Research student exams

The examination copies of all research degree theses must be submitted digitally as a PDF document via the 'My Research Degrees' tab in Student Self Service, by 11.59pm (UK time) on the student’s maximum submission date. If a student is unable to meet this maximum submission date, they should speak to their Graduate Studies Assistant in the first instance. Once the student has submitted their thesis, and both nominated examiners have accepted the formal invitation to act, they will receive an email containing links to relevant forms and guidance, and a link to download the thesis from the University's Examiner Portal. The student and supervisors will also be emailed to confirm that the thesis has been despatched to examiners.

Examiners may still request a printed copy of the thesis: when an examiner is granted access to the digital copy of the thesis and opens the Examiner Portal, they will be able to then request a soft-bound copy of the thesis by completing and submitting a simple online form. 

The viva voce examination should not ordinarily be held sooner than four full weeks after the examiners receive the official digital copy of the thesis (see ‘the oral exam or viva’ on the Research exams guidance page).

For more information about accessing and using the Examiner Portal please see this guidance page.

Should a student suffer from a disability that may affect their thesis, this needs to be considered at the time that the student is writing their thesis. There are a number of measures that can be put in place to support disabled students whilst writing their thesis, which can be discussed with DAS and department / college disability advisors. These could include extensions of time for milestones, assistive technology, use of proof reader, etc.

By the time the student submits their thesis no further consideration of the disability for the written work is appropriate, as the student will have been given sufficient support so that their thesis can be examined under the same academic criteria as those theses submitted by students without a disability.

However, if a student wishes to request specific, practical adjustments to the arrangements for their viva, they can make an application for Adjustments to Assessment Arrangements using form GSO.19 (the form and related guidance can be found on the Graduate Forms webpage).

It is the responsibility of the internal examiner to make all arrangements for the viva. This includes: arranging the viva date with their co-examiner; booking a University or College room for the viva, if it is to be held in person; gaining the relevant permissions should the viva be held remotely; informing the student of these arrangements; advertising the viva in the Gazette; and confirming the date to the Research Degrees Team.

A viva examination may be held remotely where an examiner or candidate is based outside of the UK, and would be travelling to the UK specifically for the purpose of attending the viva. Permission to do so must be sought from the relevant Board (usually via the Director of Graduate Studies). More information can be found in Annexes D and E of the Policy and Guidance on Research Degrees.

At the same time as receiving the thesis download link, the internal examiner will also receive additional tasks via the Examiner Portal: one for advising the Gazette and Research Degrees team of the details of the viva; another for making the examiners' result recommendation to the relevant board (and submitting the joint examiners' report). On the day of the viva, examiners will also receive details related to payment of their fee, and the reclaiming of expenses incurred in attending the viva. Examiners on the University of Oxford payroll will automatically receive their fee in a future payslip, and will receive guidance on how to apply for reimbursement of expenses related to entertainment of their co-examiner, via SAP Concur. Examiners not on the University's payroll will receive a claim form (GSO.10) via email, along with guidance on its completion. Duplicate copies of these forms can be requested from the Research Degrees Team if necessary; under no circumstances should forms be shared or modified.

Once the relevant Board has ratified the result, the GSA will notify the Research Degrees Team of the outcome, and they will in turn formally notify the candidate and log the result on the Student System.

Students granted leave to supplicate no longer need to submit a hardbound copy of their thesis to the Examination Schools in order to graduate. This includes any students granted leave to supplicate in previous academic years who have not yet submitted a hard copy of their thesis.

All candidates for the degrees of DPhil, MLitt and MSc by Research must submit an electronic version of their finalised thesis, as approved by the examiners, to the Oxford University Research Archive (ORA) following being granted to leave to supplicate. This mandatory deposit must be made a minimum of five working days prior to their graduation date. Students whom do not make the deposit in a timely manner will not be able to attend a degree ceremony (even in absentia).

Please visit the Graduation and leaving Oxford section of the Oxford Students website for more information regarding obtaining proof of a degree and graduation ceremonies.