How to submit thesis on NERD website for NYSC Mobilization

The Federal Government, through the official circular communicated 29^th September 2025, has made compliance with the National Education Repository & Databank (NERD) a mandatory requirement for mobilization into — or exemption from — the National Youth Service Corps (NYSC). In practice this means every prospective corps member (PCM) must ensure their final year project, thesis, dissertation or equivalent academic output is deposited in the NERD system and that they obtain a valid NERD clearance slip from their institution before reporting to the orientation camp. Institutions (universities, polytechnics, colleges of education, etc.) are required to coordinate uploads and issue the NERD clearance slips after supervisory approvals and NERD validation. The NERD portal provides a stepwise digital workflow — preliminary upload, AI anti-plagiarism/similarity assessment, supervisor/external examiner approval, file optimization and final submission — which institutions must integrate into their internal Mobilization procedures.

1. Background & legal basis

1. In late September and early October 2025, the Federal Government moved to enforce the NERD policy nationally as part of a broader anti-fraud/academic quality assurance initiative. The enforcement directive was conveyed through a circular from the Secretary to the Government of the Federation (SGF) and communicated to MDAs and tertiary institutions; NYSC has adjusted mobilization criteria accordingly.
2. The NERD policy — approved previously and published as the national framework for digitizing and preserving academic outputs — explicitly contemplates deposit of theses, final year projects, dissertations and similar academic outputs as a quality-assurance and verification mechanism.

Implication: From the enforcement date set by government (effective October 6, 2025 in official communications), no graduate will be mobilized for NYSC or granted exemption unless they can show proof of NERD compliance — i.e., that their thesis/project has been properly deposited and cleared on the NERD platform.

2. How the NERD requirement affects PCMs

Prospective Corps Members (PCMs):

• Must ensure their final academic output (thesis/project/report) is deposited in NERD and obtain the NERD clearance slip from their institution before applying for NYSC mobilization/exemption. Failure to do so will hinder their mobilization.

Corps-Producing Institutions (CPIs):

• Must enroll their institution and authorized officers on the NERD portal; prepare an internal SOP to verify and coordinate student uploads; supervise approvals and issue the NERD clearance slip after successful deposit/validation.
• Must ensure data accuracy (student name, matric number, supervisors, department, award, year), and that institutional profile data is up to date on NERD.

NYSC Directorate:

• Will cross-check NERD clearance slips when processing PCMs mobilization/exemption. NYSC directives indicate the NERD clearance slip is a pre-condition for online registration and camp registration.

3. NERD: platform overview & core workflow (what happens on the portal)

NERD is the national digital repository (official portal/databank). Institution admins, supervisors and students interact through a staged workflow:

1. Institution enrolment/admin account creation. Institutions register/enroll on the NERD portal and appoint authorized officers (SAOs, HODs, EOs).
2. Preliminary upload (student/PCM or institutional agent). The upload requires metadata: student full name, matriculation number, program, department/faculty, year of award, thesis title, supervisor(s) name(s), and the document file. The portal may require file format/size rules.
3. Automated checks. NERD runs automated processes (AI-based similarity/anti-plagiarism check, learning recommendations and indexing).
4. Supervisor & external examiner approval. After preliminary checks, the student submits the deposit for supervisor review. The supervisor must accept/approve or reject and request corrections.
5. Final submission & optimization. On approval, the student/institution reduces file size (if required), completes any indexation fields, and finalizes submission. At successful finalization the system issues a record (unique deposit ID) and the institution can generate the NERD clearance slip for the student.

4. The NERD clearance slip — what it is and what PCMs must understand

Definition & purpose:
The NERD clearance slip is the formal acknowledgement/receipt generated by the NERD system (and/or endorsed by the student’s institution) showing that a PCM’s thesis/project has been deposited, passed necessary checks, and obtained supervisory/institutional sign-off. NYSC will require this slip (or its verification code/unique ID) as proof of NERD compliance before granting mobilization or exemption.

Key elements the slip should contain (what to check):

• Student’s full name and matriculation/registration number.
• Institution name and departmental details.
• Title of thesis/project and year of award.
• NERD deposit unique ID/reference number/QR code (for verification by NYSC).
• Date of final deposit and the status (e.g., “Approved & Indexed” or “Pending”).
• Names/signature stamps (digital) of approving supervisor and institutional NERD administrator, and an official institution stamp or printed letterhead if institutions choose that format.

PCM actions & cautions:

• Do not attempt to register with NYSC for mobilization unless you have the valid NERD clearance slip and the unique deposit ID.
• Keep digital and physical copies of the slip (screen capture + downloadable PDF) and confirm that the slip’s unique ID is readable and verifiable.
• Ensure metadata (name, matric no., award year) is exactly the same on NERD and on NYSC application forms; mismatches can cause verification failures.

5. Step-by-step guide for PCMs (students/graduates)

This is what a PCM must do, step by step:

1. Confirm thesis finality: Ensure your thesis/project is finalized and signed off by supervisor (or be prepared to finalize corrections quickly).
2. Contact your department: Ask the departmental undergraduate coordinator for the institution’s NERD SOP and the institutional NERD liaison contact. Some institutions will require departmental clearance before upload.
3. Request upload: Follow the institutional instructions. Your institution’s authorized officer will upload on your behalf. Required fields will include full name (as on matric/degree), matric no., program, award year, thesis title, supervisor(s).
4. Run and review similarity report: View the AI similarity/anti-plagiarism check and address any flagged issues with your supervisor. Do not finalize until the similarity index is satisfactory and your supervisor approves.
5. Obtain approvals: Ensure supervisor and (where required) Student Affairs Officer (SAO) approve the deposit on NERD.
6. Collect NERD clearance slip: After final submission and institutional verification, download and keep both digital (PDF & screenshot) and printed copies of the NERD clearance slip. Verify the unique deposit ID and QR code are visible.
7. Use slip for NYSC: When completing NYSC mobilization forms and during verification, present the NERD deposit ID and the clearance slip. If NYSC requests further verification, forward the institutional NERD liaison contact.

Tip: If your institution delays, escalate through the institution’s registrar or the NERD helpdesk; keep email correspondence as proof of effort.

6. Common problems & troubleshooting (and recommended mitigations)

1. High similarity score: Supervisor must guide revision. Institutions should set a local maximum acceptable similarity threshold and offer a “resubmission window.” Recommend a two-stage supervisory review before final NERD submission.
2. File size limits: Pre-optimize PDFs (compress images, remove unnecessary large appendices) to meet portal limits (NERD often expects ≤10MB final files). Institutions should provide file-compression services.
3. Supervisor unavailability/slow approvals: CPIs should allow authorized deputies for approvals where supervisors are absent; implement a 7–14 days escalation policy.
4. Metadata mismatches (name, matric no., award year): These cause verification failure with NYSC. Cross-check records before final submission. CPIs should run a final metadata validation batch for all graduating students.
5. No institutional NERD account/unregistered institution: Immediate priority — institution must register on the NERD portal. NERD has sub-systems and support channels to onboard institutions; liaise with the NERD helpdesk.

7. Institutional checklist (quick reference for CPIs)

• Appoint NERD Implementation Team and alternate contacts.
• Enroll/register institution on NERD portal; create user accounts.
• Publish NERD SOP to students & supervisors (upload deadlines, file specs, similarity policy).
• Schedule training sessions & helpdesk hours for upload support.
• Run pilot uploads (small batch) to validate workflow.
• Issue NERD clearance slips only after final approvals & portal confirmation.
• Keep a verified register of deposit IDs for audit and NYSC verification.
• Provide a dedicated contact point for NYSC verification queries.

Frequently Asked Questions (FAQs) concerning the new NYSC policy on the submission of theses/projects to the Nigeria Education Repository and Databank (NERD) for Prospective Corps Members (PCMs):

1. What is the new NYSC thesis submission policy all about?

The new policy mandates that all graduates seeking NYSC mobilization or exemption must submit their final-year thesis, project, or dissertation to the Nigeria Education Repository and Databank (NERD) before they can be cleared for service.

2. What is NERD?

NERD (Nigeria Education Repository and Databank) is a national digital archive established by the Federal Government to store, verify, and manage academic research, theses, and projects from Nigerian institutions. It helps maintain educational integrity and prevent plagiarism.

3. When did the policy take effect?

The enforcement began following the official NYSC circular released on 7^th October 2025, making NERD submission a prerequisite for all mobilizations and exemptions henceforth.

4. Who is affected by this policy?

All Prospective Corps Members (PCMs)—including graduates from universities, polytechnics, and colleges of education—whether locally or foreign-trained, must comply with this policy.

5. What documents do I need to upload on NERD?

You must upload your final-year project, thesis, or dissertation, along with accurate metadata such as your full name, matriculation number, department, year of graduation, and supervisor’s name.

6. Can I upload my thesis by myself?

Most institutions require that uploads be coordinated through their Student Affairs Office. Always follow your school’s internal procedure.

7. How do I access the NERD portal?

Visit the official NERD website (as provided by your institution or Ministry of Education directive) and log in through your institution’s enrolment link. You must be listed as a verified student by your school.

8. Is there a specific file format for upload?

Yes. NERD generally accepts PDF format, and your file size must not exceed the prescribed limit (usually around 10 MB). You may need to compress the file before uploading.

9. What happens after I upload my thesis?

Your upload will undergo:

1. Automated plagiarism/similarity checks,
2. Supervisor and external examiner approval, and
3. Final validation by your institution’s NERD administrator.

10. What is a NERD clearance slip?

The NERD clearance slip is an official document issued after successful submission and approval of your thesis on NERD. It serves as proof that you have complied with the Federal Government’s thesis submission directive.

11. Why is the NERD clearance slip important?

Without a valid NERD clearance slip, NYSC will not process your mobilization or exemption. It’s now a compulsory verification document during online and camp registration.

12. Who issues the NERD clearance slip?

It is generated through the NERD portal and endorsed by your institution’s SAO before being handed to the student.

13. Can I proceed for NYSC registration without the clearance slip?

No. You must present your NERD clearance slip or its verification ID during NYSC online registration and camp registration.

14. What should I do if my clearance slip shows “Pending Approval”?

Contact your supervisor or SAO immediately. Your thesis may still be awaiting verification or approval on the portal.

15. Is this policy applicable to foreign-trained graduates?

Yes. All Nigerian graduates—local or foreign-trained—are required to comply. Foreign-trained PCMs must upload their dissertations or equivalent academic reports to NERD as part of their evaluation.

16. What if I graduated several years ago but haven’t served yet?

If you are being mobilized after the enforcement date (6^th October 2025), you must comply and upload your thesis/project before NYSC mobilization.

17. How can I confirm that my thesis has been successfully uploaded?

Once approved, you’ll receive a NERD deposit confirmation ID and your status will change to “Approved” on your institutional dashboard. You can also verify using your unique deposit ID or QR code on the clearance slip.

18. What is the “similarity check” mentioned in NERD?

The similarity check is an AI-powered plagiarism assessment that compares your thesis against other published works. High similarity scores may require revision or supervisor review.

19. What if my thesis fails the plagiarism check?

You’ll be required to correct or rewrite the flagged sections until your supervisor approves the revised version for final submission.

20. Can I use my old project if it’s missing or damaged?

If the original document is unavailable, consult your department for archived copies or supervisor’s approval to reconstruct and resubmit a verified version.

21. How much does the NERD submission cost?

Currently, NERD submission is free, though your institution may charge minimal administrative or processing fees for technical support or clearance.

22. How long does NERD approval take?

Approval timelines vary, typically between 3 to 14 days, depending on how quickly supervisors and institutional administrators review submissions.

23. Can I track my NERD approval progress?

Yes. The portal allows you to monitor your submission status (e.g., Pending, Under Review, Approved). You’ll also receive email or SMS notifications as updates occur.

24. Who should I contact for NERD-related issues?

Reach out to your institution’s Student Affairs Officer. Most institutions have designated contacts for technical support and verification.

25. What happens if my institution has not registered on NERD yet?

Your institution must register and activate its NERD account before its graduates can be cleared for NYSC. Institutions are expected to comply immediately following the NYSC memo.

26. Can I be exempted from the NERD policy?

No. The directive applies to all graduates seeking NYSC mobilization or exemption. No waiver has been announced for any category of students.

27. Will NYSC verify my submission directly from NERD?

Yes. NYSC’s verification system cross-checks your clearance slip using the NERD deposit ID or QR code to confirm authenticity and approval status.

28. What if I have technical issues uploading my thesis?

Report to your SAO or send a ticket to the official NERD technical support via the helpdesk on the portal.

29. How can I avoid mobilization delays due to NERD?

Submit your thesis early, follow up with your supervisor for prompt approval, and ensure your clearance slip is printed before NYSC online registration opens.

30. What are the long-term benefits of this policy?

• It promotes academic integrity and research transparency.
• Helps combat plagiarism and fake certificates.
• Provides a national database for research and policy planning.
• Enhances institutional credibility and creates opportunities for academic collaboration and innovation.