Graduate Board

Examinations Group

Policy on the use of Video Conferencing or Skype (or equivalent) for a viva

The expectation is that the viva will take place in Leeds with all appointed examiners present in the room with the candidate. However in exceptional circumstances the Examinations Group may give consideration to the use of Video Conferencing for the viva (for example if the External Examiner is from overseas) or the use of Skype (or other appropriate technology) in emergency circumstances. This should only be considered in exceptional circumstances and should not be viewed as a routine alternative to a face to face viva. The Examinations Group may give consideration to cases for a viva to take place by means of video conferencing or Skype as follows:

  1. Permission must be sought from the Examinations Group at an early stage. Wherever possible, requests should be submitted alongside the examination entry form (3 months before thesis submission) to allow time for alternative arrangements to be considered in the event that the request is not approved.
  1. Where unforeseen circumstances arise on the day of the viva, for example the External Examiner is unable to travel due to adverse weather conditions, please contact the Thesis Examination Section of RSA (34003) if you wish to discuss the potential for the viva to proceed by means of Skype (or equivalent).
  1. The use of Video Conferencing or Skype for a viva will only be considered where:

a)  all parties have given their consent to the video conferencing arrangements (candidate, examiners, supervisors and PGRT).

b)  all parties have access to and technical support for the appropriate technology (software and hardware) and are comfortable with its use.

c)  at least one of the Examiners will be present in the same room as the candidate. The University requires the candidate to be in attendance for their viva. Video conferencing or Skype cannot be used to avoid the need for a candidate to travel to Leeds for their viva[1].

d)  if using Skype, a 2-way connection only will be considered. A 3-way connection will not be permitted. This must include video facilities (telephone only will not be permitted). The University does not permit the viva to be conducted by means of telephone conference.

e)  in the case of Skype (or equivalent), a thorough testing of the connection is conducted before the viva. If there are any doubts about the connection and whether it will last the duration of the viva the viva cannot go ahead and a face to face viva must be scheduled. All parties must understand that in the event of any failure with the technology before or during the viva it will not be possible for the examination to continue it will be necessary for the viva to be rescheduled.

  1. A Viva conducted using video conferencing/Skype should otherwise be comparable to those used for face-to-face viva. The School must ensure that the examiners can speak privately to one another before and after the viva. There must be a room for the candidate to wait during these discussions.
  1. Video conferencing or Skype should not be used in any cases where the supervisor or PGRT feels that a candidate may be placed at a disadvantage.
  1. In the case of an external examiner from overseas, due consideration should be given to the time zones in which examiners are residing.
  1. A “trial run” without the candidate must be conducted a few days before the actual examination. In the case of using Skype, a thorough testing of the connection before the viva is required. Having to interrupt the viva to continually refresh the connection can disrupt the flow of the viva and disadvantage the candidate. If there are any doubts about the connection and whether it will last the duration of the viva the examination cannot go ahead using Skype and scheduling a face to face viva must be considered.
  1. Arrangements for video conferencing must be made by the candidate’s School and the financial costs must also be met by the School. The technical arrangements must be the responsibility of technical members of staff not involved in the examination as External or Internal Examiners. Estate and Campus Support Services can assist with video conferencing facilities: http://www.leeds.ac.uk/estate_services/cts/videoconferencing.htm.
  1. In the event that the technology fails on the day of the viva please inform RSA (Thesis Examination Section 34003). Alternative arrangements to reschedule the viva must be made as soon as possible.

Approved by the Examinations Group 22 April 2013

Research Student Administration
Student Services Centre, Marjorie and Arnold Ziff Building
Enquiries: Thesis Examination Section: 0113 343 4003 or /

Request to use video conferencing or Skype (or other equivalent technology) for a viva

In exceptional circumstances the Examinations Group may give consideration to the use of Video Conferencing or Skype (or other equivalent technology) for a viva. This should only be considered in exceptional circumstances and should not be viewed as a routine alternative to a face to face viva. This form must be completed and returned to RSA along with the Examination Entry Form a minimum of 3 months prior to submission to allow time for alternative arrangements to be considered in the event that the request is not approved.

Candidate name: / Student ID:
School/Faculty:
Request for the viva to be conducted using: / Video conferencing / Skype / Other (please specify):
Please provide reasons below for the use of video conferencing/Skype. Requests should only be made in exceptional circumstances and should not be viewed as a routine alternative to a face to face viva.
(text box will expand)
At least one of the Examiners must be present with the candidate. Please specify the location of each party:
Internal: / External: / Candidate:
Please see the list of guidelines overleaf.
·  I have read and understand the policy for video conferencing/Skype.
·  Arrangements will be made to conduct a trial-run before the viva. I understand that in the event of any failure with the technology before or during the viva it will not be possible for the examination to continue and it will be necessary for a face to face viva to be scheduled.
·  All parties have been consulted and are in agreement with these arrangements, including the candidate, Supervisor, PGRT and all appointed examiners.
·  All parties have access to, and technical support for, the appropriate technology (software and hardware) and are comfortable with its use.
Signatures (Please attach email confirmation from the external examiner)
Candidate: / Supervisor:
PGRT/HoS: / Internal Examiner
Approved for the Examinations Group:

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[1] In very exceptional circumstances a case may be made for one of the examiners to travel to the candidate’s location to sit in the room with the candidate during the viva.