There are four submission windows (periods) in each academic year. These are:

-          Middle of June to July ending

-          The last two weeks in October

-          The first two weeks in December

-          The last two weeks in March.

The current open window is August 15 - October 31, 2023. for softbound submission and it is via the new UG Tracking System.

• Student Guideline to UG Thesis Tracking

1) How do I register for my courses?

Response:

Online registration is done through the MIS Web which can be located on the first page of the University of Ghana website

The procedure for registration is as follows:

Click on the MIS Web and log in with your student ID number and pin.

Click on “Registration” under the Student iEnabler (on the left side of the screen).

Click on “Submit Registration”.

Then click on the “blue letters” under “Qualification Code” and select “Register for This Qualification”

Click on “Save and Continue” to view the course you have selected.

Click on “Continue” to view the Registration Cost (Academic Facility User Fee).

Click on “Accept Registration” to complete registration.

Click on “Printer Friendly Format” and print proof of registration.

Non-residential students, are to click on LOG-OUT to EXIT the system, while residential students are to Step 3 for their residential registration.

2) In the process of registering my courses, what do I do when I receive the feedback “the institution has not yet permitted the use of this option”?

Response: Kindly visit the Students’ Accounts Office for assistance.

3) Is it possible to request a change of programme after admission and what is the process involved?

Response: Yes,

You must formally send a request to the Dean of School of Graduate Studies through your HoD/Director/Dean.

Upon approval, you will be contacted by SGS to make payment of 200 cedis at the cash office.

Submit receipt to SGS, Academic Office and the changes will be effected.

4) What do I do in the event I am unable to submit my long essay/project/dissertation/thesis at the end of my period of study?

Response: You can request for extension and if you are still unable to submit, request for readmission.

One year MA/MSc. students have one semester extension and one semester readmission.

Two years MSc. and MPhil students, have two (2) semesters of extension and two (2) semesters of readmission.

PhD students have four (4) semesters of extension and four (4) semesters of readmission.

5) At what point does one qualify to apply for amnesty?

Response: When a student is unable to complete his/her programme within the extension and readmission window.

Amnesty can only be applied for when the university announces opening to students.

6) What is the process for applying for extension/readmission/amnesty?

Response: You must formally send a request to the Dean of School of Graduate Studies through your HoD/Director/Dean.

Upon approval, you will be contacted by SGS.

 School/College formats shall apply to:

• Chapter Structure Design
• Chapter Headings
• Reference Style
• Figures and Tables
• Chapter Content Design
• List of Abbreviations

The result of the thesis/dissertation and course work (where applicable) is published after the School of Graduate Studies has received the final copy of the thesis/dissertation.

The final (hard-bound) copy of thesis/dissertation is bound using the following colour scheme: 

Click here for more information.

Three hard copies and a soft copy (on CD) are submitted to the department/institute/centre. The unit then submits one hard copy and the soft copy together with a cover letter to the School of Graduate Studies (SGS). Upon receipt, SGS checks whether the student has passed all courses and met the required number of credits for graduation. When the student is cleared the result is published. That is, a written communication is sent to the department and all stakeholders that the student has met all the requirement for graduation.

1. When is the next graduation ceremony scheduled?

Response: Graduation ceremonies are typically held twice in an academic year. Exact dates are published on the University website and communicated via official notices.

2. Who is eligible to graduate?

Response: Students must have:

• Successfully completed all academic requirements with minimum with FGPA of 2.50,
• Settled all financial obligations to the University,
• Submitted and passed their final project/thesis/dissertation (where applicable),
• Been cleared by relevant units (e.g., Library, Finance, Department).

3. How do I confirm my graduation status?

Response: Eligible students are published in the Graduation List, which is posted online at the School of Graduate Studies and University of Ghana website. You may also check MIS to ensure all your grades are entered.  You may your contact your department or the Graduation Unit for confirmation.

4. How do I register for graduation?

Response: You must:

• Complete the online graduation registration form,
• Pay the graduation fee,

5. How and where do I collect my academic gowns or graduation souvenirs 

Response: Graduands should pick up their academic gowns and graduation souvenirs from their various schools/centres/departments 

6. What documents will I receive at graduation?

Response: Graduates mostly receive:

• A Certificate,
• A Transcript (on request),
• A Graduation souvenirs.

7. How do I collect my certificate if I miss the ceremony?

Response: Certificates can be collected from the University of Ghana Academic Affairs Directorate during working hours two weeks after graduation ceremonies. 

8. Will my name appear on the certificate exactly as it is in the graduation list?

Response: Yes. If you notice any discrepancies, please notify the School of Graduate Studies promptly.

9. What do I do if there’s an error on my certificate?

Response: Report the error immediately to the Graduation Unit with evidence (e.g., admission letter, national ID).  The correction of certificate may take at least three weeks.

10. Can I get my certificate reissued if it’s lost or damaged?

Response: Yes. Submit a formal request along with:

• A police report (in case of loss),
• The damaged certificate (if applicable),
• Proof of identity,
• Payment of the reissue fee.

11. Can someone else collect my certificate on my behalf?

Response: Yes. By following the prescribed protocols by the University. <protocols to be hyperlinked>

University Format Requirements shall consist of the following sections:

• Preliminary Information
• Substantive Section
• Bibliography and Appendices

Students

1. How can I check the status of my thesis?

Response: The status of thesis reports can be tracked through the student’s section of the Thesis Tracker. Further follow-up, if required, should be directed to the department. 

2. Would there be an extension of the submission of thesis date?

Response: The Thesis Tracker is open year-round, and students may submit their theses at any time, provided they have active registration for the current semester. However, all students must still adhere to the deadlines specified in the academic calendar.

3. The Thesis Tracker shows that all reports have been submitted, but I have not received any feedback from the School of Graduate Studies.

Response: Once all reports are received, internal processing is carried out before feedback is relayed. The feedback is sent via email to the department with the student copied.

4. What documents must be attached when submitting a thesis?

Response: Thesis Submission Form, Turnitin Similarity Report, Clearance Form, and PDF copy of the thesis.

5. What is the acceptable similarity index on the Turnitin report?

Response: A similarity index of 20% or less is acceptable.

6. Should theses be submitted in hard copy or soft copy?

Response: Theses are submitted in soft copy via the Thesis Tracker

Departments

1. How can I check on a student’s thesis status?

Response: Departments can either check the status directly through the Thesis Tracker or send an email to the Thesis Office at thesisoffice@ug.edu.gh  with the student’s details. It is recommended to use the Thesis Tracker, as it provides the most efficient and immediate access to information.

2. How can I check an examiner’s payment status?

Response: Departments should submit the names of the examiner(s) and the corresponding student(s). These details will be forwarded to the Accounts Office for confirmation or follow-up.

3. How can an examiner be reassigned due to delayed reports?

Response: An official email request must be submitted to the Thesis Office (thesisoffice@ug.edu.gh) to initiate the reassignment process.

4. What steps are taken when examiners delay the submission of reports?

Response: Reminders are automatically sent by the system to examiners. Additionally, the Thesis Office may write to the department to request that the thesis be reassigned to a new examiner.

Preliminary Information

i)         Title Page

The title page shall consist of the following which should be centered.

• College
• School
• Title of the Thesis
• Statement of Submission
• Name of Candidate (No Titles or Qualifications)
• Student Number (in brackets below the name)
• In partial fulfillment of the Requirement for the Award of Doctor of Philosophy (not abbreviated).
• Department/Centre/Institute
• The date of submission (Month and Year)

ii)         Declaration

A candidate submitting a thesis for a Doctoral degree shall make a declaration to the effect that the thesis is his/her own work produced from research under supervision.

Signature Page: 

The declaration page shall be signed by the following:

• The Candidate
• Supervisors

iv.        Abstract: Every candidate shall present a short abstract of his/her dissertation or thesis of a maximum of four (4) pages (double-spaced).

v.         Dedication (Optional)

vi.        Acknowledgement: (1-page maximum)

• The candidate may briefly acknowledge those who made important contributions to the success of his/her research and presentation of the thesis.
• Where the thesis has benefited from a collaborative project done in conjunction with the candidate’s Supervisor(s), this should be duly acknowledged.

vi.        Table of Contents: A well-aligned presentation of preliminary information, chapters with subsections, bibliography, and appendices of the thesis with relevant page numbers indicated.

vii.       List of Figures/Maps: A list of figures and maps with their relevant designated numbering and relevant pages at which they are located.

viii.      List of Tables: A list of tables with their relevant designated numbering and relevant pages at which they are located.

ix.        List of Abbreviations: A list of relevant abbreviations and their full rendering occurring in the thesis.

Substantive Section

i.          Chapter Structure: A thesis must consist of substantive Chapters including an introduction, intervening chapters, and a concluding chapter as determined by the Faculty format which has been deposited with the School of Graduate Studies.

ii.         Reference Style: The reference style shall follow the School/College format.

iii.        Thesis Size: A thesis submitted for a Ph.D. degree shall normally be between 50,000 to 60,000 words excluding bibliography, figures, tables, photographs, and appendices.

Bibliography and Appendices

i.          The bibliography should be placed at the end of the thesis and not after each chapter.

ii.         The order of arrangement of the bibliography and appendices should follow the prescribed departmental format.

iii.        The candidate may submit, as a subsidiary matter in support of his or her candidature, any printed contributions to the advancement of his/her subject, which he or she may have published independently or jointly, or any other supporting material. In the event of a candidate presenting material from joint work, he or she shall be required to state fully his or her own contribution.

Presentation Format

i.          Four typed or printed copies of the dissertation or thesis, using standard A4 paper, shall be submitted to the School of Graduate Studies through the Head of Department for examination.

ii.        Typed thesis should be on only one side of the paper.

iii.        Margins: When bound all margins of the thesis should be 2.54 cm (1 inch).

iv.        Font Type & Size: Theses should be typed in New Times Roman Font Size 12.

v.         Chapter headings should be in New Times Roman Font Size 14 Bold.

vi.        Font sizes for indented citations, graphs, figures, and tables should not be lower than New Times Roman font size 10.

vii.       Page Numbers: Page numbers should be centred at the bottom of the page throughout the thesis.

viii.      The preliminary pages should be numbered with Roman numerals.

ix.        Page numbering in Arabic numerals should run through the entire thesis.

Examination Copy

A thesis submitted for examination should be bound in soft manila card cover (green or light blue).

Final Copy

After the thesis has been approved, it must be bound in standard form Art vellum or cloth; overcast; edges uncut. The four (4) final copies of a thesis that has been accepted for the award of a Doctoral degree shall be distributed as follows:

Two (2) copies shall be sent to the School of Graduate Studies, one of which shall be deposited in the Balme Library and the other kept by the School;

The remaining two (2) copies shall be retained by the candidate’s Head of Department, one of which shall be kept in the Departmental Library and the other given to the candidate.

Labeling of Final Copy

         Front Cover: The front cover of the final copy should be lettered boldly in gold (0.5.-1.25cm) with the Title, Author, and Date (Month and Year).

        Spine: The spine of the thesis should be lettered boldly up back in gold (0.5 to 1.25cm) with the degree, year, and name, before the award of the Degree is published by the Registrar.

Binding Colour

       The colour scheme for a Ph.D. thesis shall be Dark Blue.

PDF Version

     A PDF version of the final thesis should be submitted with the hard copies to the School of Graduate Studies.