GUIDES

5 steps to prepare your thesis disc and avoid missing files

Check the instructions, finalise your files, organise folders and read back the disc before submission.

Preparing your disc early gives you time to review the files before the deadline. The steps below are suggestions for organising the work. If your institution has its own rules, follow those official instructions first.

Step 1. Review your university’s requirements

Confirm whether the institution requires a disc or accepts another submission method. If a disc is needed, note the quantity, CD or DVD type, mandatory file formats, label template and packaging requirements. A screenshot or copy of the instructions helps the disc service understand the request.

Step 2. Finalise one set of files

Create a separate folder for the submission, use the approved version and check that all appendices are included. Move drafts, temporary files and unrelated documents outside this folder. Separating them helps prevent the wrong files from being copied.

If a PDF is required, check the pages, tables, characters and appendices in the exported file. Add Word documents or supporting data where requested; do not assume that a single PDF is sufficient for every university.

Step 3. Use clear, consistent filenames

Follow the institution’s naming rules. If there is no mandatory template, use short, recognisable and consistent names to distinguish the main document from appendices. An illustrative filename is Thesis_NguyenVanA_Submission.pdf.

Filenames and disc labels should agree with the submission, especially the student’s name, ID, project title and document version. Avoid last-minute batch renaming without checking the results.

Step 4. Agree on specifications and timing

State the total file size, number of discs and required collection date. Clarify any labels or cases you need as part of the service. Confirm the turnaround time after the files have been reviewed, rather than assuming immediate completion.

Step 5. Read back the actual disc you will submit

Open the folders and try the files on the disc, comparing them with the source. Check the main document, appendices, label and number of copies. This final check can reveal missing items while there is still time to address them.

Keep another copy of the submitted file set elsewhere. Careful preparation makes handover easier, but the receiving institution decides whether the submission meets its requirements.