viva thesis defence

Preparing For Your Dissertation Defense

13 Key Questions To Expect In The Viva Voce

By: Derek Jansen (MBA) & David Phair (PhD) . Reviewed By: Dr Eunice Rautenbach | June 2021

Preparing for your dissertation or thesis defense (also called a “viva voce”) is a formidable task . All your hard work over the years leads you to this one point, and you’ll need to defend yourself against some of the most experienced researchers you’ve encountered so far.

It’s natural to feel a little nervous.

In this post, we’ll cover some of the most important questions you should be able to answer in your viva voce, whether it’s for a Masters or PhD degree. Naturally, they might not arise in exactly the same form (some may not come up at all), but if you can answer these questions well, it means you’re in a good position to tackle your oral defense.

Viva Voce Prep: 13 Essential Questions

• What is your study about and why did you choose to research this in particular?
• How did your research questions evolve during the research process?
• How did you decide on which sources to include in your literature review?
• How did you design your study and why did you take this approach?
• How generalisable and valid are the findings?
• What were the main shortcomings and limitations created by your research design?
• How did your findings relate to the existing literature?
• What were your key findings in relation to the research questions?
• Were there any findings that surprised you?
• What biases may exist in your research?
• How can your findings be put into practice?
• How has your research contributed to current thinking in the field?
• If you could redo your research, how would you alter your approach?

#1: What is your study about and why did you choose to research this in particular?

This question, a classic party starter, is pretty straightforward.

What the dissertation or thesis committee is assessing here is your ability to clearly articulate your research aims, objectives and research questions in a concise manner. Concise is the keyword here – you need to clearly explain your research topic without rambling on for a half-hour. Don’t feel the need to go into the weeds here – you’ll have many opportunities to unpack the details later on.

In the second half of the question, they’re looking for a brief explanation of the justification of your research. In other words, why was this particular set of research aims, objectives and questions worth addressing? To address this question well in your oral defense, you need to make it clear what gap existed within the research and why that gap was worth filling.

#2: How did your research questions evolve during the research process?

Good research generally follows a long and winding path . It’s seldom a straight line (unless you got really lucky). What they’re assessing here is your ability to follow that path and let the research process unfold.

Specifically, they’ll want to hear about the impact that the literature review process had on you in terms of shaping the research aims, objectives and research questions . For example, you may have started with a certain set of aims, but then as you immersed yourself in the literature, you may have changed direction. Similarly, your initial fieldwork findings may have turned out some unexpected data that drove you to adjust or expand on your initial research questions.

Long story short – a good defense involves clearly describing your research journey , including all the twists and turns. Adjusting your direction based on findings in the literature or the fieldwork shows that you’re responsive , which is essential for high-quality research.

#3: How did you decide on which sources to include in your literature review?

A comprehensive literature review is the foundation of any high-quality piece of research. With this question, your dissertation or thesis committee are trying to assess which quality criteria and approach you used to select the sources for your literature review.

Typically, good research draws on both the seminal work in the respective field and more recent sources . In other words, a combination of the older landmark studies and pivotal work, along with up-to-date sources that build on to those older studies. This combination ensures that the study has a rock-solid foundation but is not out of date.

So, make sure that your study draws on a mix of both the “classics” and new kids on the block, and take note of any major evolutions in the literature that you can use as an example when asked this question in your viva voce.

#4: How did you design your study and why did you take this approach?

This is a classic methodological question that you can almost certainly expect in some or other shape.

What they’re looking for here is a clear articulation of the research design and methodology, as well as a strong justification of each choice . So, you need to be able to walk through each methodological choice and clearly explain both what you did and why you did it. The why is particularly important – you need to be able to justify each choice you made by clearly linking your design back to your research aims, objectives and research questions, while also taking into account practical constraints.

To ensure you cover every base, check out our research methodology vlog post , as well as our post covering the Research Onion .

#5: How generalizable and valid are the findings?

This question is aimed at specifically digging into your understanding of the sample and how that relates to the population, as well as potential validity issues in your methodology.

To answer question this well, you’ll need to critically assess your sample and findings and consider if they truly apply to the entire population, as well as whether they assessed what they set out to. Note that there are two components here – generalizability and validity . Generalizability is about how well the sample represents the population. Validity is about how accurately you’ve measured what you intended to measure .

To ace this part of your dissertation defense, make sure that you’re very familiar with the concepts of generalizability , validity and reliability , and how these apply to your research. Remember, you don’t need to achieve perfection – you just need to be aware of the strengths and weaknesses of your research (and how the weaknesses could be improved upon).

Need a helping hand?

#6: What were the main shortcomings and limitations created by your research design?

This question picks up where the last one left off.

As I mentioned, it’s perfectly natural that your research will have shortcomings and limitations as a result of your chosen design and methodology. No piece of research is flawless. Therefore, a good dissertation defense is not about arguing that your work is perfect, but rather it’s about clearly articulating the strengths and weaknesses of your approach.

To address this question well, you need to think critically about all of the potential weaknesses your design may have, as well as potential responses to these (which could be adopted in future research) to ensure you’re well prepared for this question. For a list of common methodological limitations, check out our video about research limitations here .

#7: How did your findings relate to the existing literature?

This common dissertation defense question links directly to your discussion chapter , where you would have presented and discussed the findings in relation to your literature review.

What your dissertation or thesis committee is assessing here is your ability to compare your study’s findings to the findings of existing research . Specifically, you need to discuss which findings aligned with existing research and which findings did not. For those findings that contrasted against existing research, you should also explain what you believe to be the reasons for this.

As with many questions in a viva voce, it’s both the what and the why that matter here. So, you need to think deeply about what the underlying reasons may be for both the similarities and differences between your findings and those of similar studies.

#8: What were your key findings in relation to the research questions?

This question is similar to the last one in that it too focuses on your research findings. However, here the focus is specifically on the findings that directly relate to your research questions (as opposed to findings in general).

So, a good way to prepare for this question is to step back and revisit your research questions . Ask yourself the following:

• What exactly were you asking in those questions, and what did your research uncover concerning them?
• Which questions were well answered by your study and which ones were lacking?
• Why were they lacking and what more could be done to address this in future research?

Conquering this part dissertation defense requires that you focus squarely on the research questions. Your study will have provided many findings (hopefully!), and not all of these will link directly to the research questions. Therefore, you need to clear your mind of all of the fascinating side paths your study may have lead you down and regain a clear focus on the research questions .

#9: Were there any findings that surprised you?

This question is two-pronged.

First, you should discuss the surprising findings that were directly related to the original research questions . Going into your research, you likely had some expectations in terms of what you would find, so this is your opportunity to discuss the outcomes that emerged as contrary to what you initially expected. You’ll also want to think about what the reasons for these contrasts may be.

Second, you should discuss the findings that weren’t directly related to the research questions, but that emerged from the data set . You may have a few or you may have none – although generally there are a handful of interesting musings that you can glean from the data set. Again, make sure you can articulate why you find these interesting and what it means for future research in the area.

What the committee is looking for in this type of question is your ability to interpret the findings holistically and comprehensively , and to respond to unexpected data. So, take the time to zoom out and reflect on your findings thoroughly.

#10: What biases may exist in your research?

Biases… we all have them.

For this question, you’ll need to think about potential biases in your research , in the data itself but also in your interpretation of the data. With this question, your committee is assessing whether you have considered your own potential biases and the biases inherent in your analysis approach (i.e. your methodology). So, think carefully about these research biases and be ready to explain how these may exist in your study.

In an oral defense, this question is often followed up with a question on how the biases were mitigated or could be mitigated in future research. So, give some thought not just to what biases may exist, but also the mitigation measures (in your own study and for future research).

#11: How can your findings be put into practice?

Another classic question in the typical viva voce.

With this question, your committee is assessing your ability to bring your findings back down to earth and demonstrate their practical value and application. Importantly, this question is not about the contribution to academia or the overall field of research (we’ll get to that next) – it is specifically asking about how this newly created knowledge can be used in the real world.

Naturally, the actionability of your findings will vary depending on the nature of your research topic. Some studies will produce many action points and some won’t. If you’re researching marketing strategies within an industry, for example, you should be able to make some very specific recommendations for marketing practitioners in that industry.

To help you flesh out points for this question, look back at your original justification for the research (i.e. in your introduction and literature review chapters). What were the driving forces that led you to research your specific topic? That justification should help you identify ways in which your findings can be put into practice.

#12: How has your research contributed to current thinking in the field?

While the previous question was aimed at practical contribution, this question is aimed at theoretical contribution . In other words, what is the significance of your study within the current body of research? How does it fit into the existing research and what does it add to it?

This question is often asked by a field specialist and is used to assess whether you’re able to place your findings into the research field to critically convey what your research contributed. This argument needs to be well justified – in other words, you can’t just discuss what your research contributed, you need to also back each proposition up with a strong why .

To answer this question well, you need to humbly consider the quality and impact of your work and to be realistic in your response. You don’t want to come across as arrogant (“my work is groundbreaking”), nor do you want to undersell the impact of your work. So, it’s important to strike the right balance between realistic and pessimistic .

This question also opens the door to questions about potential future research . So, think about what future research opportunities your study has created and which of these you feel are of the highest priority.

#13: If you could redo your research, how would you alter your approach?

This question is often used to wrap up a viva voce as it brings the discussion full circle.

Here, your committee is again assessing your ability to clearly identify and articulate the limitations and shortcomings of your research, both in terms of research design and topic focus . Perhaps, in hindsight, it would have been better to use a different analysis method or data set. Perhaps the research questions should have leaned in a slightly different direction. And so on.

This question intends to assess whether you’re able to look at your work critically , assess where the weaknesses are and make recommendations for the future. This question often sets apart those who did the research purely because it was required, from those that genuinely engaged with their research. So, don’t hold back here – reflect on your entire research journey ask yourself how you’d do things differently if you were starting with a  blank canvas today.

Recap: The 13 Key Dissertation Defense Questions

To recap, here are the 13 questions you need to be ready for to ace your dissertation or thesis oral defense:

As I mentioned, this list of dissertation defense questions is certainly not exhaustive – don’t assume that we’ve covered every possible question here. However, these questions are quite likely to come up in some shape or form in a typical dissertation or thesis defense, whether it’s for a Master’s degree, PhD or any other research degree. So, you should take the time to make sure you can answer them well.

If you need assistance preparing for your dissertation defense or viva voce, get in touch with us to discuss 1-on-1 coaching. We can critically review your research and identify potential issues and responses, as well as undertake a mock oral defense to prepare you for the pressures and stresses on the day.

Psst... there’s more!

This post was based on one of our popular Research Bootcamps . If you're working on a research project, you'll definitely want to check this out ...

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12 Comments

Very interesting

Interesting. I appreciate!

Really appreciating

My field is International Trade

Interesting

This is a full course on defence. I was fabulously enlightened and I gained enough confidence for my upcoming Masters Defence.

There are many lessons to learn and the simplicity in presentationmakes thee reader say “YesI can”

This is so helping… it has Enlightened me on how to answer specific questions. I pray to make it through for my upcoming defense

Lovely to hear that 🙂

Really educative and beneficial

Interesting. On-point and elaborate. And comforting too! Thanks.

Thank you very much for the enlightening me, be blessed

Thankyou so much. I am planning to defend my thesis soon and I found this very useful

Very interesting and useful to all masters and PhD students

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The Savvy Scientist

Experiences of a London PhD student and beyond

How to Defend a Thesis: An Introduction to the PhD Viva

The prospect of defending your PhD work can be more than a little daunting. It represents the climax of many years of hard work, you’ll have to defend a thesis in front of experts in your field and the whole PhD viva process can seem cloaked in mystery.

Maybe you’ve seen a labmate go for their PhD viva to then emerge several hours later, relieved but perhaps slightly dazed. Often it’ll be the case that they’ll have forgotten the specifics by the time they’ve left the room. On top of that, horror stories of bad PhD viva experiences pass through many research groups which are enough to make even the most confident and positive PhD students shake in their boots.

Having had my own PhD viva earlier this year, in addition to discussing experiences with many other PhD graduates, I now want to help you through the process.

Before we begin, I want to offer some reassurance. For most people the PhD viva is not at all the horrible experience we occasionally hear about. Even so, it’s still useful to know what to expect. I’ve therefore put together a series to help others understand the PhD viva process and how to defend a thesis.

Defend a Thesis: Overview of the PhD Viva Series

This first post will be an introduction to the PhD viva process and how to defend a thesis. Upcoming posts will cover:

• Viva Preparation: Common PhD Viva Questions
• What is a PhD Viva Like? Sharing Graduates’ Experiences
• How to Choose Your Examiners

If there is anything specific you’d like covered, please let me know! I’ll be sure to include it. If you’d like to subscribe to get notified of upcoming posts as they’re released you can do so here:

How is a PhD Assessed?

Typically the main output expected at the end of your PhD project is a thesis. You’ve put years of work into your PhD and the thesis details your contributions to your chosen research field. But how is the thesis “marked”? Who will decide if what you’ve written is actually any good?

This is where the PhD viva comes in!

The PhD viva involves you discussing and defending your work with experts in your field. The experts act as examiners to determine whether or not the university should award you a PhD based on your thesis and viva performance. The thesis is the written report submitted for a PhD, and the viva is a means of quality control to ensure that only suitable candidates are awarded a PhD by the university.

Although part of the purpose of a PhD viva is to ensure that the work is of a high quality, just as importantly it’s to check that you were the one who carried it out and that you understand what you were doing!

The PhD viva is therefore essentially an exam during which you’ll have to defend a thesis.

Here is the official “mark scheme” for a PhD at Imperial:

I recommend looking at the presentation which this screenshot came from: sadly I only came across it after my own PhD viva whilst putting together this post!

Steps to Completing a PhD

• Submit your thesis for the examiners to read ahead of the viva.
• Have the viva , where you’ll defend a thesis and discuss your research. The examiners will decide from a list of possible outcomes as detailed later in this post.
• Make amendments to the thesis as necessary.
• Optional celebration.
• Have the thesis amendments approved by the examiners and/or your supervisor and confirmation sent to the university.
• Upload the final copy of your thesis to the university.
• Eagerly await notification that you’ve been awarded a PhD by the university!
• Celebrate, Dr!

All celebrations except for the one after making changes to your thesis are mandatory!

PhD Viva vs PhD Defence

The words viva and defence are sometimes used interchangeably, but often are used to reference the different ways that the a PhD is concluded around the world.

A PhD viva (technically a viva voce ) is a formal examination of a PhD. It’s typical in the UK (amongst other countries) and it is a closed-event between yourself and some examiners.

Across much of Europe it is common instead to have a PhD defence . This still involves expert questioning but can be more of a ceremony and may even be open to the public. You can read about Siddartha’s experience , who completed his PhD in the Netherlands.

I went through a PhD viva and that’ll be the focus of this series. Nevertheless, there is overlap and you may still have difficult questions in a PhD defence, so the content in this series should still be useful no matter where you’re based.

In both a PhD viva and a PhD defence you’ll be expected to defend a thesis which represents the culmination of your work during the PhD.

Who is Present During the PhD Viva?

In the UK it is typical for the PhD viva to include:

• One or more experts from your university ( internal examiner ).
• One or more experts in your field from another institution to your own ( external examiner ).
• And sometimes your supervisor, though in my experience this is quite rare unless you actively ask them to be there.

The main role of the internal examiner is to act as a moderator and ensure that the university’s protocols are upheld. They’ll usually still have some questions for you, but on top of that they’ll make sure that the external examiner(s) are reasonable. They will also take charge of documenting the viva.

Often the external examiner will be more specialised to your field than the internal examiner, so expect them to potentially ask more tricky and technical questions.

As mentioned in the previous section, for PhD defences in other countries the event may be less of an exam (viva) and more of a celebration of your work. These can be a lot more open, with access granted to your friends, family or anyone else who is interested in the topic. I quite like this idea, especially when the research has been publicly funded!

How the PhD Viva is Structured

The structure of the viva will vary but a typical format is shown below. The times in brackets are how long the sections for my own viva were, thankfully not all vivas are over five hours long!

• Introductions (2 minutes) – greeting the examiners and they’ll usually quickly give an overview for how they want the viva to go.
• Presentation (10 minutes) – Not all examiners will want you to give a presentation, it’s best to ask them in advance. I believe many examiners like asking for presentations: both to ease into the exam and also to see how you do at distilling years of work into a short presentation.
• Discussion (Over 5 hours, yes, really!) – the long and potentially scary bit.
• A short break (~10 minutes) . You’ll leave the room (or video call!) and the examiners will come to a decision for your PhD outcome.
• Decision and final comments (10 minutes) – where the examiners will tell you what the outcome is of the viva – we’ll cover this in more depth in the next section.

The discussion in the middle of course is the main guts of the PhD viva, and the potentially scary bit. This is where you’ll get questioned about your work and thesis. What you get asked could vary considerably depending on your thesis and examiners.

I’ll save an in-depth discussion of my own viva for another post. In short, I received very few questions relating to the work or any fundamental underlying science. There were practically no questions to quiz my knowledge.

Rather than checking my understanding of the work, the viva was much more of a discussion of how best to present the work in the thesis. We spent roughly an hour going page by page through each chapter. This included suggestions for improvements to figures, changes in terminology and the like.

Possible PhD Viva Outcomes

At the end of the viva the examiners will give you feedback. This will include feedback on your performance in the viva. But as long as they’re satisfied that you carried out the work and that you knew what you’re doing, the bulk of the feedback will in fact revolve around your PhD thesis.

Technically there are lots of potential outcomes, as detailed here:

In reality here are the four main possible outcomes from the viva:

• Pass with no amendments . The examiners didn’t want to make a single alteration to your thesis. Well done you just have to submit the finalised thesis to the university and you’ve finished your PhD! I know a few people who’ve had no revisions but it’s rare.
• Pass with minor amendments Minor amendments include things such as correcting typos, rewording sentences and small alterations to data analysis and presentation. This is by far the most common outcome.
• Referral for resubmission ( major amendments). More substantial changes to the thesis are required or further experimental work is required to fulfil the requirements of a PhD. The examiners will decide whether or not this means having another viva too.
• Fail . Unless there are glaring issues or you didn’t actually do any of the research in your thesis yourself, you should be relieved to hear that practically no one ever fails. If you have failed, it usually points to systematic issues revolving around your supervisor: you shouldn’t have been allowed to get to this point. Usually the examiners would recommend that you be awarded a lower degree, such as a masters in research (MRes).

Slightly up the page is a screenshot from my own examiners’ report. You’ll see that I, like most people, passed with minor amendments.

2022 Update: Starting to prepare for your PhD viva? A set of viva preparation worksheets are now available in the resource library. Click the image below for free access!

Making Changes to Your PhD Thesis

Shortly after the viva you should receive the examiner’s report which includes a list of revisions for you to make.

If you’ve got through the viva with a pass, you can breathe a sigh of relief because the hard work is over! In a separate post I’ll be covering how the process to make my own minor amendments went.

No matter the outcome, it is possible that you’d like to make your own changes to the thesis since it’ll have been many weeks (or months) since submitting the draft copy for your viva. On reflection there may be things you’re not happy with. You are welcome to make changes to the document yourself.

After you’ve made changes, the final stage in getting awarded the PhD is submitting your finalised version of the thesis to the university. Shortly afterwards you’ll get the long-awaited notification that you’ve got your PhD!

Should You Strive For No Amendments?

In my opinion it’s not worth the effort of trying to get no amendments.

I’d personally rather spend slightly less time up front, knowing that more than likely I would have to made some amendments. You can never put in enough work to ensure there will be nothing your examiners want changed!

You could spent hundreds of extra hours endlessly going through your thesis meticulously before submission but your examiners can always find something they want you to change. In comparison, my own minor amendments only took two days of work.

Sometimes you’ll see someone mention on their CV that they passed with no revisions but it doesn’t really have any bearing on your PhD. Unlike most other qualifications, there aren’t really grades for PhDs: you either have one or you don’t.

During an early PhD assessment my assessor made a poignant joke about medical degrees: “What do you call the person who graduates bottom of their class in medical school? A doctor!” And it’s essentially the same with PhDs!

If you’d like personalised help with preparing for your PhD viva I am now starting to offer a small number of one-to-one sessions. Please contact me to find out more or click here to book a call.

I hope this introduction to PhD vivas and how to defend a thesis has been useful. Let me know if you have any specific questions or concerns you’d like to see addressed in the following posts.

As always you can stay up to date with content by subscribing here:

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• PhD Viva Voces – A Complete Guide
• Doing a PhD
• A PhD viva involves defending your thesis in an oral examination with at least two examiners.
• The aim of a PhD viva is to confirm that the work is your own , that you have a deep understanding of your project and, overall, that you are a competent researcher .
• There are no standard durations, but they usually range from one to three hours, with most lasting approximately two hours .
• There are six outcomes of a PhD viva: (1) pass without corrections (2) pass subject to minor corrections, (3) pass subject to major corrections, (4) downgrade to MPhil with no amendments, (5) downgrade to MPhil subject to amendments, (6) immediate fail.
• Almost all students who sit their viva pass it, with the most common outcome being ‘(2) – pass subject to minor corrections’.

What Is a PhD Viva?

A viva voce , more commonly referred to as ‘viva’, is an oral examination conducted at the end of your PhD and is essentially the final hurdle on the path to a doctorate. It is the period in which a student’s knowledge and work are evaluated by independent examiners.

In order to assess the student and their work around their research question, a viva sets out to determine:

• you understand the ideas and theories that you have put forward,
• you can answer questions about elements of your work that the examiners have questions about,
• you understand the broader research in your field and how your work contributes to this,
• you are aware of the limitations of your work and understand how it can be developed further,
• your work makes an original contribution, is your own and has not been plagiarised.

Note: A viva is a compulsory procedure for all PhD students, with the only exception being when a PhD is obtained through publication as opposed to the conventional route of study.

Who Will Attend a Viva?

In the UK, at least two examiners must take part in all vivas. Although you could have more than two examiners, most will not in an attempt to facilitate a smoother questioning process.

One of the two examiners will be internal, i.e. from your university, and the other will be external, i.e. from another university. Regardless, both will be knowledgeable in your research field and have read your thesis beforehand.

In addition to your two examiners, two other people may be present. The first is a chairperson. This is an individual who will be responsible for monitoring the interview and for ensuring proper conduct is followed at all times. The need for an external chairperson will vary between universities, as one of the examiners can also take on this role. The second is your supervisor, whose attendance is decided upon by you in agreement with your examiners. If your supervisor attends, they are prohibited from asking questions or from influencing the outcome of the viva.

To avoid any misunderstandings, we have summarised the above in a table:

Note: In some countries, such as in the United States, a viva is known as a ‘PhD defense’ and is performed publicly in front of a panel or board of examiners and an open audience. In these situations, the student presents their work in the form of a lecture and then faces questions from the examiners and audience which almost acts as a critical appraisal.

How Long Does a Viva Last?

Since all universities have different guidelines , and since all PhDs are unique, there are no standard durations. Typically, however, the duration ranges from one to three hours, with most lasting approximately two hours.

Your examiners will also influence the duration of your viva as some will favour a lengthy discussion, while others may not. Usually, your university will consult your examiners in advance and notify you of the likely duration closer to the day of your viva.

What Happens During a Viva?

Regardless of the subject area, all PhD vivas follow the same examination process format as below.

Introductions

You will introduce yourselves to each other, with the internal examiner normally introducing the external examiner. If an external chairperson is present, they too are introduced; otherwise, this role will be assumed by one of the examiners.

Procedure Explained

After the introductions, the appointed chair will explain the viva process. Although it should already be known to everyone, it will be repeated to ensure the viva remains on track during the forthcoming discussion.

Warm-Up Questions

The examiners will then begin the questioning process. This usually starts with a few simple opening questions, such as asking you to summarise your PhD thesis and what motivated you to carry out the research project.

In-Depth Questions

The viva questions will then naturally increase in difficulty as the examiners go further into the details of your thesis. These may include questions such as “What was the most critical decision you made when determining your research methodology ?”, “Do your findings agree with the current published work?” and “How do your findings impact existing theories or literature? ”. In addition to asking open-ended questions, they will also ask specific questions about the methodology, results and analysis on which your thesis is based.

Closing the Viva

Once the examiners are satisfied that they have thoroughly evaluated your knowledge and thesis, they will invite you to ask any questions you may have, and then bring the oral examination to a close.

What Happens After the Viva?

Once your viva has officially ended, your examiners will ask you to leave the room so that they can discuss your performance. Once a mutual agreement has been reached, which can take anywhere from 10 minutes to an hour, you will be invited back inside and informed of your outcome.

PhD Viva Outcomes

There are six possible outcomes to a viva:

• Immediate award of degree: A rare recommendation – congratulations, you are one of the few people who completely satisfied your examiners the first time around. You do not have to do anything further at this point.
• Minor amendments required: The most common recommendation – you obtain a pass on the condition that you make a number of minor amendments to your thesis, such as clarifying certain points and correcting grammatical errors. The time you have to make these changes depends on the number of them, but is usually one to six months.
• Major amendments required: A somewhat uncommon recommendation – you are requested to make major amendments to your thesis, ranging from further research to collecting more data or rewriting entire sections. Again, the time you have to complete this will depend on the number of changes required, but will usually be six months to one year. You will be awarded your degree once your amended thesis has been reviewed and accepted.
• Immediate award of MPhil: An uncommon recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree but meets the standard for an MPhil (Master of Philosophy), a lower Master’s degree.
• Amendments required for MPhil: A rare recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree, but with several amendments will meet the standard for an MPhil.
• Immediate fail: A very rare recommendation – you are given an immediate fail without the ability to resubmit and without entitlement to an MPhil.

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What Is the Pass Rate for Vivas?

Based on an  analysis of 26,076 PhD students  who took their viva exam between 2006 and 2017, the PhD viva pass rate in the UK is 96%; of those who passed, about 80% were required to make minor amendments to their thesis. The reason for this high pass rate is that supervisors will only put their students forward for a viva once they confidently believe they are ready for it. As a result, most candidates who sit a viva are already well-versed in their PhD topic before they even start preparing for the exam.

How Do I Arrange a Viva?

Your viva will be arranged either by the examiners or by the chairperson. The viva will be arranged at least one to two months after you have submitted your thesis and will arrange a viva date and venue that is suitable for all participants.

Can I Choose My Examiners?

At most universities, you and your supervisor will choose the internal and external examiners yourselves. This is because the examiners must have extensive knowledge of the thesis topic in order to be able to examine you and, as the author of the thesis in question, who else could better determine who they might be than you and your supervisor. The internal examiner is usually quite easy to find given they will be from your institution, but the external examiner may end up being your second or third preference depending on availability.

Can I Take Notes Into a Viva?

A viva is about testing your competence, not your memory. As such, you are allowed to take notes and other supporting material in with you. However, keep in mind that your examiners will not be overly impressed if you constantly have to refer to your notes to answer each question. Because of this, many students prefer to take an annotated copy of their thesis, with important points already highlighted and key chapters marked with post-it notes.

In addition to an annotated copy of a thesis, some students also take:

• a list of questions they would like to ask the examiners,
• notes that were created during their preparation,
• a list of minor corrections they have already identified from their viva prep work.

How Do I Prepare for a PhD Viva?

There are several ways to prepare for a PhD viva, one of the most effective being a mock viva voce examination . This allows you to familiarise yourself with the type of viva questions you will be asked and identify any weak areas you need to improve. They also give you the opportunity to practise without the pressure, giving you more time to think about your answers which will help to make sure that you know your thesis inside out. However, a mock viva exam is just one of many methods available to you – some of the other viva preparation methods can be found on our “ How to Prepare for a PhD Viva ” page.

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What is a viva? PhD viva, viva voce, viva process and more

If you are a PhD candidate and preparing to take the biggest step in your academic journey, you might be overwhelmed by the thought of your impending viva voce or the oral defense of your thesis.

Worry not, we are here to demystify the process and provide you with actionable tips to successfully navigate this crucial academic milestone.

Here, we will guide you through the viva process, shed light on the perspective of your examiners, and help you understand how to prepare for this pivotal examination. 

Whether you’re just beginning to wrap your head around what a viva entails or are already deep in the trenches of preparation, this blog is designed to offer you comprehensive, step-by-step guidance.

By understanding the process, expectations, and preparing effectively, you can walk into your viva with confidence, ready to defend your thesis and demonstrate your deep understanding of your research area.

What is a PhD viva or viva voce?

A PhD viva or viva voce is an oral examination where you defend your thesis in front of internal examiner(s) from your institution and/or external examiner(s) from another institution specializing in your subject area.

There may be up to 5 people on your viva panel. 

They are testing your knowledge and thought processed to be admitted into the degree.

Typically lasting for an hour and a half to two hours, the viva is a conversation between experts, giving you the chance to elaborate and clarify your research.

Preparation for the viva can involve ongoing conversations, with supervisors and focused development after thesis submission.

As the viva voce derives from the Latin for ‘living voice,’ let your passion for your research come alive in your defense.

As nerve-wracking as it might be, remember to relax and use this opportunity to share your contribution to your field. 

Supervisors will (or at least should) conduct mock vivas to help you prepare for questions and build confidence. Ask for a mock viva if one is not offered by your supervisor. 

During the viva, your supervisor may be present as a silent observer, ensuring examination conduct.

Outcomes of a viva range from:

• passing without corrections,
• passing with minor or major corrections,
• or not passing at all.

Examiners won’t necessarily spot all mistakes, but they read your work thoroughly, engage in a comprehensive discussion, and submit independent reports before the viva.

Understand what’s expected of you in your viva (Examiner point of view)

From an examiner’s point of view, in your viva, you are expected to confidently explain and defend your thesis.

You should be well-prepared, recognizing that examiners will carefully read your work and may identify minor mistakes.

Keep in mind that examiners may not know your thesis as well as you, so be prepared to clarify and elaborate on your research. 

They may ask some really simple and basic questions of you – particularly early on in your thesis defense.

It is essential to demonstrate your understanding of the topic and address any questions posed by the examiners.

You may have the option to include your supervisor or other supportive figures from your institution during the viva for moral support and to witness the examination’s conduct.

Understand that examiners typically work independently and exchange reports just before the viva, so be ready to engage in a comprehensive discussion about your work.

Focus on showcasing your:

• research abilities, and
• significance of your thesis

during the viva.

How to prepare for your viva exam

To prepare for a PhD viva, follow these actionable steps:

1. Familiarize yourself with your examiner’s and supervisor’s work (4-5 days): Know their research interests, potential biases, and recent publications, and consider how they might relate to your thesis.

2. Understand your thesis deeply (5-6 days): Be able to explain your research question/hypothesis, aims, theoretical framework, methods, and key results concisely. Review all the papers you discussed or mentioned in your thesis, noting their relevance to your work. Address any weaknesses in your analysis, and justify your study’s merit to earn a PhD.

3. Practice summarizing your thesis: Prepare a 200-word summary of each chapter and a 2-minute explanation of your whole thesis. Be ready to clarify your work in one or two sentences.

4. Anticipate general questions : Examples include summarizing your thesis, stating your research question or hypothesis, and discussing your main results. Prepare answers for potential questions from both a general and discipline-specific context.

5. Conduct mock vivas with your supervisor: Simulate the viva experience to get comfortable with the format, build confidence, and receive feedback on your performance.

6. Review general questions and answers (last 1-2 days): Brush up on your prepared responses and make any necessary final adjustments.

Remember, most PhD students pass their viva, so focus on preparing and confidently discussing your research.

Things to keep in mind during your viva – top tips

Here are the top tips to keep in mind during your viva:

1. Ask for clarifications if a question is unclear. Be polite and ensure you understand the question before attempting to answer it.   2. Don’t interrupt the examiner while they are asking a question. Give them time to finish, as it shows respect and allows you to fully comprehend the inquiry.

3. Be honest if you don’t know the answer to a question. Prepare a polite response for unexpected questions you cannot answer.

4. Maintain confidence without arrogance. Display a level of nervousness that reflects your dedication to the process, but avoid overconfidence or disrespect.

5. Keep your answers concise and structured. Use a clear format when providing your response, such as breaking it down into key points.

6. Speak at a moderate pace. Avoid talking too fast or too slow, as it can be distracting for the listeners. Practice controlling your speech rate during your preparations.

7. Give yourself plenty of time before the defense to prepare and relax. You should be in the right state of mind for your viva.

8. Be familiar with the protocols, format, and panel of your viva. Attend other thesis defenses, read your institution’s guidelines, and research the background of the examiners on your panel.

By following these tips, you can enter your viva well-prepared and have a successful defense. Enjoy the experience and demonstrate the hard work you have put into your research.

Wrapping up – thesis viva

Concluding our comprehensive guide on the viva process for PhD students, the final thought we leave you with is this: your PhD viva, or viva voce, is an opportunity to defend your research, a unique chance to demonstrate your motivation, strengths, and even your limitations as a researcher.

It’s important to understand the viva definition in its entirety: a viva voce is an oral test undertaken in front of a panel of examiners.

This panel usually includes one internal examiner from your institution and one external examiner from another. It may also include other experts depending on policies and practices.

Preparation is key when you get to the viva stage.

To that end, arranging a mock viva with your supervisor could help you anticipate the types of questions you’ll be asked. This practice could enable you to put your best foot forward during the real deal.

Don’t be surprised if the viva examination lasts anywhere between one and four hours.

You may be asked to elaborate on your PhD thesis, defend your field of study’s claims, discuss its strengths and weaknesses, and suggest future research opportunities. Your response to the assessment task should be in-depth and thoughtful.

Under the current COVID-19 conditions, many students are having their viva over Zoom or Skype.

In these cases, it’s important to arrange your setting to minimise distractions. Feel free to ask for clarification if the audio cuts out or you miss a question.

In preparation for your viva, review the academic profiles of your panel members, anticipate questions they might ask, and keep a copy of your thesis at hand.

Also, remember that while it’s important to provide an in-depth response, a concise explanation is ideal to avoid going on a tangent. If you’re asked about any weaknesses or limitations in your work, be honest and thoughtful in your response, highlighting your problem-solving skills as a researcher.

You’ve worked hard to reach this stage; now it’s your chance to shine! Best of luck!

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

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10 Tips for Viva Success: A Guide to Navigating Your Thesis Defense

The viva, or thesis defense, is a critical milestone in your academic journey. It’s natural to feel a mix of excitement and anxiety during this period, but with careful preparation and a positive mindset, you can navigate it successfully. In this article, iLovePhD will explore 10 tips to help you achieve viva success and make the most out of this significant moment in your academic career.

10 Tips for Viva Success

• Calm Down and Breathe: The weeks leading up to your viva can be stressful, but it’s crucial to stay calm. Find activities that help you relax, whether it’s yoga, meditation, or even a bit of video gaming. Keeping a clear head will contribute to a more focused and composed performance on the big day.
• Do Something Fun: Don’t let the time between submitting your thesis and the defense become an endless cycle of revisions. Take breaks, have fun, and reconnect with friends. Maintaining a balance between preparation and leisure will ensure you’re mentally sharp and energized when the viva arrives.
• Believe in Yourself: Remind yourself that you are the expert in your field. Despite any doubts, you’ve dedicated years to your research, making you well-equipped for the viva. Have confidence in your abilities and the knowledge you’ve acquired throughout your academic journey.
• Go in with a Good Attitude: View your examiners as colleagues genuinely interested in your work rather than adversaries. Adopting a positive attitude can alleviate unnecessary stress and help create a more collaborative atmosphere during the viva.
• Dress for Viva Success: A smart appearance not only boosts your self-esteem but also conveys your commitment to the viva process . Dressing professionally shows the examining committee that you take the defense seriously and adds to the overall positive impression.
• Read Your Thesis: Refresh your memory on the details of your research by revisiting your thesis. This is particularly important if there has been a gap between submission and the viva. A few thorough readings will ensure you are well-prepared to discuss and defend your work.
• Know the Rules: Familiarize yourself with the specific rules and procedures of your institution regarding vivas. Be aware of any presentations or additional requirements, and clarify whether you can bring a copy of your thesis into the exam and if annotations are allowed.
• Make a List of Your Own Corrections: Identify and document mistakes in your thesis before the viva. While it may be a challenging task, it demonstrates your commitment to excellence. Presenting your corrections during the viva showcases your proactive approach and may save time on post-defense revisions.
• Make Plans to Celebrate Your Viva Success: Organize or have a friend plan a celebration for after the viva. This not only provides a well-deserved break but also allows you to commemorate your achievement with those who have supported you throughout your academic journey.
• Try to Enjoy It: Embrace the moment and recognize that the viva is the culmination of your hard work. Engage in discussions with your examiners, enjoy the opportunity to share your thoughts, and appreciate the unique perspectives they bring to your research.

Facing a viva can be intimidating, but with these ten tips, you’ll be better equipped to handle the challenges and make the most of this significant academic milestone. Remember, you’ve earned this moment, so step into the spotlight with confidence and pride in your accomplishments.

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How to survive a PhD viva: 17 top tips

Just handed in your PhD thesis? Now it’s time to plan for the next hurdle: a viva. Academics offer their advice on how to best prepare

• Finishing your PhD thesis: tips from those in the know
• The key to a successful PhD thesis? Write in your own voice
• PhD: so what does it really stand for?

H anding in your PhD thesis is a massive achievement – but it’s not the end of the journey for doctoral students. Once you’ve submitted, you’ll need to prepare for the next intellectually-gruelling hurdle: a viva.

This oral examination is a chance for students to discuss their work with experts. Its formal purpose is to ensure that there’s no plagiarism involved, and that the student understands and can explain their thesis. It involves lots of penetrating questions, conceptually complex debates and is infamously terrifying.

How can PhD students best prepare? We asked a number of academics and recent survivors for their tips.

Preparing for the viva

1) Check your institution’s policies and practices

Institutional policies and practices vary. Find out who will attend your viva (eg will a supervisor attend, will there be an independent chair?) and what their roles are. Penny Tinkler and Carolyn Jackson, authors of The Doctoral Examination process: A Handbook for Students, Examiners and Supervisors

2) Re-read your thesis – and keep up-to-date with research

Don’t underestimate the amount of time the examiners will have spent reading and thinking about your thesis – however, you should remember that you are still likely to be the “expert in the room” on this particular topic. Check to see if any relevant recent papers have emerged since submitting the thesis and, if so, read these. Dianne Berry, dean of postgraduate research studies, University of Reading

3) As an examiner, you tend to stick to things you’re an expert in when driving the questioning

Your viva panel will consist of an external expertise in your subject area and an internal which may be in a subject field associated or directly related to yours. The external examiner is the one who mainly calls and fires all the shots and so it’s pretty important to have a knowledge of their published contributions, especially those that are related to your thesis in any way. Dr Bhavik Anil Patel, senior lecturer in physical and analytical chemistry

4) Think about what you will or won’t defend

Consider carefully what you will defend to the hilt in the viva, and what you are prepared to concede. It’s important to defend your claims about the originality of the thesis and its contribution to knowledge. However, no research is perfect, and showing that you have considered what could have been done differently, or even better, is not a bad thing. Penny Tinkler and Carolyn Jackson, authors of The Doctoral Examination process: A Handbook for Students, Examiners and Supervisors

5) Draw up lists of possible questions – especially ones you dread

I collected questions from a bunch of different places ( listed here ) which I then tailored to my PhD. Somebody I worked with also recommended that I put together my 10 nightmare questions. I found this really useful, by writing down and thinking about my dreaded questions, they were no longer so bad – it was almost as if I’d faced the beast.

Generally speaking, I was able to predict the questions that I was asked. There were a couple that were unexpected but they were either conceptual points or based on literature that I just didn’t know. Richard Budd, research assistant, University of Bristol who sat his viva in summer 2014 and has blogged about the experience

6) It’s not like sitting at a laptop where you can edit a sentence as you go along

By the time you finish your PhD you’ll know your thesis inside out. One of the things you won’t be as practised at is talking about it. When I was preparing for my viva, I practised vocalising answers. It’s not a case of needing to learn to answers verbatim – this would only work as a technique if you could guarantee the exact way your examiner will ask a question – but it is about thinking about how you will articulate certain things. A viva isn’t like sitting at a laptop where you can edit a sentence as you go along. Richard Budd, research assistant, University of Bristol who sat his viva in summer 2014 and has blogged about the experience

7) Bring a printed copy that is exactly the same as that of your examiners

Ensure you and your supervisor have a printed copy that is exactly the same as that of your examiners (specifically the same pagination). Mark with tabs the key sections and highlight for reference important quotes and points you might want to refer to. If you have some key diagrams it may help to have these printed larger on A4 sheets that can be used in a discussion.

There is a chance, albeit slim, that an examiner will wish to see some piece of experimental data, software, or other supporting evidence. Have this all neatly archived and accessible. You can do this after submission. Anthony Finkelstein, dean of the UCL faculty of engineering sciences who has blogged about surviving vivas

During the viva

8) Get off to a good start

Give a few detailed answers in the opening 15 minutes, demonstrating knowledge, describing your thinking and working - then the examiners are likely to relax into the viva. If the first few answers are short and non-specific, not demonstrating knowledge, this can begin to raise concerns, and that can set the tone for the whole viva. This is avoidable. Rowena Murray, author of How to Survive Your Viva: Defending a Thesis in an Oral Examination

9) Prepare for the icebreaker

Every viva opens with that dreaded icebreaker that is supposed to break you in gently but often seems to be the thing that gets students into a pickle. It’s so basic, students almost forget about it. Most often this would be to give a five to 10 minute introduction to your work and your key findings. This is such a common question that not preparing for it would be silly. Dr Bhavik Anil Patel, senior lecturer in physical and analytical chemistry

10) Silence doesn’t mean bad news

Don’t assume that you will be given any indication of the outcome at the start of the viva. The examiners may or may not offer comments on the thesis at this stage and candidates should not interpret a lack of comments at this point as a negative sign. In some cases institutional policy prohibits it. Penny Tinkler and Carolyn Jackson, authors of The Doctoral Examination process: A Handbook for Students, Examiners and Supervisors

11) Don’t point out your own weaknesses

Avoid shooting yourself in the foot by highlighting the weaknesses in the thesis by being overly humble (eg “I didn’t think this would be an acceptable piece of research given the way I handled x or y”) or by saying what you “failed to achieve” or “did not manage to carry out in a robust manner” etc. Leave that to the examiners to pick up in their reading, they don’t need help. Dr Mariana Bogdanova, lecturer in management, Queen’s University Belfast

12) Don’t talk like a politician There’s a danger of trying to over-prepare. Don’t learn answers off by heart – it removes the spontaneity and is obvious to examiners. If a student has pre-prepared answers they become a bit like politicians, answering questions they weren’t asked rather than the ones they were. I have come across mixed views on mock vivas. Some people really like them – and they can settle nerves – but other times it can remove spontaneity and steal your thunder. Jerry Wellington, head of research degrees at University of Sheffield and author of Succeeding with Your Doctorate

13) You may need to move from friendly questions to complex debates

Vivas can appear friendly and then suddenly go very conceptually complex. The language used is an alternation between accessible normal language and really specialised arguments. The student needs to be able to move orally between the two. Gina Wisker, professor of higher education and contemporary literature at Brighton University

14) If things get on top of you, use the excuse of having a look at the thesis

Make sure that before the viva you get plenty of sleep, eat properly and de-stress. If things get too much when you’re in there, use the excuse of having to look something up in your thesis. You could also pause and say “Can I write that down for a moment?” Stall for time until you get yourself back together again. Gina Wisker, professor of higher education and contemporary literature at Brighton University

15) Focus on your contribution

One of the most important things that the examiners will be looking for in your thesis, is the “contribution to knowledge”. It is the contribution which makes your work doctoral level. Be sure that you understand exactly what your contribution is, and that you are able to express and explain it clearly and concisely.

Write it down in a paragraph. Discuss it with you supervisor and fellow students. Make sure that you can relate your contribution to other work in your field and that you are able to explain how your work is different. Peter Smith, author of The PhD Viva

16) Expect your viva to last between one and three hours

Students frequently ask how long the viva is likely to be. Obviously they vary. Discipline differences are important. Our research suggests that most natural and applied sciences vivas were completed in one to three hours, whereas arts, humanities and social science vivas were typically less than two hours long. In the natural and applied sciences 43% of vivas lasted two hours or less, compared to 83% in arts, humanities and social sciences. Penny Tinkler and Carolyn Jackson, authors of The Doctoral Examination Process: A Handbook for S tudents, Examiners and Supervisors

17) Enjoy it

The best advice I ever got was “Try to enjoy it”. It seemed ludicrous at the time, but I actually found myself really getting into the discussion as the viva went on. It’s one of the earliest chances you get to talk to someone who not only informed your research (ideally) but is also conversant with your own. It’s a great chance to explore the contours of your research – treat it as such, and it doesn’t seem quite so daunting. Michael James Heron, school of computing science and digital media, Robert Gordon University

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Thesis outcomes and corrections

There will usually be a bit more work to do after the viva. Each institution will have its own regulations about viva outcomes and how to inform the candidate of them. Find out before you go into your viva so that you know what to expect. In the UK they typically they fall into one of the following categories:

• Outright pass. Your work needs no corrections
• Minor corrections. Your examiners have a few minor suggestions that they would like you to incorporate
• Major corrections or resubmission. The thesis needs further work to be of doctoral standard. This might include more research, rewriting sections or including new literature
• Suggestion that you resubmit for, or are awarded, a lower degree (MPhil or MSc). Research is of good quality but too narrow for a doctorate
• Outright fail. Usually used only in cases of plagiarism or where the examiners judge that the candidate will never be able to complete a doctorate.

Most candidates fall within the minor or major corrections categories. This means that you will have some corrections to complete. However, regardless of the number of corrections that you have to do most people who reach the viva stage do  go on to get their doctorate relatively quickly.

Thesis corrections

After your viva you are likely to have some corrections to complete before you are awarded your doctorate. The extent can range from a few spelling mistakes to rewriting or adding complete chapters. You may be given a deadline by your examiners or your institution but regardless of this, it is best to aim to complete your corrections as soon as possible to use the momentum acquired during thesis writing.

In order to be sure that your corrections make the right changes:

• take notes during the viva and write them up immediately after
• meet with your main supervisor to discuss the changes that you need to make
• analyse the examiners' report carefully to make sure that you have dealt with all of the issues that they raise
• proofread your work again.

Thesis resubmission

Your examiners, or often just the internal examiner, will check that all corrections have been incorporated, and then you can resubmit your thesis. Your institution will have regulations on the format of the final submitted thesis copy of your thesis, which will usually be deposited in the institutional library. It has become more common for institutions to request the submission of an electronic copy for ease of cataloguing and searching.

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Surviving the Viva: PhD defences remembered

The PhD viva (or defence) is likely one of the most stressful moments of many academics’ professional lives. What’s worse is that this rite of passage doesn’t even follow the same format across institutions or countries, making preparing for your viva even more difficult. Will it be a public or private defence? Will you make corrections before or after defending? Will you be faced with internal or external examiners, and how many?

To shed at least a little light on the experience, Cultured Scene asked early-career researchers who studied in a variety of countries to explain how their defence worked, and to offer advice to students preparing for their own defence.

Charlotte Canteloup: PhD defence in France (University of Strasbourg)

I had a jury of examiners which was composed of 6 female members (including my PhD supervisor) which was quite rare (the year after, the University required gender parity in PhD juries) although it was not done on purpose! The requirement was that half of the jury had to be professors (or ‘Habilités à diriger des recherches’ in French) and from outside my University. The choice was made in agreement and after discussion with my PhD supervisor. Because the general introduction and conclusion of my manuscript were written in French, we had to find jury members who read and spoke French, which considerably reduced the list of potential people! The jury was composed of two external ‘rapporteurs’ (referees), one internal examiner from the University of Strasbourg, two extra examiners (that were not mandatory, but I wanted to have a greater variety of researchers included) and my PhD supervisor.

My manuscript was a thesis by publication composed of five chapters, each corresponding to a paper: three were already published and the two others were under review. I sent my manuscript to all jury members two months before my PhD defence but only the two rapporteurs had to write a report evaluating the quality of my manuscript and specifying if they would allow me to defend my PhD. Two weeks before my defence, I received their report and, as they both evaluated my work as ‘very good’, I could defend my PhD!

My PhD defence was a public defence in front of the jury, but my colleagues, family, friends and any other people interested in the topic were present. My oral presentation lasted 45 minutes and was followed by about 2 hours of questions asked by jury members. As an anecdote, I realized less than 30 minutes before starting that my Powerpoint was not working properly on the computer in the room, so I had to quickly find another one which made me stress a lot just before starting! I think that this rush of adrenaline made me feel much more relaxed afterwards, though! I have very fond memories of my PhD defence because it was the final outcome of my PhD, I was happy and honored to present the work I had done for several years and I really felt considered as a proper researcher by my peers.  

After the question session, the jury met in private, wrote a final report and granted me a doctorate in Eco-Ethology. I did not have any revisions to do so my thesis was complete the day of my defence. 

Lucie Rigaill : PhD defence in Japan (Primate Research Institute of Kyoto University)

I did my PhD in Japan, at the Primate Research Institute of Kyoto University (KUPRI). At KUPRI, to graduate before the end of the fiscal year (March) every numerous step of the process has to be precisely timed to coincide with faculty meetings at KUPRI and at Kyoto University. So basically, the process starts around September-October for a graduation in the following March.

PhD candidates are required 1) to have at least one paper as first author accepted, 2) to have presented a least once in an international meeting, and 3) to have done a “PhD plan presentation” to submit the thesis for examination. The PhD plan presentation is an open practice talk of 45 minutes where the content of the PhD is judged sufficient (or not) to move on to submission. The thesis is a compilation of published and submitted (or ready to be) papers as chapters, with a general introduction and a general discussion. All along the process various corrected versions of the thesis will be printed, each time in 5 copies!

PhD candidates and their supervisor decide together on the 5 PhD committee members: one is the supervisor, and one or two can be external to KUPRI, with only one outside of Japan. In my case, I had my Japanese supervisor, my French co-supervisor, two professors affiliated to my section, and a professor from an affiliated institution. All were knowledgeable in my field and professionally and/or personally knew me (so there was no truly “external” referee).

The PhD defence is a private meeting without a presentation: it’s a discussion between the PhD candidate and the PhD committee members. All have access to the thesis a few weeks before the meeting. They can either give feedback during the meeting or before it – which allows correction before the defense and facilitates acceptation. Mine took 4 hours, one of the longest so far… It was not unpleasant, just tiring and a bit frustrating after what felt already like a long process. After the PhD defence, doctoral candidates finalize the last version of the thesis and officially submit it.

Then, all doctoral candidates give their final and open 45 minute PhD presentation on the same day in late January. Interestingly, there is no real big celebration after that. A social gathering is organized for all master and PhD candidates who defended, but this is quite formal and a bit impersonal since it’s as shared “celebration”.

The acceptance of the PhD is first voted on at the end of January at KUPRI, then the decision is passed to Kyoto University where it is confirmed in February. Finally, PhD candidates graduate at the end of March. Not much in between apart from more thesis printing! Due to this long process, I did not feel happy or relieved or accomplished after my defence or after my final presentation or when I got my diploma. I did not feel much, I think my feelings got washed away across the journey. But no regrets! I have an extended gratefulness for this amazing professional and personal experience.

Rohan Kapitany: PhD defence in Australia (University of Queensland )

I completed my PhD in Australia in the School of Psychology at the University of Queensland. As a quirk of history, or perhaps because Australia is so far away from the rest of the world, my programme never used the classic viva model of defence. The preferred model was ‘by publication’, whereby each empirical chapter of the PhD ought to be a published, under-review, or an in-prep manuscript. These empirical chapters are bookended with an introduction and conclusion (that are unique to the dissertation) and subsequently reviewed by two or three examiners per ‘peer review’. When I submitted my dissertation, my first two empirical chapters had been published, while my third and fourth were not. 

There are both advantages and disadvantages to this. If you are fortunate to have published empirical work, you can basically cut-and-paste your papers into your dissertation (though some universities have policies against this). Superficially, this seems like a time saver, though the lurking burden is that you’re pre-committed to everything you say in those chapters being part of your dissertation. My first manuscript was 20,000 words long, and contains (relatively minor) statements that I no longer stand behind. A more flexible model would simply allow me to omit those statements and shorten the chapter in the light of greater intellectual development. 

Examiners were chosen in much the way they are chosen for a verbal defence: you nominate a small number of scholars who would be sufficiently expert to review the document. My university excluded as reviewers anyone that either I, or my supervisor, had ever met . That said, the world is not so small, and I was more than happy with those who reviewed me (one who revealed their identity, and one who did not*). 

There are two drawbacks of this model relative to an oral defence. The first is that you miss out on the opportunity to spend an afternoon with a couple of experts who are treating you as an expert. For many PhDs this is their first time they put on their academic big-kid pants. This opportunity is lost. The second issue is that it’s a prolonged, cold bureaucratic process, with drawn-out waiting periods of three to six months. Once returned, these written reviews include details on whether you are worthy of passing, and whether or not you are required to make major/minor changes. This timeline can make it challenging to apply for jobs and fellowships. A related and quite subjective issue is that after submitting your dissertation, which is almost certainly one of the biggest projects (and possibly accomplishments) of one’s life at the time of submission, there is no pageantry or formal recognition. You hit the ‘submit’ button and go to the pub. In my opinion – and as a scholar of ritual! – there is much to be appreciated in the oral defence as a rite of passage and initiation (even if it’s also one of the most professionally anxiety-provoking experiences possible). 

Though asked to provide some advice to those in my position, I can only say this. Everyone’s experience of the final months of the dissertation is extremely variable. I became a terminal insomniac, for example. Stay calm, work to your own strengths, don’t compare yourself to others in the same situation, and keep your eyes on the prize. 

*Incidentally, that reviewer provided a .docx with the review and critique, which included their meta-data. Though perhaps I shouldn’t have, I was able to identify them quite easily.

Alba Motes Rodrigo: PhD defence in Germany (University of Tübingen)

I defended my PhD thesis at the University of Tübingen (Germany) in July 2020 during a global pandemic, so my defence took place in somewhat special circumstances. Before the defence, I had to send my thesis to my examiners. At the University of Tübingen, you have four examiners. In the department where I did my PhD, your supervisor will also be one of your examiners (which is a bit strange). In addition, the head of the Department (who was my second PhD supervisor) was also an examiner. Finally, I had to have two more examiners who had not been involved in my PhD. To choose the external examiners, I turned to two professors whose expertise I really valued and who I thought could provide valuable feedback on my work. One of them was an expert on the fields I had done my PhD on (i. e. cognitive and primate archaeology) but the other wasn’t. I made this last decision because I thought it was important to have someone with a different perspective in my panel who would ask questions that perhaps I hadn’t been asked or thought about before. 

Each of my examiners received a copy of my thesis but I only received feedback from my two supervisors before the defence. Once they read my thesis, my two supervisor-examiners had to write a detailed report evaluating my work and the discussion I had made of my findings as well as to give me a grade for my written thesis. These reports were sent to the dean’s office of the University where I could read them and check my grade. The written thesis grade is quite important because it constitutes a big percentage of your overall PhD grade. This grade goes between 5 and 0 (with 0 being the top mark). After checking the reports, the next step was to prepare the defence itself.

PhD defences at my University are public, meaning that anyone who wants can attend. The defence is divided into two parts: during the first 30 minutes you give a presentation of the work you have done during your PhD and then the examiners ask you questions (my questions lasted 90 minutes). I think it is quite important to remember that you cannot possibly present everything you have done during your PhD in 30 minutes. You need to choose. In my opinion the best defences (and talks in general) are those that tell a story so I tried to give my presentation a logical flow, giving the audience only the background information, data and interpretation that they needed to follow my story. You obviously know much more about the topic than what you are presenting, but you will have time to show all that later during the question round. The questions can be anything related or unrelated to your thesis, so you have to be prepared to improvise a little (although there is not a lot of concrete feedback on your thesis).

Luckily (maybe?), my defence happened during the time between the two Corona waves in Germany. I had a mixed online / in person defence. There were a few people in the room where I was presenting (including three of my four examiners) but I also set up a zoom transmission of the defence so my fourth examiner, my friends and my family abroad could also attend. Honestly that was the best part of it. I got to share a really special day of my life with people that could not have been there in person in normal circumstances but that now I could see nodding and smiling next to me while I was presenting. 

After the questions were over, the examiners went to a separate room to decide my overall grade (written thesis plus defence combined) and then called me in to tell me. And that was pretty much it. I wasn’t asked to change anything in my thesis (which is the usual scenario here) but as I wanted to know how could I have improved it, I scheduled a one-to-one meeting with one of my external examiners to receive her detailed feedback.

Overall I had a great defence day and I really enjoyed chatting about my project with my examiners. I learned a lot from the discussion we had and I have used a lot of the feedback for my PhD manuscripts. If I can give one advice to PhD candidates reading this, I think it would be to take this day as a celebration of your work over the last years. This is the last step, so make the most out of it and have fun.

Rachel Harrison: PhD defence in the UK (University of St Andrews)

I did my PhD at the University of St Andrews in Scotland, which meant finishing with a viva voce examination. A few months before I finished writing my thesis, my supervisor and I began to discuss who my examiners should be. I needed one internal examiner (someone from the university, normally someone that you know fairly well) and one external examiner, who needed to be an expert in the field that I hadn’t worked with before (and who didn’t have too close a relationship with my supervisor, although they were allowed to have published together in the past). Once I finished writing my thesis (4 experimental chapters, one of which was submitted and under review when I submitted by thesis, along with a general introduction chapter and a conclusion), the examiners each received a copy a few weeks before the date we’d agreed upon for my viva.

There’s no feedback before the viva, so you arrive on the day with no idea what your examiners think of your work. The viva is a private discussion between you and your two examiners – your supervisor has to wait nervously in their office. At the start of the viva, I was asked to briefly talk through my thesis, but there was no formal presentation. Then, my examiners and I spent around 3 hours discussing my thesis – the ideas it covered, my ideas for future work, but most importantly, what was unclear about it and what needed correcting before they would consider it acceptable as a finished thesis. At the end of this discussion, my examiners asked me to leave the room for a few minutes while they decided what the result would be. At St Andrews, there are multiple possible outcomes: ‘no corrections’ (your thesis is accepted on the spot, as it is – this is the stuff of legend), typos (your thesis only needs typos correcting, and is otherwise accepted as it is), minor corrections (you have 3 months to make the changes suggested by the examiners, and they then sign off on your revised version), revise and resubmit (you have 12 months to make corrections, the examiners can then accept your revised version or ask you to sit another viva), or your thesis is not judged to be of sufficient merit, in which case you might be offered the opportunity to submit a version of it for a Masters qualification instead.

To my absolute horror, I was asked to revise and resubmit, meaning I had 12 months of corrections ahead of me. At the time, I’ll be honest, this felt awful – most of my PhD cohort had received typographical or minor corrections. But it was the right result for me. I needed to recode experimental videos to respond to my examiners’ comments, and that meant I needed more than 3 months, especially as I was also working full time. After a short (and embarrassing!) cry in front of one of my examiners, I went out for lunch with both them and my supervisor, before spending the rest of the day celebrating with my external examiner and researchers from the department (luckily my viva coincided with another lab’s Christmas party, so they were spending all afternoon in the pub anyway). After a few glasses of champagne, the revise and resubmit result didn’t seem so terrible! A year later, I sent off the revised version, which was immediately accepted by my examiners. The only unfortunate thing was that this final acceptance of my thesis was a bit anticlimactic – I just received an email to confirm it.

Looking back, I feel incredibly lucky in the examiners I had – they are both incredibly kind, as well as being two of the leading experts in my field, and their suggestions improved my thesis (and the papers stemming from it) immeasurably. The only advice I would offer to others is:

1) Don’t panic if you get major corrections – far more people get this result than you realise, and it simply reflects that you need more time to work on your thesis. Science is all about responding to peer review, and dealing with those major corrections is going to be excellent training. You’ve got this.

2) Enjoy the viva! Even though the outcome felt a little rough at the time, I really enjoyed my viva – it was an interesting, engaging discussion about my research with two of my academic heroes, and I wouldn’t trade it for anything.

About the author

Rachel Harrison

Rachel is the ESLR Journal Secretary. She is currently a postdoctoral researcher at the University of Lausanne, studying social learning biases in children from a comparative perspective. If you would like to contact Rachel about contributing to Cultured Scene, she can be reached at [email protected]

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How to prepare your viva opening speech

A viva, or PhD thesis defence, typically starts with an opening speech by the PhD candidate. This opening speech can be prepared in advance. How? By following six simple steps that take you from checking university requirements, to structuring and practising your viva opening speech.

What is a viva opening speech?

Step 1: check the requirements for your viva opening speech, step 2: define the audience for your viva opening speech, step 3: develop key messages for your viva opening speech, step 4: structure your viva opening speech, step 5: create visual support for your viva opening speech, step 6: practice your viva opening speech.

Submitting a PhD thesis feels like a major milestone. And it is! But before being able to call themselves a ‘doctor’, most PhD students have to defend their thesis. And this thesis defence, or viva, tends to start with an opening speech.

A viva opening speech is a short presentation of the PhD thesis by the PhD candidate. It typically lasts between 10 and 30 minutes and kicks off the PhD defence during which the candidate has to answer questions from the examiners.

Questions from examiners are relatively unpredictable. A viva opening speech, however, can be prepared and practised in advance! Therefore, it constitutes a major part of getting reading for a PhD thesis defence.

Different universities have (sometimes vastly) different requirements for viva opening speeches. So, unfortunately, there is no one-size-fits-all advice.

Therefore, the first step to preparing a viva opening speech should always be to find out the specific regulations of your university.

Common factors to consider are the following:

• The length of the viva opening speech. Whether you have to prepare a 10-minute or a 30-minutes presentation matters considerably.
• The use of a (PowerPoint) presentation. Some universities require presentation slides. Others don’t. Make sure to follow all requirements or customary standards.
• The focus of the speech. Some universities explicitly ask for a summary of the whole PhD thesis. Others may prefer several key findings, or arguments to kick off the discussion.
• The target audience of the speech. Find out who you are supposed to address in your speech. More on this in Step 2!

Some information is easy to find. Some isn’t. Always talk to your PhD supervisor/s! PhD supervisors will know about the university requirements, can share their experiences and guide you in the right direction.

Once you are aware of your university’s regulation concerning viva opening speeches, it is smart to think a bit more about the target audience of your speech.

The target audience for your viva opening speech will influence the level of detail in your presentation, the complexity of the information, and the language and terminology you will use.

In the UK, for instance, the thesis defence usually involves only the examiners and the candidate. Thus, the viva opening speech will be directed at the examiners, who have all read the PhD thesis in advance and are experts in the candidate’s research field.

In contrast, in the Netherlands, for instance, PhD defences are public events. Viva opening speeches during these public events are used to share the focus of the thesis in simple language with the audience. The audience is usually family, friends and colleagues. Examiners are not even present during the speech.

Now it is time to brainstorm about the content of your viva opening speech! One harsh truth is that you simply cannot include everything. Summarising the work of 3, 4 or more years in a few minutes is incredibly challenging. You have to be selective. You have to summarise, abstract and prioritise.

The key messages for your viva opening speech should be in line with the nature of your PhD thesis. For those who have read your PhD thesis in advance, the content of your viva opening speech should not come as a surprise.

For instance, if you wrote a very theoretical PhD thesis, it makes no sense to focus your whole speech on your data collection and analysis. Instead, it makes more sense to emphasise the theoretical contributions of your PhD.

Next up, you should structure your viva opening speech: Breaking up the key messages into concrete parts helps you to develop a logic and convincing storyline.

Common ways to structure viva presentations are around the table of contents of the PhD thesis, around key findings, key arguments, or around case studies.

Finding the right structure for your opening speech is so important that I wrote a whole post on how to structure your viva presentation, including examples of different viva presentation structures .

As in every speech or presentation, visual support can be helpful. Therefore, if you are allowed to use PowerPoint slides or other forms of visual support for your viva opening speech, it is sensible to make use of this opportunity.

As with regular presentations, avoid too much text on slides. Instead, make strategic use of images, photographs, figures or diagrams to develop your storyline and bring your points across.

Finally, practice your viva opening speech! If your target audience is the thesis examiners, present your speech to your supervisor/s or fellow PhD students. Ask them for feedback and use it to improve your speech.

If the target audience is the general public, present to family members or friends outside of academia. Do they understand what you are talking about? Can they follow your storyline?

You should practice your viva opening speech up to the point that you can present freely, without reading from your notes. However, don’t learn the whole speech by heart. It is always noticeable if someone just recites text, and it will make you sound like a robot.

Lastly, when you practice make sure to keep a timer at hand. Most viva opening speeches have to adhere to a strict time limitation, and will simply be cut off if they exceed the given time. You don’t want this to happen on your big day! So make sure to practice sticking to your time.

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Surviving Your PhD Viva / Dissertation Defense

by James Quinn

Congratulations! I assume most people reading this will have just submitted their thesis. So just stop, and take in for a moment how amazing that achievement is while you read through this article. If you’re reading this prior to submission, I feel like I should congratulate you as well… because you are much more prepared than I was!

I feel like I should give a disclaimer: I have spent about six months finding the time to write this article. I successfully passed my viva six months ago and, like many others, I am very good at putting things off until the last minute. This is my first piece of advice for you: please don’t do this for your viva (dissertation defense). Now, I felt inexperienced in writing this article, because an n=1 experience isn’t exactly scientifically sound, so I reached out on Twitter to other graduates and I’ve included some of their advice at the end of this article.

The second disclaimer is: please don’t take what I say as the only way to prepare for your PhD viva. There are other helpful articles out there. My viva was certainly a rollercoaster, so I hope you’re all strapped in and ready to enjoy the ride!

I’ve broken this article down into five sections:

Preparing for your PhD viva

• What to do on the day of your viva
• What to expect in the viva
• How to celebrate or commiserate
• PhD viva tips from others

I hope you find it helpful!

So, you’ve just submitted your thesis, what next? First, take a break before you even look at your thesis again. I’m suggesting at least two weeks to give you some important respite. Do this in whatever way suits you. I ended up taking up an internship, I know people who went travelling, and some people go straight back into the lab. Do whatever helps you chill out.

After you feel sufficiently recovered, read, read and read. I went through my thesis from start to finish meticulously, and wrote down every single mistake I’d made (this totalled approximately three A4 pages, by the way). These were predominantly typographical and formatting issues. I’ve never met anyone who didn’t notice at least one mistake.

Secondly, go through your thesis again. Think about what questions might be asked, what are the key areas of interest, which areas need further work. There are a lot of great resources online that provide you with structured techniques for the types of questions you may receive in your viva.

Thirdly, plan answers to the most common viva questions:

• Summarise your research in five minutes
• Summarise how you ended up starting the PhD on that specific project
• What went well?
• What went wrong?
• What would you do if you could start again?

Fourthly, check the viva format with your examiners. I know this varies across the world, so make sure you discuss with your university / PhD examiners at least one month prior to the viva date to ensure everyone knows what they are doing.

Finally, I had a chance to attend a conference about three weeks before my viva. This was a helpful sounding board for what people thought of my work. I was also lucky enough to meet two of my external examiners’ former PhD students, who provided a lot of insight into the sort of questions that my examiner would ask. This was invaluable. To me, this was my “mock interview”. I also booked the day off prior to my actual viva to meet with my PhD supervisor to discuss papers and data that had been collected while I was out of the lab. This was helpful in getting reassurance that everything would be okay, and getting me into the mindset for talking about my research.

What to do on the day of your PhD viva

I took the day off work as my viva was booked for 1:30pm. Surprisingly, I wasn’t nervous at all. I felt that I owned my thesis by that point. I was aware of its strengths and limitations. I decided the best thing to do that morning would be to go for breakfast with my family. I felt that would put me in a better frame of my mind, instead of last-minute preparation. I walked into the viva, ready to defend and argue why my thesis was important. I am fully aware that not everyone feels like this, but the advice remains: do whatever it takes for you to get into the right frame of my mind before going into the viva. That might be last-minute preparation, mindfulness, or going out for breakfast!

What to expect in your PhD viva

Here’s my viva checklist:

• Your thesis
• Relevant papers (I think I brought in around four of the core papers that my thesis is based on)
• Pens and a notepad for jotting down questions and corrections
• Emergency snacks for during or after the viva

I felt ready for the viva. I walked in, I was asked opening questions very similar to those described in the preparation section, and I felt like I answered these to the best of my ability. I was in a great mood... then the questioning started.

I’d never experienced this before, someone going through my research in such detail and asking probing but critical questions about my thesis. I tried to write these down as I went along, explaining what I did and didn’t know (which was the majority). This was okay, but it certainly left me a bit shaken. I lasted approximately three hours before I had to go for a toilet break. This was crucial. My examiners stayed in the room and obviously discussed how it was going. I returned refreshed and the rest of the viva lasted about 30 minutes. At this point, they both agreed they were happy, shook my hand and said: “Well done Dr Quinn, you have passed (pending corrections)”, and congratulated me for my rebuttal – which left me shocked as I had thought it had gone awfully!

When I think back, I must have been answering the questions well, and they wanted to push me because they were genuinely interested in my work. I just wish I had appreciated that more at the time.

I think from my experience, the one key bit of advice is: each viva is unique, it certainly goes better than you appreciate in the moment, but try and enjoy it as much as you can.

Just after my viva (phew!) in my UoM hoodie

Celebrating (or commiserating) after your PhD viva

You can’t predict how you’ll feel stepping out of that room. I instantly messaged my parents (to put them out of their misery) and my lab (who were getting a little bit worried about me).

After that, I walked back to my lab with my external supervisor to explain my viva result. It was very helpful to get some time to discuss my thesis in a more informal manner, and realise that my viva experience was very normal.

I’d say (like most other people I’ve spoken to), that the viva is definitely an anti-climax. You build it up so much in your head but at the end of the day, it’s just another exam – and I don’t think I’ve ever left one of those feeling elated.

I had planned to go out with friends and lab mates after the viva, which would have been needed whichever way it went. I had also organised a trip to South America for a week after my viva. I think the stress of planning the trip was a welcome distraction from viva preparation, and I’d recommend that everyone organises a break of some sort – even if you stay much closer to home.

Celebrating passing my PhD in South America, with an Alpaca

PhD viva advice from others

Sam Roome , Marketing Director at Hello Bio ( @hello_bio )

“When I was preparing for my viva, (and admittedly this was a very long time ago!), a few days before the big day, I realised that the statistical analyses I had used were not the most appropriate ones. Somehow, this had been missed during my thesis proofing process. I was completely devastated and – for a time – thought it was the end of the world. I envisaged all sorts of scenarios that all ended with me failing to get my PhD, and the knowledge that I was going in to my viva already aware of 'major' mistakes made me extremely anxious. But I was encouraged by my fellow PhD friends to speak to my supervisor, head of department, and other colleagues. They were all so supportive and reassuring – helping me to keep a calm head in my viva, and go in with a positive attitude, with my own suggestions for improvements. And they helped me to remember that I had done a lot of preparation and good work to get to this point. The result – I came out with a PhD (with corrections) and learnt to triple check my stats tests!”

Claire Durrant, Postdoctoral Researcher at the University of Cambridge ( @ClaireDurrant1 )

“I had some heart issues at the end of my PhD (thankfully now resolved!) and giving my examiners a heads up a few weeks in advance was unbelievably helpful. I was so much more relaxed knowing if anything happened, they were already aware and would know what it was! I’d strongly advise anyone if they have any requirements / health issues to be completely open with the examiners as they will be more than happy to accommodate you and it will stop you worrying about anything non-PhD related!”

In summary...

It’s your viva, and it’s an experience unique to you. Take my advice lightly, and consult other articles too. At the end of the day, no one will have an experience in their viva which will be exactly the same as yours, apart from the generic preparation techniques. Just try and enjoy this once in a lifetime experience!

My celebratory post-viva meal with my lab mates!

__________________________________

Dr James Quinn recently completed his PhD at the University of Manchester in the lab of Professor Nigel Hooper ( @hooperlabmanc ) studying post-translational modifications of tau in different types of dementia to further unravel disease mechanisms and identify biomarkers to improve diagnosis. James is about to undertake a postdoc in the Alzheimer’s Clinical Trial Research Unit in Harvard Medical School, Boston, under supervision of Dr. Becky Carlyle and Dr. Steven Arnold. During his postdoc, James will continue researching dementia, focusing on the development of new diagnostic tests and identifying novel therapeutic targets.

When he’s not in the lab, you’ll find James out and about doing public engagement, running, bouldering, brunching, travelling and seeing live music.

• Follow James on Twitter @TweetwithQuinn
• Connect with James on Linkedin: https://uk.linkedin.com/in/james-quinn
• Find James on ResearchGate: https://www.researchgate.net/profile/James_Quinn8
• Read James’ Review, Tau Proteolysis in the Pathogenesis of Tauopathies: Neurotoxic Fragments and Novel Biomarkers: https://www.ncbi.nlm.nih.gov/pubmed/29630551
• Find out more about James’ new lab: https://www.actru.org/meetourteam/
• Read James’ Hello Bio interview: https://hellobio.com/blog/interviews-with-scie...

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The Doctoral Viva: Defence or Celebration?

• First Online: 01 January 2023

Cite this chapter

• Fiona Charlton 10 &
• Peter Smith 10  

Part of the book series: Palgrave Studies in Education Research Methods ((PSERM))

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Doctoral students often approach the viva, or oral examination, with trepidation. The viva is often referred to as a “defence”, and that very word can strike fear in the minds of research students. This chapter examines doctoral student discourses around the subject of the viva. The methodological approach taken was a mixed method study of 19 Doctor of Philosophy students who had recently undertaken their viva. The student’s views prior to, and subsequent to, the viva were examined. In doing so, the authors shed light on the mysterious phenomenon of the viva, and they argue that students should approach their oral examinations in a positive and proud frame of mind, and that it should be a celebration of their work, rather than something to fear.

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Charlton, F., Smith, P. (2022). The Doctoral Viva: Defence or Celebration?. In: Mulligan, D.L., Ryan, N., Danaher, P.A. (eds) Deconstructing Doctoral Discourses. Palgrave Studies in Education Research Methods. Palgrave Macmillan, Cham. https://doi.org/10.1007/978-3-031-11016-0_18

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The dreaded doctoral defense

An oral defence, or Viva, is common in the UK, Europe, NZ. The viva is less common in Australia.  Most Australian students will do a final presentation before the PhD, but many universities are currently discussing how to introduce a defence as part of the examination process, so we can expect a defence of some sort to become more common.

In the USA, the viva is called a ‘doctoral defense and PhD students have the additional challenge of being examined by their supervision committee. The US system is so different I don’t tend to write specific posts to address the various challenges because I don’t have any first hand experience, so I’m always grateful when a US colleague offers to write one.

This post is by author, editor, writing coach, dissertation nurturer, and spiritual counselor, Noelle Sterne, Ph.D. (Columbia University). She has published over 400 academic, writing craft, and spiritual articles and stories and essays in print and online venues. She delivers workshops and presentations to university faculty and writers and assists doctoral candidates in completing their dissertations (finally). Her handbook addresses these students’ largely overlooked but extremely important nonacademic difficulties: Challenges in Writing Your Dissertation: Coping with the Emotional, Interpersonal, and Spiritual Struggles (Rowman & Littlefield Education, 2015). In Noelle’s first book, Trust Your Life: Forgive Yourself and Go After Your Dreams  (Unity Books, 2011), she helps readers release regrets, relabel their past, and reach lifelong yearnings. Website:  www.trustyourlifenow.com .

This post is adapted from: Challenges in Writing Your Dissertation: Coping With the Emotional, Interpersonal, and Spiritual Struggles , chapter 7 – “The Dreaded Doctoral Defense”.

Almost everyone who has a doctorate has a final defense story. They may be different but they all have two things in common: few are pretty and theyíre emblazoned on the new doctor’s mind forever.

A friend of mine was obviously pregnant at her defense. After she successfully passed, her chair (supervisor), staring at her bulk, informed her with a tone of incontrovertibility that her entire graduate education had been a ‘waste’. Outrageous and maddening, I know.

Happily, she proved the chair monumentally wrong. Later, with two kids, she became an award-winning professor at Brandeis.

My defense was a little less dramatic but no less discomfiting. During the two hours of grilling and false camaraderie, my right foot fell asleep. As I rose for the verdict, my leg collapsed and I almost fell over the table into a bald committee member’s lap. They all laughed, almost as embarrassed as I. I still blush reliving it.

A fellow student in my doctoral cohort, by far the most brilliant of us all, felt he did so poorly at his defense that he cancelled a long-planned prepaid vacation to Scandinavia with his fiance. I never heard whether he ever went on the trip got married. This was mea culpa at its worst.

What do these cautionary tales tell you? To see your defense rightly. A rite of passage, certainly, it is nevertheless an important event in your progress and professional development. You don’t want to fail or flub it. You also want to maintain dignity and engender the respect of your chair and committee members’ your future colleagues.

As a consultant and coach to dissertation writers, I have often noticed that most candidates are petrified of the defense and either overdo it or try to underplay it. They imagine the committee asking impossible questions, like a detailed explanation of their statistical involutions, or asking ridiculous questions, like their opinion of the university cafeteria food.

Many candidates either spend every possible moment cramming, and risk predefense burnout, or avoid preparation entirely. James started preparing before he had even completed his data collection. He kept asking me questions about the required procedures and sent me loads of articles on defense advice, confessing he kept losing sleep panicking about his defense. I gently told him, several times, that his preparation, although admirable, was premature.

At the other extreme, Viola, a very bright candidate, told me years later that, despite my admonitions, she had minimized her defense and barely squeaked by. She knew the material but her nervousness and lack of preparation got the best of her. She regrets to this day not following my advice.

Recognizing that both extremes are, well, extreme, I developed the following suggestions for a good final defense before, during, and after the event. First, though, for your greater perspective, especially in U.S. defenses, some words about your committee.

Your Committee

Doubtless all members have their own defense horror stories, and your defense may trigger echoes of theirs. Their egos are at stake in your meeting, and they probably want to show off to each other. They also may want to show off by asking you tough questions. And yes, they may be unpredictable, quirky, mercurial. But remember that they are also upholding the high research standards of the university and their part in it. Keep in mind too that they have worked hard to get where they are. Theyíre not your enemies and want you to succeed, for you and for them.

So now, for you to make the experience a pleasant one for everyone, some advice on preparation.

Way Before the Defense

It’s better to be overprepared than underprepared. You will thank yourself for it later. Remind yourself that you are the expert on your dissertation, especially every time your stomach sinks. Read the university manual on defense protocols. It should tell you the time allotted for your introductory presentation, if you need a PowerPoint presentation and the number of slides, and whether the defense will be open to the ‘public’ (usually friends, family, and a few stray predefense doctoral students). Attend several defenses before your own to familiarize yourself with the process. Observe how the candidates respond, and make notes on the positive behavior (poise and direct eye contact with the committee) and negative behavior (a lot of ìuhs,î ìahs,î and slouching). Youíll be combating your fear of the unknown. Ask your chair for advice. About a month before the defense, schedule a meeting and discuss the defense format and range of possible questions. Ask the chair to look at your PowerPoint beforehand (they often want to and will critique it) and ask too for (diplomatic) insights on the committee members. If trouble erupts, such as another member calling for your running your statistics completely again or insisting that you ‘need’ to survey 132 more dock workers, the chair is supposed to fight for you (diplomatically).

Especially if other candidates have had your chair, study their final PowerPoints. When youíre ready for your own, use these and any outlines in the doctoral manual. Creating the new slides from your dissertation will help you remember, review, and summarize everything.

Think of the worst questions you donít want to be asked. Write them all down.

Type out your answers. You can refine them later. Make sure your dissertation backs up your answers (for example, correct number of participants, statistical results, themes revealed).

Know your material! Some candidates mark a hard copy of their dissertation at the pages reflecting anticipated questions. If you do, you can turn to the pages quickly. Alternatively, use the PowerPoint’s space at the bottom of each slide for your notes and scripts.

Rehearse with a relative or friend (something you can involve them in, and theyíll be tickled to help).

A Little Before

If your university has a media specialist, schedule an appointment for your electronic needs for the PowerPoint and have a list ready.

Visit the room in which the defense is scheduled, preferably with the media specialist, and plan together where you’ll place your computer and other equipment.

Alone in the room, do a mock rehearsal. Stand at the podium and look out into the vast sea of faces eager for your wisdom. See the chair and committee members sitting there beaming at you.

A few days before, decide what you’ll wear (even if the defense is by teleconference). Choose clothes that look and feel professional and get them in shape.

The day before, pack your materials: computer, flashdrive backup, hard copy, handouts, pens, pencils, recorder/phone app if you choose, and anything else that anticipates any technical malfunctions and may seem like overkill but will make you breathe easier.

Don’t forget the deodorant.

The night before, go to the movies, binge watch your favorite TV show, or do something physical. No alcohol. Get a good night’s sleep.

Arrive early and meditate beforehand either in your car, on a bench outside, or even in the empty room.

Reflect on your previous successful presentation experiences’ from your job, a speech at a wedding, an impassioned piece of advice to a friend who took it.

Set up your materials.

Tell yourself you are confident and passionate about your topic and findings.

When they enter, SMILE.

Stand up, stand straight.

Greet each committee member, even if your knees are shaking.

Look ’em in the eye.

Remember that you are the expert. Take a few deep breaths.

When the committee starts asking questions, have a notepad and pen ready to take notes, and take your time responding.

If you don’t know an answer, don’t fudge. Instead say, “That’s a very good question. I’ll have to think more about it” or “I’ll do more research on that.” Remember you are still the humble student. The committee will admire your response.

At the end of the defense, smile, shake hands (admittedly clammy), and thank everyone profusely. Tell them you enjoyed the meeting (it is possible).

Expect some revisions. Just because it’s the ‘final’ defense doesnít mean the committee can’t change its collective mind and swoop down on niggling and not-so points.

Collect the committeeís hard copies with their notes, if this is the procedure. Or offer to pick them up or ask them to email you their marked-up copies or lists of revisions.

Study up on all the red-tape requirements and regulations for revised documents, all committee signatures, and final deposit of the dissertation. You don’t want to miss any deadlines.

Throughout: A Few Helpful Affirmations

• Every time panic hits, practice defensive affirmations:
• I am perfectly competent, confident, express, poised.
• I am in command of myself.
• I look forward to sharing what I know and have learned.
• My defense goes perfectly.
• The committee is for me.
• I trust my knowledge, good work, and good mind to come up with the right answers.
• I know everything I need to know, instantly.
• I now visualize the movie of my perfect defense. I see myself poised and self-assured, talking easily about any aspect of the work, adlibbing from the PowerPoint. I graciously accept all compliments about the brilliance of my presentation. I hear the chair’s magic words, “Congratulations! You have passed!”

* * * * * * When you practice the steps here, you will be one of the few new Doctors without a defense horror story. Your story will be a much happier one, and as you continue in your successful professional career, your defense will shine forever bejeweled in your memory. © 2017 Noelle Sterne

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Center for Applied Research and Innovation in Supply Chain – Africa

Defending your thesis at viva.

December 8, 2023

A thesis defense is a pivotal moment for doctoral candidates. It carries immense significance and is often associated with anxiety and subpar performance.

But doctoral candidates must learn how to navigate this critical stage. A successful thesis defense not only signifies academic achievement but also prepares students for the challenges of academia and beyond.

In an increasingly competitive academic landscape, the ability to effectively present and defend one’s work is a critical skill that can greatly impact a researcher’s career trajectory.

On Dec. 8, 2023, CARISCA Director Nathaniel Boso and research faculty member Dominic Essuman presented a webinar to help students prepare for their thesis defense. The focus was on guiding doctoral candidates in effectively preparing for and defending their research while also positioning themselves competitively within academia and beyond.

The event was part of the CARISCA Training Series, which aims to boost the research capacity of KNUST and other African scholars.

The training covered three primary topics:

• Designing an effective thesis presentation
• Delivering a quality thesis presentation
• Preparing for and managing the thesis Q&A session

Essuman, a former PhD student of Boso’s who is now a lecturer at the University of Sheffield in the U.K., kicked off the session. He introduced various presentation styles adaptable for communicating different facets of a PhD thesis. He provided practical tips applicable to each phase before, during and after the thesis presentation. 

Boso then employed examples to illustrate how participants could transform their research into a compelling narrative. He shared practical guidelines for achieving this goal and then guided participants through typical PhD viva questions, detailing approaches for addressing each question effectively.

Following are key takeaways from the training:

Ensuring effective communication

Choose and combine presentation styles to best communicate different aspects of the work and captivate your audience. For example, a “persuasive” style involving storytelling and reference to important cases and examples can help convince the examiners why your research matters.

On the other hand, “demonstrative” style will suffice while explaining your conceptual model and its underlying logic. Employ the “informative” style to show in-depth knowledge of your research.

Regardless of the style, your presentation should not involve too many details. Keep in mind that the examiners have already reviewed your written thesis.

Use slides to illustrate your major points, not to duplicate what you plan to say. The slides should contain minimal text. Consider using appropriate visuals such as images and short videos. Avoid reading the slide titles, and find a smooth way to transition between slides. 

Preparing for the presentation

Master your materials so you can demonstrate a deep understanding of your research. This will help you demonstrate that you have earned the right to hold a doctor of philosophy degree in your field.

If you know who your examiners are, be familiar with their research background. Understand their philosophical perspective, methodological approaches, and their research outputs that relate to your work.

Think about and prepare for potential questions, such as:

• In one sentence, what is your thesis about?
• Why did you choose theory X and not other theoretical lenses? 
• What’s original about your work? Where is the novelty?
• Why did you choose the research method you used?
• Can you summarize your key findings in one sentence?
• How does your thesis contribute to knowledge?
• What are the strongest/weakest parts of your work?

Be yourself. Don’t attempt to mimic someone else’s presentation style or to memorize your talk. You want to come across as natural and confident.

Rehearse, rehearse, rehearse! Be aware of your timing, tone and body language.

What to do during the presentation

Take your time. Don’t speak too fast or too slow. A moderate pace is best.

Use open, friendly body language, and use your hands to help illustrate your points. 

Engage your audience by making eye contact and incorporating stories and audiovisual elements into your presentation.

Speak clearly and confidently. Avoid filling pauses with “umm” and “err” or talking as if you are in a classroom setting. 

Handling the Q&A session after the presentation

Thank your audience and acknowledge their questions and feedback.

Always be respectful and considerate while answering questions. Don’t be defensive or confrontational in your responses. Maintain a positive and receptive attitude.

Don’t avoid questions. Attempt to answer them if you can. If you can’t answer a question during the presentation, be sure to follow up with a response afterward.

Use questions and feedback as an opportunity to learn and further develop your research.

Telling Your Story

The audience wants to hear a clear storyline, right from the beginning of the presentation to the end. So, take the audience on a journey to understand and appreciate the story behind your research. 

Imagine yourself as a novelist, telling children about an interesting scientific story. Avoid technical terms and jargon. 

Make the dependent variable in your research the beginning of your storyline. Get your audience to understand how the dependent variable is important. Then explain the problem with the way that variable has been studied before.

Afterward, take your audience on a journey from the problem point to a place where that problem is being addressed adequately by your research. What matters most is communicating the importance of your research, the importance of the problem and the contribution that you’re making. 

About the facilitators:

Nathaniel Boso has taken the lead in designing and teaching PhD courses, supervising more than 20 PhD students and examining numerous PhD theses both in Ghana and internationally.

He holds the O.R. Tambo Africa Research Chair of Entrepreneurship and Employability at Kwame Nkrumah University of Science and Technology, Ghana. He also is a professor of international marketing and strategy at KNUST and Extraordinary Professor at University of Pretoria’s Gordon Institute of Business Science in South Africa.

Boso’s research interests span international entrepreneurship, marketing and supply chain strategies. His work has appeared in such publications as Journal of Business Venturing, Journal of Product Innovation Management and Journal of World Business.

He sits on the editorial review board of International Marketing Review and Africa Journal of Management as an associate editor.

Dominic Essuman is a lecturer in sustainable management at the University of Sheffield, United Kingdom. His research interests revolve around supply chain strategy, resilience and sustainability.

He boasts extensive experience in training, mentoring and supervising PhD students. Essuman has collaborated with Boso to teach PhD students in Ghana and Kenya.

Additionally, he has successfully supervised five doctoral, five MPhil, and 42 MBA/MSc theses. This involves preparing the students for their thesis defense and actively participating in the defenses.

Essuman also possesses expertise in various aspects of research development, manuscript writing and the publication process. He has presented his work both locally and internationally.

His research has been published in top-tier academic journals, including the International Journal of Production Economics, Journal of International Business Studies and Journal of Business Logistics.

He is a graduate of KNUST with a PhD in logistics and supply chain management.

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Thesis Defense: Vivian Kitainda (Plant and Microbial Biosciences Program) – “Molecular Mechanisms Behind Methionine – Derived Glucosinolate Diversity in Brassica Plants”

Thesis lab: Joseph Jez (WashU Biology)

For inquiries contact Vivian at [email protected] .