My Ph.D. Viva Voce (Exam)

Introduction

The Viva Voce (Exam)

My viva started at 9.00 am on Wednesday 3^rd March 2004 and finished at 1.20 pm. Lunch was brought in straight after and I left exactly 22 minutes later at 1.42 pm.   Exact timings show how stressed I was and the variations in tension throughout the viva had to be experienced to be believed.   I knew who my external examiner was 4 months before I submitted (though the hint was there a good year beforehand) and 7 months before the actual viva.   She was a leader in the field and knew my primary supervisor well.

It was a matter of getting the thesis written up and submitted, as expected a fraught process. My primary supervisor was not going to let me submit until he was 99% sure I would pass with at worst minor corrections.   My second supervisor made a comment along these lines when discussing Ph.D. students in general in a research group meeting.   That’s a sign of a good supervisor, one who actually engages with the student and takes an interest in their work.

The whole writing up process took a total of 18 months whilst I was also trying to carry out post-doc duties.   Draft written then rejected, draft written then rejected, draft written then rejected, finally draft accepted with just a few bits of red pen to correct – then onto the next chapter!!!   All Ph.D. candidates know the draft submit-reject routine and looking back, this was an essential part of the process in order to ensure the information presented within was as clear and succinct as possible.   As commented above, my primary supervisor was not going to let me submit until he was 99% sure the worst I was going to face was minor corrections.

There was the possibility of primary and secondary supervisors swapping roles as my primary supervisor was due to retire (this swap didn't happen).   But finally, eight days before Christmas 2003 I submitted.   

When I got home after submission, my mum's first actions were to grab my books and say "You get to look at these after Boxing Day, it's Christmas!!!"   The enforced breather in retrospect was a good call on her part as I was seriously tensed up.   My mates got a break from the constant moaning about it for the next few days too.

Anyway, it's the day after Boxing Day and I got started again.   Just before I went home for Christmas, I’d been given a list of subjects by my primary supervisor (including experimental techniques and anything I might be expected to know) to revise in addition to the thesis material itself.   It was quite a thorough list, however, the peripheral areas I was expected to know were quite logical given the core subject area of my thesis.   He also asked me to prepare a ten minute presentation to outline my thesis and the key points, just in case this is requested by either the internal or external examiner.

My supervisor also requested a log of errors I found in the thesis, which I would amend viva to minimise corrections afterwards (i.e. errors that had already been noted if asked about them).  

I was still stressed, but with the write up out the way, I prepared as thoroughly as I could for the viva.   I even took the odd day off to recharge my batteries, however, my mindset was one of wanting it out of the way quickly.   But lo and behold, a knock-back, no viva date.   What had happened?   It appears my primary supervisor had requested a delay to allow him to concentrate on a major seminar being hosted by my University.   I understood and respected this, however, it didn’t help my stress levels.

But finally a date was set and Wednesday March 3^rd 2004 quickly came around, with a start time 9.00 am. Okay, I'm going to miss a Sunderland home game on the Tuesday night for last minute swatting (revising).   Err, no I'm not as I find out the game has been switched to the Wednesday the evening immediately following my viva.   So my plan is to attend the viva then head for the match regardless of the outcome.

I arrive suited (ugh!!! – dress for viva voce is always business attire), with back pack containing notes, list of corrections, initial submission version of my thesis and tucked in the very bottom, top, jeans, trainers, Sunderland season ticket and Sunderland top.   I leave my match gear with my primary supervisor's secretary (also a friend of mine) and take my PhD material along to the viva room.   My primary supervisor and the internal and external examiners are all waiting, despite me being exactly on time.   This is another point, if you’re late then the examiners will obviously be irritated by this, however, being too early means you’re standing around waiting allowing your mind to race before you even enter the examination room.  

The registrar made a few comments about procedure should there be more than minor corrections and disappeared.   This is where the stress levels are really rising and I am like a wound up spring!!!

So we sit down and start.

“Is a presentation needed as I have a brief one prepared?” I ask.

“No, we’ve got a grasp of what your thesis is about.” is the reply.   There’s a big sigh of relief on my part.

I then reach for the list of corrections, however, my primary supervisor frantically signals for me to lose them so I do.   So off we go.

After 20 minutes, the nature of the questioning makes it clear there doesn’t appear to be any major issues.   That said, I’m still tense though I start to settle down.   As the via proceeds, minor movements in the room of half register, my supervisor stooping, the apparent silence of my external who seems only to nod his head and agree with my external at best, my external examiner crossing her legs, my supervisor fiddling with his glasses, a rustle of paper here and there as various aspects of the thesis are discussed. I guess you become hypersensitive to movements and other things when tense, however, it only sub-consciously registers as you're so absolutely focussed on the job in hand until after it's finished.  

It’s clear this is evolving into a discussion rather than an exam and I find myself thinking “Do nothing stupid and you might just get through this!!!”

Then bang, 2 hours in, the external examiner hits me with a question on my opinion of a key piece of literature and I think “Oh hec, now the exam begins!!!”.   My supervisor moves in to counter (aren’t supervisors not supposed to intervene?) and kill the question dead with a bit of general discussion of his own, however, amazingly I navigate the discussion back to the question. Have I just committed suicide?

Nope, I was better prepared than I thought and I expressed my opinion (I’ve since commented in papers about this literature), however, my supervisor and examiners wanted to move on.   So I think leave this be, I’ve just got away with what could have been a tactical error and I am still a bit (make that very) stressed.   The tension levels experienced in viva will lead to the odd mistake, however, if candidate and examiners do their jobs properly you’ll have the chance to recover and the odd slip of the tongue shouldn’t be held against you.

The discussions go on for another 2 hours and 20 minutes, the length of the exam clearly due to the external’s interest in the subject.   Finally, at 1.15 pm, a halt is called.   I’m asked to leave the room and before the door is closed I hear the external examiner saying “A lot of data.”

This suggests to me that I’m going to be asked to reduce the thesis in size, reproof it and resubmit in six months.   Despite my primary supervisor’s efforts on ensuring minimum likelihood of anything other than minor corrections, I privately expected a worse outcome and this eventuality I’m ready for.

The door is closed and the registrar appears to keep me company. We exchange a few words and then he is called in.

Then the door opens and I’m asked back in. It’s 1.20 pm.   A comment is made to fetch lunch into the room. “Congratulation Dr. Inman, would you like to take a seat!!!”

Streuth, I’ve done it!!!

“We would like a few amendments, so how long do you think it will take to do them.” I think “Oh no” and say “Three months?” Another tactical error?

Smiles all round, I am still stressed!!! “These are the corrections we would like you to make.”   I’m given one month to do them and I’m thinking “Is it doable?”   Three typographical errors are listed, one a repeat error but still only 20 minutes work as it's a 'Find and Replace' operation.   Whey hey, I’m through!!!   “Oh” said the external examiner “I’ll be hoping for lots of papers from your data.”

“Okay” I said.

I have since honoured that promise and ten papers have resulted from the work.   That in itself has been hard work.   The temptation may be to let it gather dust and I know of people who’ve chosen not to publish to protect their intellectual copyright, however, what is the point of doing all this work and no-one ever seeing it?

I stayed for lunch when asked simply because I’m too stressed to think straight, but after hardly touching the food finally leave at 1.42 pm.   I’m still shaking, but I’m slowly recovering my thoughts.

Anyway, back to supervisor’s secretary and she’s first to know and congratulate me.   I’ve now one thing on my mind, I’ve got to get to Sunderland for the match by 7 pm for a 7.45 pm kick-off.   I’m into the loo, out of suit and into normal gear and Sunderland strip within three minutes. I return to the main office to tell a few other people to find my primary supervisor and the external examiner heading into his office. “That was quick, what’s with the clothes?”

“I’ve got to get my priorities right, I’ve a football match to go to.”

My primary supervisor says “He’s a Sunderland supporter.”

“Oh!!!” she says.   Is it she’s not as immune to football as many women or is it thoughts of this being typical male behaviour?

So off I go, covering Sunderland strip up (I am in the middle of Newcastle).   I join up with my mum (also a supporter), we get something to eat (a few hours calm down) and we go to the match.   She asks how things went and I respond “I passed, now can we get to the footy? Besides I rang you earlier”

(Truthfully, I couldn't remember if I had.   As it happens, I had remembered, phew!!!)

I need not have bothered going. Sunderland were the better team, but thanks to a certain referee from Leeds (my second ‘hate’ team after Newcastle) we were down to ten men and had to settle for a 3 – 3 draw against Preston North End (we were Championship back then).   It says something about my passions when I say I felt at the time that match completely spoilt my day.   The football phone in on local radio the following day was subjected to a huge moan about the game.

I had the corrections done by the end of the following day.   Printing out is a different matter (as was the case with the pre-viva submission) and that takes another couple of days.   The internal examiner verified the corrections and the same day (now three days after the viva) I’m able to take the thesis up to the bindery at the neighbouring University.   I paid extra to get the binding of the hard copies done as quickly as possible and seven days after the viva, the hard copies submitted and paperwork signed off.   It was finally all over!!!

One serious remark is having the football to go to after was actually a big help as I had something else to think (or worry) about.   Post-viva, that seriously reduced the tension.

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Additional Advice

The one thing above all else I believe is going to get you through the whole Ph.D. process is the correct level of support and guidance, from supervisors on the professional side and friends (including my predecessor on the project) and family for moral support and at times someone to listen to your moans.   I felt I had that throughout and that gave clear structure to the work.   That said, a PhD is about the candidate and their ability to undertake and report on a major research project.   It is up to the candidate to put the work and hours in to make it a success.   Whilst it is reasonable to expect outline guidance and appropriate training where necessary in order for the candidate to undertake their research, they should not expect their hand to be held for them.

Also, keep your work structured throughout (right from overall structure right down to sample labelling), make sure your thesis uses clear, succinct language and is not too long or short and is also clearly structured, prepare well for viva covering material in your thesis, reasons for approach, any experimental or statistical techniques used and peripheral material outside your thesis you’re expected to know.   For the viva, do a ten minute presentation to introduce your work in case you are asked for it.   In viva, be clear in discussion and explanation when defending your thesis.   Don’t necessarily agree with everything the examiners say and if you do disagree explain to them politely and clearly why.   The information being discussed may be new to them also and there may well be different points of view over a new idea.

A Ph.D. is a tough experience to survive, however, the feeling of self-worth and achievement if successful is something else entirely.   However, modesty is also important and once it’s all over, the whole world doesn’t want or need to hear about it.   You have these extra letters before your name, however, be circumspect about when you use them.   My advice is to keep them for professional use only.

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Many regards and all the best,

Ian, alias 'Mackem_Beefy' (Ian A. Inman)