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PGR exam FAQs – COVID-19

Last updated: 09.04.2020

Students

Will my thesis be examined at the moment?

We are working hard to ensure that the PGR examination process runs as smoothly as possible given the current circumstances. We are aware that the situation may change and we may need to adapt our processes to reflect different ways of working – this page will be kept updated with any changes to the examination process.

How can I submit my thesis for examination?

We are not currently able to accept hard copy theses for examination. Please submit your thesis to the Doctoral College via the online submission form. We will confirm receipt of your thesis by email. However, please be aware that we are working remotely and may be operating with reduced staffing levels so it may take us a little longer than usual to process your thesis.

What if I can’t submit my thesis on time?

If you are unable to submit your thesis due to the current situation you can request an extension of your registration period via eVision (Student Records Online). Further information on the process is available at: https://warwick.ac.uk/services/academicoffice/studentrecords/students/pgrext/

How will my viva be held?

It is possible to hold vivas by video conference if all parties (you, your examiners, examination advisor (if appointed) are happy to proceed in this way. Please see the guidance for students for more information. If you are not happy to attend your viva by video conference you can ask for it to be postponed until you can attend in person.

How can I submit my final thesis?

We are currently not able to accept final hard bound theses. However, so that we can arrange for your name to be placed on a pass list, please submit a PDF version of your thesis, together with completed Library Declaration and Deposit Agreement to the Doctoral College via the online submission form. We will confirm receipt of your thesis by email. However, please be aware that we are working remotely and may be operating with reduced staffing levels so it may take us a little longer than usual to process your thesis.

Please note that we will be in touch with you at a later date to request a library bound version of your thesis. Please ensure that you provide us with an up to date email address.

I’m in my correction/resubmission period and unable to work on my thesis due to COVID-19. What can I do?

If you are unable to meet your deadline for corrections/resubmission you can request an extension – please email your request, setting out the reason and length of extra time required, together with support from your supervisor and Director of Graduate Studies to doctoralcollege@warwick.ac.uk 

Staff and examiners

Can vivas be held by video conference?

We have temporarily relaxed our policy on holding vivas by video conference. While the situation is ongoing, approval from the Academic Director is not required. However, please ensure that the student, examiners and examination advisor (if appointed) are happy for the viva to go ahead by video conference – confirmation emails from all parties should be sent to doctoralcollege@warwick.ac.uk You do not need to wait to hear from us before making arrangements for the viva.

Any video conference should be held on a secure platform supported by AV Services, not 'domestic' Skype. AV Services can provide assistance in this respect.

Further guidance on holding vivas by video conference is available.

Can we postpone a viva rather than hold it by video conference?

If any parties to the viva (student, either examiner or examination advisor, if appointed) are not happy for it to go ahead by video conference, you will need to consider postponing the viva. Please let us know if you are planning to postpone the viva for longer than four months so that we can update the student’s record to ensure access to all University facilities is maintained for the full period.

I have been appointed as an examiner and am currently working from home – how will the thesis reach me?

Noting that many examiners will be working from home, we are currently sending all theses electronically. Please check your emails and contact doctoralcollege@warwick.ac.uk if you experience any issues.

What is happening about examiners' fees and expenses?

We will continue to process the payment of fees and expenses. Please submit all claims via email. We will accept electronic evidence of expenditure. We ask external examiners to submit claim forms even if no expenses were incurred as this triggers the payment of fees to both examiners.