at this point in the document, eg "Figure (Text/Chart/Diagram/image etc) has been removed due to Copyright restrictions".

Remember that you need to deposit both the full and the edited version of your thesis, and that these should be given different filenames (see above).