Joint PhD examination

Joint PhD candidates are enrolled at both the University of Melbourne and a partner institution. Learn about key requirements for a Joint PhD examination.

As a Joint PhD candidate, your examination may differ from the standard University of Melbourne process because it must meet the requirements of both universities.

These requirements are governed by your Graduate Researcher Agreement (GR Agreement) made between the University of Melbourne, your partner institution, and you.

Your GR Agreement is a formal contract which, among other things, outlines specific obligations for your submission, examination (including viva, which may be referred to as an oral examination or defence), revisions, and final thesis requirements.

Any additional provisions outlined in your agreement will be incorporated into your examination process.

Examination process

At Melbourne, your examination is governed by your GR Agreement and the Graduate Research Training Policy (MPF1321).

You should always refer to your GR Agreement for details specific to your examination. Your agreement will outline any variations to standard University processes.

Before submission

You will need to meet both institutions’ requirements, as specified in your agreement.

Discover what you need to do to successfully submit your thesis to the University of Melbourne and check your GR Agreement for any additional partner requirements.

A public completion seminar is a requirement for all graduate researchers before submission, unless your GR Agreement specifies an alternative. It is a separate requirement from the oral examination (viva), which takes place after the thesis is reviewed. Any variations to this requirement will be specified in your GR Agreement.

Make sure you discuss your planned submission timeline with your supervisors at both institutions. Then, register your intention to submit.

External examiner appointment

At the University of Melbourne, registering your intention to submit begins the process of selecting examiners.

Supervisors at both institutions will jointly nominate examiners. At Melbourne, usually your principal supervisor will nominate examiners through the Thesis Examination System (TES), after consultation with your supervisors at the partner institution.

Supervisors must also ensure examiners meet the eligibility requirements outlined in your GR Agreement.

In all cases, two examiners formally nominated at Melbourne will be external to both Melbourne and your partner institution and will be asked to submit their reports to both institutions.

Supervisors from both Melbourne and the partner institution must agree on the appointment of the same two independent external examiners, unless otherwise specified in your GR Agreement.

If your partner institution requires additional panel members, this will be specified in your GR Agreement. The partner institution will appoint these members, usually in consultation with your supervisors from both Universities.

At some institutions, the supervisor may not be involved in the final examiner selection. In this instance, each institution may appoint its own examiners, which may result in additional examiners being appointed to review your thesis.

Submission of thesis

Submit your thesis to the University of Melbourne and your partner institution at the same time, following each institution’s requirements, so that examinations run in parallel. Submitting at different times can delay the examination at one or both institutions.

Ensure the versions submitted to both institutions are identical.

Your thesis will then be examined according to each University’s procedures. You may receive external examiner reports on the thesis review prior to the viva (oral examination) where permitted.

Find further information on the examination process at the University and submitting your thesis at Melbourne.

Viva (oral examination/defence)

If a viva is required, your GR Agreement outlines the location, format and panel composition. The institution responsible for arranging the viva will contact you directly to schedule the viva. If it is a requirement, only one viva will be undertaken.

If the viva is run by the partner institution, at least one independent external examiner appointed by the University of Melbourne must participate. The partner institution must advise Melbourne of the outcome by submitting an oral examination form or final report.

If the viva is administered by the University of Melbourne, it will be conducted as described in the Graduate Research Training Policy (MPF1321) and Examination of Doctoral Degree by Viva Process.

Any additional partner-specific requirements outlined in your GR Agreement will need to be met.

Examination outcome and revisions

Examiner reports and outcomes are managed across both institutions. The timing of release of the examiner reports and subsequent steps (such as revisions or viva) will be based on the arrangements outlined in your GR Agreement.

Revisions must address feedback from all examiners across both institutions, and an identical final revised thesis must be submitted to both institutions.

Learn more about examination criteria and marking.

Final thesis submission

Any revisions to your thesis must be reviewed by your supervisors and the Chair of Examiners at Melbourne.

You must submit an identical final version of your thesis to both institutions. Ensure all final thesis components, including creative outputs or additional materials, meet the requirements of both institutions.

Further information

  • You should have received a copy of your GRA when your agreement was finalised. If you cannot locate it, contact your supervisor, local graduate research administrator or the ICRA team via: jointphd-admin@unimelb.edu.au.

  • Whether or not you will have a viva depends on your agreement.

    Most joint PhDs require an oral examination or other additional components. Where required, you will only undertake one viva or oral examination unless otherwise specified in your agreement.

    You can indicate the host institution of your viva when you register your intention to submit via TES.

  • If examiner recommendations differ, the process outlined in your GR Agreement and relevant University policies will apply.

    This may involve consultation between institutions, an additional review (such as an adjudicator), or an oral examination if one has not already occurred.

  • Whether you undertake revisions before or after the viva depends on what is outlined in your GR Agreement.

    Some agreements require candidates to complete revisions before the viva, while others specify that revisions should occur after the viva outcome is finalised. Check your GR Agreement and discuss the requirements with your supervisors to ensure you meet the expectations of both institutions.

  • At Melbourne, your examination is managed by the Graduate Research Examinations office. At your partner institution, it may be managed centrally or by the faculty.

    To support smooth communication during the examination, you may provide the partner institution’s contact details to the Graduate Research Examinations office at Melbourne via gr-exams@unimelb.edu.au.