How do I arrange a viva?

Guidance for internal examiners

The School Administrator will be able to assist in arranging the oral examination. Please ensure you consider the following:

Consult with the External Examiner with regards to their availability.  

  • Time for the viva should include time for a pre-viva discussion between the Examiners; the viva itself and the drafting of the Joint Examiners Reports. Please note that the Joint Report is expected by the Doctoral College Office no more than 5 working days after the viva has occurred.
  • You will be sent an electronic copy of the thesis directly from the Doctoral College Office shortly after it has been submitted by the Doctoral Researcher. Please ensure that the viva date is arranged with plenty of time for the preliminary work to be completed prior to the viva. If there are delays to the thesis submission, the viva date may need to be adjusted.  

Reasonable Adjustments

  • The Doctoral College Office will have sent an email regarding a Doctoral Researcher’s reasonable adjustments for the oral examination (if applicable). It is the responsibility of the Internal Examiner to ensure that the reasonable adjustments are made for the viva. We recommend speaking to the Doctoral Researcher regarding reasonable adjustments if any clarification is required ahead of the viva. Further information on reasonable adjustments can be found on the Student Services intranet and SWAI can be contacted on +44(0)1509 222 765

Agreeing the date

  • Ensure the External Examiner and Doctoral Researcher are available for the date proposed and confirm the date and time with all parties. Inform the Doctoral College Office and the School Administrator of the date as soon as the date is agreed.

Right to work check

  • The University is required to ensure that the External Examiner has completed a Right to Work check prior to the commencement of the viva. All External Examiners will have been informed of this requirement in advance of their arrival at the University. The External Examiner must bring their passport with them on the day of the viva so that a copy can be taken. Please liaise with your School Administrator prior to the viva to ensure that this is completed.

Type of viva

  • Consideration should be given to the type of viva being held – will the viva be in-person, online, or blended? If the viva will be remote or blended, please read the remote viva guidance before the viva.
Guidance on running a remote viva

Non-standard examinations

  • If you have been appointed as Internal Examiner for a non-standard examination (e.g. EngD) please see Regulation XXVI for more information on the viva requirements.  
Regulation XXVI, para 10.3

When you receive the thesis, you will be directed to the next steps in the process but you can also access this information below.