Pre-viva discussions and arrangements

Preliminary Report Forms

The examiners’ independent preliminary report form should be completed prior to the oral examination by each examiner. Liaise with the examiners to agree a date to exchange the reports ahead of the viva. The completed preliminary report forms should also be sent to the Doctoral College Office but this can be done after the viva. 

Discussion about the viva

After each examiner has completed their preliminary report forms, and these are exchanged, the Examiners should meet in order to:

• Discuss the Preliminary Report Forms and agree the questions for the viva.

During this meeting, the Independent Non-examining Chair should:  

• Explain what will happen in the viva, Loughborough’s procedures and regulations, and the expectation as to the conduct of a viva.
• Ask the External Examiner if they require any adjustments to be put in place to be able to attend and/or perform the viva.  

In-person viva arrangements

• Ensure the booked room is quiet and an appropriate size – check AV if this is needed.
• Allow time for travel, lunch, etc . 

Remote viva arrangements

• Choose a platform for the viva (agreed with the Doctoral Researcher)
• Arrange separate meetings for pre-viva discussion, viva, post-viva discussion and feedback
• Consider a test call for all parties the day before  
• Make sure you have everyone’s phone number in case connection is lost.