PGR Exam Committee Hub 2021 / 2022

Supervisors

  • Students start their intention to submit process on TAP.
  • You, the supervisor, receives this notification.
  • Approve / decline a student's intention to submit.
  • This automatically informs the Graduate School.
  • The Graduate School then sends the Nomination Form back to you via TAP.
  • Please fill out the internal and external examiners.
  • Click SAVE after you fill out each individual tab and then click submit after you've done them both.
  • Do it quickly as there is a 20min time limit and TAP does not autosave.
  • An automated email will go to the PG convenor and the PG Admin to add and approve the Exam Convenor.
  • An email will then be sent to the Graduate School notifying them to progress the thesis to the next stage of formally inviting the external examiner, this email is copied to the Supervisor, the PG Convener and the PG Administrator.

For more information on the TAP Thesis Process please read the following document:

Exam Conveners

TAP process imageExam Convenor Recommended Steps:

  • On TAP a supervisor nominates an internal and external examiner. An automated email then goes to the PGR Convenor.
  • PGR Convenor nominates you to be an exam convenor. The Graduate School is also notified.
  • Conduct a right to work check for UK based external examiners (see Right to Work Check Rules doc).
    • This can be done by yourself
    • Or a nominated administrator if they have had the training.
  • RTW / ID check form 
    • must be done before, or at the time, of the viva and dated as such. This is non-negotiable and comes from HR and UKVI.
    • UK citizens: need a colour passport copy (no driver’s license).
    • UK workers: on a visa or have pre-settled/settled status/right to remain, we need a colour copy of their passport and their Gov proof.
    • International examiners: who do not live and work in the UK, we need a colour passport copy or driver's licence.
  • Receiving the student's thesis - it will be sent to you, and the two examiners, via file transfer at the same time.
  • Organise the viva and if it should be on campus or via Zoom - a remote viva agreement form is not required.
  • Set the date after the thesis has been sent out, which should be after the external examiner has confirmed they will attend.
  • MSc(R) / MVM oral examinations - the exam committee reads the thesis and discusses between themselves if an oral examination should take place.
  • Notify the two examiners and the Graduate School of the viva date.
  • After the viva send back to the Graduate School these individual docs:
    • Relevant Convenor Report Form 
    • Internal Examiner Report - should receive this before the viva
    • External Examiner Report - should receive this before the viva
    • Right to work/ID check
    • External examiner fee form
  • Outcome of the Viva - The Graduate School sends the student an 'Outcome of Viva Letter' with the date for them to send you,
    and the examiner(s), back their corrections.
  • You sign off on the corrections and fill out the 'Approval of Corrections' section at the bottom of the Convenor Report Form.
  • All of the forms you need are found below in word or pdf format.
  • For more indepth information about your role and the thesis submission / viva process, please refer to p27 onwards of the
    PGR Code of Practice below.

IMPORTANT FORMS & INFORMATION

Joint Convenor Report Forms

PhD Convenor Report

MD Convenor Report

MVM Convenor Report

MScR Convenor Report

PhD Resubmission Report

MD Resubmission Report

MVM Resubmission Report

MScR Resubmission Report

Right to Work / ID Check Form Right to Work / ID Check Form Right to Work / ID Check Form Right to Work / ID Check Form

Internal Examiners

Internal Examiner Recommended Steps:

  • Invited by Exam Convenor to examine a final thesis.
  • Contacted by Exam Convenor to arrange date for viva (you may be given a remote viva form to sign).
  • Graduate School will send the viva via file transfer for review.
  • Complete the Internal Examiner Report form (not copying in supervisor) and send back to the Exam Convenor 1 week before the viva. Choose the appropriate form below.
  • Complete and sign the Joint Convenor Report which the Exam Convenor will give you and send back to the Exam Convenor.
  • Review any thesis corrections if prompted to do so by the Exam Convenor and email back.
  • For more detailed information read the Role of Examiners document below.

 

IMPORTANT INFORMATION:

Internal Examiner Report Forms 

PhD Internal Exam Report - pdf

PhD Internal Exam Report - doc

MD Internal Exam Report - pdf

MD Internal Exam Report - doc

MVM Internal Exam Report - pdf

MVM Internal Exam Report - doc

MScR Internal Exam Report - pdf

MScR Internal Exam Report - doc

PhD Internal Resubmission Report

MD Internal Resubmission Report

MVM Internal Resubmission Report

MScR Internal Resubmission Report

External Examiners

External Examiner Recommended Steps:

  • Expect an invite email from UofG and return response form to the Graduate School.
  • Will be contacted by Exam Convenor to arrange date for viva (complete remote viva form if necessary).
  • If you work in the UK (see Right to Work Check Rules doc) you will need to undergo a right to work check, where you must undergo a Zoom ID check and send a colour copy of your passport and Government Biometrics link or visa or letter of pre-settled-settled status, to the exam convenor. A driver's licence is not allowed.
  • If you work outside of the UK, international external examiners must undergo a Zoom ID check and send a colour copy of their passport or driver's licence, to the exam convenor.
  • Graduate School will send the thesis via file transfer for review.
  • Complete the External Examiner Report form (not copying in supervisor) and send back to the Exam Convenor 1 week before the viva. (choose below which one you require: PhD, MD, MVM, MScR)
  • Complete and sign the Joint Convenor Report which the Exam Convenor will give you and send back to the Exam Convenor.  
  • Submit fee payment form chosen from below to mvls-gradschool@glasgow.ac.uk on the date of the viva.
  • Review any thesis corrections if prompted to do so by the Exam Convenor and email back to the Exam Convenor.
  • For more information it's important you read the Role of Examiners below for more detailed instructions.

 

IMPORTANT INFORMATION

 

PhDMDMVMMSc(R)

PhD External Exam Report - pdf

PhD External Exam Report - doc

MD External Exam Report - pdf

MD External Exam Report - doc

MVM External Exam Report - pdf

MVM External Exam Report - doc

MScR External Exam Report - pdf

MScR External Exam Report - doc

PhD External Resubmission Report

MD External Resubmission Report

MVM External Resubmission Report

MScR External Resubmission Report

PhD Fee Forms - doc MD Fee Forms - doc MVM Fee Form - doc MScR Fee Form - doc

PGR Administrators

Please find forms, information and notes on the thesis process for PhD, MD, MVM and MScR. Specific forms for Exam convenors, Internal and External Examiners can be found in the relevant drop down boxes above.

Quick steps:

  • Students start their intention to submit process on TAP.
  • The supervisor, receives this notification.
  • They approve / decline a student's intention to submit.
  • This automatically informs the Graduate School.
  • The Graduate School then sends the Nomination Form to the supervisor via TAP.
  • Supervisor fills out the internal and external examiners.
  • They need to click SAVE after they fill out each individual tab and then click submit after they've done them both.
  • It needs done quickly as there is a 20min time limit and TAP does not autosave.
  • An automated email will go to the PG convenor and the PG Admin to add and approve the Exam Convenor.
  • An email is then sent to the Graduate School notifying them to progress the thesis to the next stage.
  • The Graduate School invites the external examiner, this email is copied to the Supervisor, the PG Convener and the PG Administrator.
  • The external examiner normally accepts and responds.
  • If the Graduate School receives the thesis early they send it out via file transfer to the exam convenor, internal examiner and external examiner. Otherwise they wait for the thesis to arrive on the submission date.
  • The two examiners will also need to fill out an internal and external report form after they have read the thesis and they must be sent back to the Graduate School 1 week before the viva.
  • The exam convenor, or nominated person, has to do a right to work/ID check for external examiners. (see below on how to do a right to work/ID check).
  • The exam convenor arranges the viva. The Graduate School does not.
  • It's recommended that the viva date should be set after the thesis has been sent out to the exam committee.
  • After the viva the exam convenor sends back the Exam Convenor form and the right to work/ID check (and the internal/external pre-viva report forms if they have not been sent back before the viva)
  • The Graduate School sends out an Outcome of Viva letter to the student containing the submission date of their final corrected thesis.
  • The Graduate School takes receipt of the final corrected thesis and a thesis access form and provides an award letter.
  • The external examiner should send their fee form back to the Graduate School for processing.

If anything is missing that you need, or forms/info you have and want to share, please get in touch with the Graduate School or see the Important Forms and Information Docs tab below.

 

Thesis Re-submission

Quick steps:

  • Immediately after the viva, the Exam Convenor confers with the Internal and External Examiners regarding the decision to have the student re-submit their thesis.
  • The Exam Convenor informs the Graduate School of the decision along with the Joint Convenor Report, Internal and External Exam Reports.
  • The Graduate School updates TAP and sends the student an Outcome of Viva letter with regards to their resubmission dates.
  • Shortly before the resubmitted thesis is due to come in, the Graduate School contacts the PG Convener and send them a list of the original examination committee members to ask if there are any changes to be made to it.
  • If there are no changes and the thesis arrives by its due date (as shown on the outcome of viva letter), it will then be sent out for examination to the Exam Committee with corresponding paperwork, eg, Thesis Re-submission Form, Internal Examiner Report, External Examiner Report.
  • On the resubmission report forms the choices for the examiners are reduced, eg, no option to resubmit again.
  • The Exam Convenor will organise another viva unless the Exam Committee specifically says another viva is not required.
  • However, if the student is in danger of being ‘failed’, then a viva must be held regardless of what the examiners say as a student has the right to defend their thesis.
  • The final outcome and corresponding reports must be emailed back to the Graduate School.

 

PhDMDMVMMSc (R)

PhD Resubmission form - pdf

PhD Resubmission Report

coming soon coming soon MScR Resubmission Form - pdf