Information for Co-Ordinators

Guidance for Co-Ordinators of Research Degree Examinations.

A Co-ordinator is nominated to undertake some of the administrative duties associated with a viva where any members are attending remotely.

The supervisors will initially liaise with the panel to arrange a suitable date, time and chosen platform for the viva as well as to collect the contact details for the panel and researcher.

They will then communicate these details to you as Co-ordinator.

The duties of the co-ordinator will vary depending on the mode of the viva:

Hybrid vivas

The Doctoral College will attempt to book the video-conferencing suites.

If successful, we will send the link for the duration of the viva to the External, Chair and Co-ordinator.

The Co-ordinator will be responsible for:

  • Setting up a test connection on the chosen platform to ensure all parties are confident in the use of the system
  • Distributing the link(s) for the viva to the candidate, internal and supervisor (if attending)
  • Liaising with ISD to arrange technical assistance from ISD on the day of the viva (optional)
  • Ensuring the Chair has all the alternative contact details for the panel and the candidate

Where the Doctoral College has not been able to book a video-conferencing suite, they will book a normal room.  In this case the Co-ordinator will also be responsible for:

  • Liaising with ISD (where applicable) to ensure the appropriate technology and connectivity is available in the viva room
  • Liaise with Chair to make sure the booked room is suitable for the viva
  • Setting up and distributing the link(s) for the viva to the panel and the candidate

In both cases above, the Co-ordinator may wish to consider the location where the researcher will wait both before and after the viva.

This should be far enough away to ensure that the candidate will not overhear the discussions taking place.

Guidance on video-conferencing

Remote Vivas

Where a visa is taking place remotely (all attendees attending remotely), the Co-ordinator will be responsible for:

  • Setting up a test connection on the chosen platform to ensure all parties are confident in the use of the system
  • Setting up and distributing the link(s) for the viva to the panel and the candidate
  • Ensuring the Chair has all the alternative contact details for the panel and the candidate

Suggested schedule