Making a Remote Viva Work for You
Photo by Chris Montgomery on Unsplash.
Samantha Oakley is the Researcher Development and Integrity Specialist in Research & Innovation Services.
At the time of writing, remote vivas have become the only option if you want or need to conclude your PhD. This is a new and sudden development for both PGRs and staff. Recently, we ran a webinar Q&A for anyone who may be involved as conveners, examiners, administrators or supervisors. And before the webinar took place, in order to get a better understanding of how PGRs felt, I asked our PGR community if they would be willing to share their experiences and comments on remote vivas. We had 7 pages of excellent responses on a Google Doc, and this post is mostly drawn from that. Many thanks to all those who contributed! Quotes used below were all left anonymously.
Below are considerations of the positives and concerns of remote vivas, straight from the experience of PGRs, and preparation advice for those whose viva dates are approaching.
The Positives
Most of the experiences from a remote viva were positive, like this one:
‘I cannot recommend a Zoom viva enough - the convener had everyone’s numbers and communicated perfectly how it would all work. Ultimately, a very positive experience’
Comments also stressed the advantages for anyone who would normally face the time and financial costs of a trip back to Glasgow for a face-to-face viva (‘a huge improvement for international students’). Given the possibility of future lockdowns, a remote viva removes the worry of travel and visa difficulties: ‘I am an European student and would love to have the possibility to discuss my thesis from my family’s Country, in case I’d need to be there or if my travel freedom is restricted’
There were also positive comments from students with impairments who felt an online format helped them: ‘I am quite happy about doing an online Viva – I’m deaf in one ear so in some ways it will actually help me out!‘
The Concerns
The two main concerns about remote vivas were:
Less ‘tone, facial expression and body language’ online, particularly if the camera angle, lighting or internet connection were not optimal. This was expressed by both native and non-native English speakers. ‘I do have discomfort with the idea of a Zoom viva or online viva because there are some things where I really struggle to accurately gauge people’s responses and body language and so forth when I’m not right with them’. One negative experience of an online viva in particular highlighted this issue, where one of the examiners had to turn off their camera, making a challenging defence even harder.
Lack of a sense of occasion or chance to celebrate at the end: ‘I also would find it extremely sad to end 4 years of research on a zoom call, without the possibility to gather with other people to celebrate afterwards’
For ways to address these concerns, see the advice below.
Advice on preparing for an online viva
Make Practical Arrangements
Your convener should contact you with dates, times and information about your viva. Read it carefully and consider how it will play out in practice.
What trial runs have been organised? If you would like anything additional, request it or find others to help you get comfortable with the tech.
Do you need any special arrangements? This may be if you have a disability or it may relate to your subject area (if you are likely to need to draw or write as part of the exam, for example).
How will you consult and refer to your thesis? Will you do that via PDF, perhaps on a different device, or will you have a print version to hand?
What will happen during the break when the examiners confer and you virtually ‘step outside’? If nothing is organised for you, plan something to occupy you! One recommendation was to arrange to be alerted by text message when they are ready for you to return, rather than having to wait staring at a screen. This will be at the discretion of the convener.
If you can, make sure you know who everybody is and what they look like!
Questions or concerns about remote vivas should go to your College’s Graduate School. Guidance and procedures are handled at College level!
Know the procedure
College Graduate Schools have guidelines for conveners. Make sure you know what these say, particularly:
Who should have their camera and mic on or off.
What happens if the technology fails.
If the viva will be recorded (at the moment, this is not recommended by any of the Colleges).
What your supervisor’s role may be.
If anything happens which you believe contravenes the guidance, you will then be prepared to raise this immediately and get clarification.
Increase your Zoom skills
If you haven’t already, meet up with friends, colleagues and family over Zoom. The more you do this, the more comfortable you will be in your viva. You will get a sense of how your internet connection holds up over time. You can also practice how to control the videos, whether you prefer a headset or not, if you need to switch between applications while on a call, etc.
Create the best environment
You may well have limitations on where you can do your viva, but aim to make best use of what you have. Set up the area to be comfortable and free of distractions, have plenty of water to drink, any ‘good luck’ items out of their view but in yours. Dress comfortably and take advantage of not needing to be formally attired! You should also disconnect as many devices (and people!) as possible from your internet connection, to reduce the risk of technical hitches from your side, and turn off notification alerts if you can to avoid distraction.
Organise your support (& celebration?)
If you can, have someone to support you close by (outside the room), particularly if you are feeling worried or stressed.
Plan also for the end of your viva. This is a memorable moment! The usual celebrations held by supervisors or departments may not be possible, but you can make your own arrangements. Almost certainly you will be delighted, but you must also consider that you may feel disappointed. Who could be there for you in both scenarios? Can you schedule a Zoom or a socially distanced gathering/walk with good friends or supportive family? You are likely to want to let off steam, talk it through, and/or see some friendly faces.
Hopefully these suggestions will be useful to you if you are planning to have your viva remotely. Please leave a comment below (or on social media!) if you have more advice you’d like to add.
The PGR Blog is currently seeking PGR’s interest in and ideas for physically-distanced or virtual PGR Community events (as alternatives to the usual in-person events like the PGR Bake-Off and Crafternoons). Please let us know what events/mini competitions you’d be interested in anonymously through this (short) survey.
