Guidelines for Conduct of Ph.D Viva - Voce Examination through on-line mode

Doc No : GCPE Version No : 01 Date of Issue : 15.07.2020

In view of the pandemic and subsequent lockdown, students are facing challenging situations. This also provides us an opportunity to improvise, innovate and educate ourselves on how to deal with established protocols in a progressive way

UGC guidelines April 2020 allow the use of online video conferencing technology for Ph.D. viva voce examinations.

With the above directions from UGC, and also approval from Board of studies – research MAHER (vide meeting held on 15.7.20), guidelines for conducting online Ph.D. viva voce is as follows.

  1. The Vice-Chancellor shall permit the conduct of Ph.D. viva voce examination online on a specific request from the concerned research guide requesting an online viva voce.
  2. The conduct of Ph.D. viva voce examination through video conferencing shall be considered under unavoidable circumstances such as Government imposed lockdown or ban on public gathering for a prolonged period or sudden ill-health of the examiner, and if there are good reasons not to delay the viva. However, video conferencing shall not be viewed as a routine alternative to a face-to-face viva and can be allowed only on a case-to case basis
  3. The viva voce examination notification has to be given with the concurrence of COE at least one week prior to the date of Examination and displayed on the website.
  4. In on-line viva-voce examination, the candidate shall make full presentation of his or her research accomplishments in the form of ppt / file sharing option, furnish satisfactory clarification to the queries raised by the examiners and the audience as in the case of face-to-face viva-mode.
  5. Indian examiner and Expert member need to participate in the viva-voce examination either by physical presence or through online mode. However the scholar, guide and co guide must be present physically at the venue. Online meeting platforms such as Skype, Zoom, Google meets room, or any other similar platform with prior notification to the Research Director can be used. The Research Guide is responsible for ensuring that timely arrangements are made for the viva examination and that all stake holders are kept informed of any changes in arrangements and are familiar with the process.
  6. Ph.D. Public Viva-voce examinations by video conferencing will normally be conducted using the dedicated rooms at the University.
  7. The total number of participants shall be minimum of forty other than the viva –voce examination board members.
  8. The format of the minutes of the meeting should be e-mailed to the external examiner prior to holding the viva-voce. Upon completion of the viva-voce, the external examiner has to sign the already sent certificate format, scan it, and email to the supervisor, immediately without any delay. The supervisor shall put his signature upon receiving the signed (scanned) certificate from the external examiner.
  9. A mock viva voce shall be conducted prior to the viva and contingency plans have to be made in case of technical difficulties. In the event of any failure with the technology before or during the viva, or other concerns regarding the conduct of the viva by video conference, the Research director shall decide whether it is possible for the examination to continue or whether the viva should be re-scheduled.
  10. A post-viva report should be submitted to the Research director at the end of the examination, and should also comment on the technical performance of the facilities used. Screenshots of the attendance to be produced duly signed by the Guide. The proceedings of viva-voce examination need to be recorded and the same has to be submitted to the COE. All the members should sign in the same document.
  11. Having agreed to a viva-voce examination involving video conferencing the candidate will not be permitted to use this as grounds for appeal, unless the circumstances of technical failure or other unforeseen eventualities beyond the control of the examiners were deemed to have adversely affected the candidate’s performance.
  12. Video conferencing by using electronic mode shall be arranged, upon request by the concerned parties, by the technical team, MAHER. The fees if any fixed by the University, shall be paid by the research scholar on a case to case basis
  13. The claim form with account particulars of guide and Indian Examiner duly approved by the Supervisor also needs to be submitted to the COE along with other documents within 7 days of the Viva voce.