PGR examiner roles and responsibilities

The external examiner's duties are as follows:

• to read the thesis, or, in the case of a thesis involving original creative output, assess the work presented
• to reach an independent judgment on the thesis, against the appropriate criteria for the award, without consulting the internal examiner about the assessment, and to record this on an Initial Report Form prior to the viva
• to send their completed Initial Report Form to the PGRE Team at least one week prior to the viva
• to attend the viva and viva pre-meeting
• to examine the thesis together with the internal examiner
• to come to an agreement with the internal examiner as to the outcome of the examination
• with the internal examiner, to complete the Joint Report Form, and compile the list of corrections if required
• in the case of a referral, normally to re-examine the referred thesis.

The internal examiner's duties are as follows:

• to read the thesis, or, in the case of a thesis involving original creative output, assess the work presented
• to reach an independent judgment on the thesis, against the appropriate criteria for the award, without consulting the external examiner about the assessment, and to record this on an Initial Report Form prior to the viva
• to send their completed Initial Report Form to the PGRE Team at least one week prior to the viva
• to oversee the arrangements for the assessment process including liaising with the external examiner, and Independent Chair where necessary, to set a date for the viva
• to ensure that the department notifies the candidate and the PGRE Team of the date for the viva
• to oversee the proceedings at the viva in accordance with University regulations and policies
• to examine the thesis together with the external examiner
• to come to an agreement with the external examiner as to the outcome of the examination
• with the external examiner, to complete the Joint Report Form, and compile the list of corrections if required
• in the case of a pass subject to corrections, to receive the corrected thesis from the PGRE Team and assess this within a reasonable time period. For minor corrections this should be within two weeks and for major corrections within four weeks of receiving the corrected thesis from the PGRE Team
• in the case of a referral, normally to re-examine the referred thesis.

Most viva’s will not require the appointment of an Independent Chair, however the Dean may appoint an Independent Chair to oversee the conduct of the viva as determined by the University Policy on the Appointment of an Independent Chair (.pdf).

The Independent Chair is not an examiner. Their role is to facilitate the examination process and procedures, as follows.

The Independent Chair is not expected to make the arrangements for the viva, but should liaise with the Graduate Administrator from the candidate’s department who is responsible for such arrangements.

• To inform the examiners as necessary of the University’s procedures.
• To ensure that the examination is conducted in accordance with the University’s procedures.
• Where necessary, to help mediate between the examiners to identify possible recommendations and facilitate an agreed outcome.
• To ensure that the conduct of the viva provides the candidate with an opportunity to demonstrate their knowledge and to explain/defend their work.

Responsibilities of the Independent Chair

• To attend the pre-viva meeting to advise the examiners on any procedural matters and to help agree the approach to the viva.
• The Independent Chair does not read the thesis in advance of the viva (but has access to a copy for the viva).
• At the beginning of the viva, to introduce the examiners and to explain the format of the viva to the candidate.
• The Independent Chair does not participate in the questioning of the candidate on the content of the thesis.
• During the viva, to recommend an adjournment for a break if the examination exceeds two hours, or earlier if necessary.
• Exceptionally, the Independent Chair may adjourn/suspend the viva where they have concerns about its conduct.
• When the candidate has left the room/call for the outcome to be determined by the examiners, the Independent Chair shall advise the examiners on any procedural matters (e.g. outcomes available to them) as necessary.
• The Independent Chair shall play no role in the academic assessment.
• Where the examiners are unable to agree on the outcome, the Independent Chair shall advise the candidate.
• At the end of the viva, the Independent Chair shall ensure that arrangements are in place for completion of the Joint Report Form (and any accompanying paperwork).
• The Joint Report will include a place to record that the viva was conducted with an Independent Chair present and that they are satisfied with the conduct of the viva. The Independent Chair should then sign the Joint Report form themselves and return all examination paperwork to the Postgraduate Research Education Team.