Examination of Doctoral Degrees by Viva Process
1. Overview
1.1. This process supports the Graduate Research Training Policy (MPF1321) by setting out detailed requirements for the examination of doctoral degrees by viva at the University of Melbourne.
2. Purpose
2.1. The purpose of the viva is to:
- a) provide an opportunity for the candidate to discuss their research in detail with examiners who are leaders in their field, while enabling examiners to clarify concerns with the thesis
- b) assure examiners that the work presented is the candidate’s own and to clarify the candidate’s contribution to any collaborative research
- c) facilitate the examiners reaching agreement on an examination outcome, and
- d) enable communication of the examination outcome to the candidate on the day that the viva is held, including where relevant an indication of required revisions to the thesis.
3. Process
Appointment of the viva chair
3.1. The viva chair must meet the minimum requirements to be an advisory committee chair as defined in the Graduate Research Training Policy (MPF1321).
3.2 The viva chair will usually be the candidate's advisory committee chair where they meet the criteria above, or otherwise as appointed by the chair of examiners.
3.3. If an alternative viva chair is required, the chair of examiners will appoint the viva chair. The viva chair must:
- a) be a senior academic member of staff in the candidate’s department,
- b) meet the eligibility requirements to be a viva chair, as set out in clause 3.1,
- c) not be a supervisor or other member of the advisory committee of the candidate under examination, or otherwise have a conflict of interest with the committee or candidate, and
- d) be sufficiently experienced to manage any challenges that may arise.
Communication and arrangements
3.4. The principal supervisor is responsible for arranging the viva in consultation with the candidate.
3.5. The attendees at the viva are the candidate, viva chair, and the examiners. The candidate’s supervisors must not attend the viva examination.
3.6. Where the PVC for graduate research has approved a modification to the viva, the viva chair must ensure the approved arrangements are in place.
3.7. The graduate research examinations team is responsible, in collaboration with the principal supervisor, for sending formal invitations, finalising times and organising room venues and equipment, sending notifications, and providing other administrative support.
3.8. The graduate research examinations team must take all reasonable steps to ensure that the viva is scheduled at a reasonable time for all participants.
3.9. The viva is conducted via videoconference unless all participants are able to participate in person on campus during the scheduled viva.
3.10. Where the viva is conducted via videoconference, the candidate and the viva chair should participate from the same physical room where practicable.
3.11. If an examiner is unable to attend the viva at short notice (and rescheduling is impractical), the attending examiner can present questions from the absent examiner by proxy.
Before the viva
3.12. Each examiner must independently examine the thesis against the criteria in Schedule 3 of the Graduate Research Training Policy
3.13. The graduate research examinations team must provide the chair of examiners, viva chair, and the examiners with copies of the examiners’ preliminary reports two weeks prior to the viva.
3.14. If an examiner’s preliminary report has not been received one week prior to the viva, the viva will be rescheduled. If it is unlikely the examiner will be able to provide their preliminary report within a further six weeks, they may be replaced.
3.15. Neither the supervisors nor the candidate receives a copy of the examiners’ preliminary reports prior to the viva.
3.16. The viva chair is not expected to read the thesis.
3.17. The viva chair is responsible for considering the appropriateness of the preliminary report (e.g. if it contains inappropriate language or unprofessional remarks about the capability of the candidate or supervisors or the mode of examination, or if the chair judges that the examiner has not sufficiently engaged with the thesis). The viva chair may refer any concerns to the chair of examiners for escalation to the Pro Vice-Chancellor (PVC) for graduate research. In exceptional circumstances, the PVC for graduate research may authorise the redaction of sections of the reports.
3.18. The chair of examiners may ask the PVC for graduate research to remove an examiner and/or pause an examination by viva where the preliminary report raises significant concerns about examiner conduct.
Conduct of the viva
3.19. A pre-meeting between the viva chair and examiners must be held to discuss the conduct of the viva and order of questions.
3.20. Upon commencement of the viva, the two examiners will conduct a discussion with the candidate.
3.21. The discussion is moderated by the viva chair. The panel can use a minimum of one hour and a maximum of two hours and the chair should seek to ensure that both examiners get a suitable opportunity to present questions.
Determining the outcome of the viva
3.22. At the conclusion of the viva, the candidate is briefly excused while the examiners confer about the outcome of the viva. The viva chair remains present while the examiners confer.
3.23. The examiners are expected to agree on an examination outcome through post-viva deliberation.
- a) Where the examiners agree on examination outcome Schedule 3 Doctoral degree examination criteria and outcomes of the Graduate Research Training Policy the examiners will conclude the post-viva deliberation and advise the candidate accordingly.
- b) Where an outcome of Minor Revision is agreed, the examiners must agree and note the scope of any revisions. The chair of examiners will assess the revised thesis.
- c) Where an outcome of Major Revision is agreed on, the examiners must agree and note the scope of any revisions. One examiner will assess the revised thesis. If the examiners cannot reach consensus on the examination outcome during post-viva deliberation, the viva chair informs the chair of examiners, who refers the matter to the PVC for graduate research for adjudication in accordance with clauses 5.139 to 5.143 of the Graduate Research Training Policy. The viva chair verbally informs the candidate of this process.
3.24. At the conclusion of the deliberation, the candidate will be invited back to the viva and:
- a) advised of the outcome of the examination; and
- b) provided with a verbal indication of any revisions required, and the timeline for completing them as outlined in Schedule 3 Doctoral degree examination criteria and outcomes of the Graduate Research Training Policy
3.25. Following the viva, the examiners will meet to draft a brief final report in which the examination outcome and details of any required revisions are clearly outlined. The final report must be submitted to the viva chair. In exceptional circumstances, the final report may be finalised no later than five business days after the viva.
3.26. The chair of examiners must review the examiners’ preliminary and final reports prior to approving them for release to the candidate and principal supervisor, to ensure they are appropriate. The PVC for graduate research may approve the redaction of any content considered inappropriate. Approval for release should occur as soon as reasonably practical, and normally within five business days of receipt.
Examination of Doctoral Degrees by Viva Process version 5.
Authorised by the Pro Vice-Chancellor (Graduate Research).
| Version | Date | Change |
|---|---|---|
| 1 | 1 January 2025 | |
| 2 | 20 January 2025 | Typographical errors at 3.12 and 3.15 |
| 3 | 7 March 2025 | Typographical errors at 3.23c |
| 4 | 16 April 2025 | Change to clause 3.1; Text and formatting change at 3.23 |
| 5 | 2 June 2026 | Change to clause 3.20 |