Procedures for the PhD viva examination

Please read and implement the procedures below which have been introduced to help the FEPS Postgraduate Office to keep accurate and up-to-date information on vivas. Please note: The Exams Office will only accept forms which have been sent to them via the FEPS Postgraduate Office.

Action for Students

• Once you have completed the PhD entry form obtainable from either the FEPS Postgraduate Office or the Centre Administrator, please ensure you return it to the Centre Administrator. (Do not return it directly to the exams office in Senate House.)
  Note: Please ensure that the entry from is submitted at least 2 months before the thesis is submitted.
• You will need to submit 3 soft bound copies:
  • 1 for the Supervisor
  • 1 for the Exams Office (who will send it to the External Examiner with paperwork)
  • 1 for the Internal Examiner
  You are not required to submit hard bound copies until after the viva.
• Soft (Glue) binding can be done at Surrey Design and Print.
• Please inform your Centre Administrator and the FEPS Postgraduate Office once your viva date has been arranged.
• When you leave the University please inform the FEPS Postgraduate Office and your Centre Administrator of your forwarding address.

Action for Supervisors

• Please ensure that the entry from is submitted at least 2 months before the thesis is submitted.
• When you have arranged the viva date please ensure that the Centre Administrator and the FEPS Postgraduate Office are aware of the viva date before it takes place.
• If you are nominating an external examiner who has not examined at Surrey before, please can you ensure that you attach a copy of their CV which must include the number of theses they have previously examined.

Action for Examiners

After the viva takes place the Examiners are required to complete the back of the submission form, please return this to the Centre Administrator not the Exams Office.

The Examiners are then required to complete a report on the viva (report forms sent direct to examiners from Exams Office.) These will need to be returned direct to the FEPS Postgraduate Office who will pass them on to the Exams Office.

If the Award is made subject to correction the Examiner is required to certify that any minor corrections have been carried out satisfactorily by a signed memo or on the report form. You must also inform the FEPS Postgraduate Office once the corrections have been done.

After the viva

After the viva and once any corrections have been done, three hard bound copies should be distributed to the following: (hard binding can be arranged through the FEPS Postgraduate Office):

• 1 for the Supervisor,
• 1 for the Exams Office (who will pass to the Library)
• 1 for the Department/Centre Library (please pass this copy to the FEPS Postgraduate Office

Confirmation of Results/Resubmission After approval of Awards by Senate, the Exams Office will send out Award letters to successful students. Degree Certificates will be handed out at the next Degree Conferment Ceremony or posted shortly afterwards.