Guidelines for submission of PhD thesis at MLSU

After a long wait, I have finally submitted my PhD thesis. Initially, although I planned to submit it by July end of 2013, however, I could only submit it on 10 October 2013 at Mohan Lal Sukhadia University (MLSU), Udaipur. But why did I need to tell all these stories ? Reason is very simple, HERE, I am going to tell you all the procedures that you need to take care of while going to submit your thesis at MLSU. Hope this will make your job easier and efficient. I assumed readers of this blog are students from Physical Research Laboratory (PRL), Ahmedabad, India who were (will) registered (register) at MLSU and are planning or will plan for their thesis submission at MLSU at any time of their PhD carrier. 

If Google the procedures/guidelines required for thesis submission at MLSU then you can find this link http://www.dpsmlsu.org/HTM/superhome.php that provides what you need while submitting your thesis at MLSU.  Here, I will again tell you these guidelines in a concise format making things more clear.  These guidelines are described below.

At PRL (Before going to MLSU):

1. Write to PRL admin (Mr. Senthil Babu) to issue a no due certificate.

2. Synposis letter (Collect from Head Academic Services).

3. Cover letters (for submission of PhD thesis - one from you and another from your supervisor, and for issuing a residential certificate). Get it signed by your supervisor and Dean, PRL after taking print out on a PRL letter head (Attached cover letters -
1.http://www.prl.res.in/~susanta/thesis-sub/1-cover-letter-mlsu-from-prl.docx
2.http://www.prl.res.in/~susanta/thesis-sub/2-cover-letter-from-student.docx
3.http://www.prl.res.in/~susanta/thesis-sub/3-prl-resident-requirement.docx ).

4. Fill the MLSU proforma (downloaded from MLSU webpage or http://www.prl.res.in/~susanta/thesis-sub/4-MLSU_proforma.docx). Get it signed by your supervisor and Dean, PRL.

5. Fill MLSU no dues form (downloaded from MLSU webpage or http://www.prl.res.in/~susanta/thesis-sub/5-MLSU_no_dues.pdf). Get it signed by your supervisor only (Email me I can send you the format of this form).

6. Four hard bound (Light Blue Cover - requirement for the Faculty of Science) copies of your thesis. All four of them should be signed by you, your supervisor, and Dean of PRL.  For binding of your thesis you can contact Kansara Bindery, Chinubhai Tower, Ashram road, Ahmedabad.

(Note: Before signing by Dean, PRL, please check first with head academic services)

7. A CD containing the soft copy of your thesis.

8. Notary of the declaration page (in the format prescribed by MLSU http://www.dpsmlsu.org/HTM/pdf.php?fil=pdf/Declaration_PhD_Thesis.pdf or http://www.prl.res.in/~susanta/thesis-sub/6-DECLARATION.docx) of author from the thesis. For this you take print out of the declaration page without making any sign on it.  First go to Nutan Nagarika Sahakari Bank at Panjarpole, Ahmedabad and do a 100 rupees franking on it. Once finished, then you can go to any advocate (I went to one advocate who sits inside Polytechnic campus at Panjarpole char rastha) who will do this job of notary. Don't forget to take a print out of any identity card with you. You have to sign on the declaration page in front of him/her. He/She may charge around Rs 120/- for carrying out this job.

9. Examiners Proforma. Use the format for examiners proforma provided by MLSU(http://www.dpsmlsu.org/HTM/pdf.php?fil=pdf/phdpanelproforma.pdf or http://www.prl.res.in/~susanta/thesis-sub/7-Examiners_Proforma.doc). It needs to fill up by your supervisor. It contains the list of six examiners of your thesis with their full address details enveloped in a cover along with six copies of your title page and thesis abstract including a cover letter (http://www.prl.res.in/~susanta/thesis-sub/8-Cover-letter-examiners-from-guide.docx) from your supervisor. The examiners selected should be above designation of Associate Professor and at least there should be three Professors.

10. Application for issue of a thesis submission certificate (http://www.prl.res.in/~susanta/thesis-sub/9-PhD-thesis-submission-certificate.docx).

Once you are finished up with the procedures at PRL, then you can ready to go to MLSU carrying with you 

• A no due certificate from PRL
• Synposis letter
• Cover letters for thesis submission
• MLSU proforma form
• MLSU no dues form
• Four hard bound light blue thesis copies
• A CD with your soft copy written to it
• Notary of the declaration page for author
• Examiners proforma (Confidential envelope with examiners list, 6 copies of thesis abstract and title page, and cover letter from your supervisor)
• Application to issue a thesis submission certificate
• Rs 10,000/- for thesis submission fees and Rs 100/- for thesis submission certificate
• Receipts of deposited annual fees at MLSU (Physics Dept.)
• Receipts of submitted research reports at MLSU (Physics Dept.)

At Physics Department of MLSU:

Check the above documents with the clerk of Physics Departments at MLSU. He will issue a no due certificate once these documents (mainly he will check PRL issued no due certificate and whether you have deposited all the required departmental fees) were checked. Also he will put the seal of Head of Physics Dept. on these documents where the Head will sign later. 

Take note of the following documents, before submitting at Dean office of MLSU, that should be signed by Head of Physics Department. 

• All three cover letters mentioned above for thesis submission
• MLSU proforma form
• MLSU no dues form
• Four hard bound light blue thesis copies

At Dean office of MLSU:

Once finished your job at Physic Department, then move to submit at Dean office the following documents.

• A no due certificate from PRL
• Synposis letter
• Cover letters for thesis submission
• MLSU proforma form
• MLSU no dues form
• Three hard bound light blue thesis copies (One copy will be returned)
• A CD with your soft copy written to it
• Notary of the declaration page for author
• Examiners proforma (Confidential envelope with examiners list, 6 copies of thesis abstract and title page, and cover letter from your supervisor)
• Two copies of thesis front-pages and abstracts.
• Application to issue a thesis submission certificate

The PA to Dean will check the above documents as well as verify thesis title, thesis submission period, and at least one lead author published paper. Thereafter, he will ask you to deposit thesis fees of Rs 10,000/- and also thesis submission certificate fees of Rs 100/-, which you need to deposit at the account section near the Dean office. Completed these procedures, they will issue you then a thesis submission certificate certifying the submission of  your thesis.

Don't wait there, simply rush now to any of the nearest sweet shop. Buy packets of sweets, but don't forget to distribute them, and get yourself cooled down. Heartiest congratulations to you Doctor !!!

PS: In this blog, I tried my best to cover up everything that is required for thesis submission at MLSU, but still one can inquire with other fellow friends about these for a completeness. Thanks to Siddhartha (my batch-mate) providing formats of some of the files that were attached here.