Director of the Doctoral College’s Blog

Thoughts and insight from Dr Benjamin Halligan

"One Year and One Hundred Online Viva Voces at the University of Wolverhampton"

30/04/2021  -  10.06

Dr Ben Halligan, Head of the Doctoral College

One Year and One Hundred Online Viva Voces at the University of Wolverhampton

 

The last in-person PhD Viva Voce held at the University of Wolverhampton was on 16 March, 2020. That Viva was chaired by myself. 12 months (and a few weeks) on, we have run one hundred online Viva Voces.

It’s been extremely important to the Doctoral College, during the Covid-19 lockdowns, that we hit all targets in terms of Viva arrangements, and could therefore progress our doctoral researchers as they hoped, and as we had intended, prior to lockdown. I’m happy to say that we have done all this – with the essential support of academic colleagues, and colleagues in our STAR office. And, of course, with the redoubtable energy and focus of our doctoral researchers – who were extremely able in making this transition too. For us, this has been a matter of minimizing disruption and, mindful of research student well-being during this trying period, minimizing stress.

So I wanted to reflect a bit on the experience of online Viva Voces. I hope my sharing of these reflections might be useful to those who may have an online Viva Voce coming-up – here with us, or at other universities around the world.

The first thing I found was that communication became a bit more formal. Part of this is accommodating technology: there can be, albeit rarely, muffled sound, image lag or freeze, or audio drop-outs. This makes free conversation more difficult as technology can hinder the flow somewhat. So those involved tend to “take the floor” for a minute or two: asking a question at length, or responding at length. And then sometimes noting when they have completed this. Interjections, or interruptions, are now rarer. I think much of this is to be welcomed: each party needs to allow others space to talk, and sometimes that can be lost, mid-conversation, during an in-person Viva Voce. My tip here is to bookend responses: “You’re asking me about X – let me reply to that”, “So that’s my reply, but I’m happy to talk further if you like” or “Does that answer your question, Professor?” or even “And that concludes my reply to that question.”

In-person conversation itself tends to find a level with all parties at ease. With this online formality, there is a sense that the Viva Voce can be closer to an interview, in this more structured back-and-forth. This is my second observation. One result is that the experience of the Viva Voce does seem a bit more intense, as sometimes the candidate can feel that the spotlight is constantly on them. I’d suggest more breaks are important here – perhaps at least five minutes per hour, or a bit longer if need be. Taking a breather, and being away from the screen and camera, will lessen that intensity, and give you a moment to recharge yourself, to stretch, or to get some refreshment. A Viva isn’t a race of course, and you need only ask the Chair to call a break and they will. We are careful to schedule Viva Voces with sufficient time for just this reason.

Thirdly: the technology. We ensure we agree a back-up online platform with all parties, if the primary platform isn’t performing to a high enough standard. I can report that we have not had any issues, other than, rarely, a few very temporary blips, resolved in a couple of minutes – something that can be expected when the Viva Voce might include two examiners, the candidate, the chair, possibly the supervisor, a pre-Viva check-in from our colleagues in the STAR office, and all in different locations. At the same time, one of these parties may not be entirely familiar with the primary online platform to be used. So my advice here is, if you’re not sure, to ask the chair to arrange a quick technical check the day before – just to ensure that the connection is working, and that you’re aware of the functionality of the platform, so as to alleviate any stress or delay on the day itself.

My next point is about the room set-up. When I chair, I often rearrange the room – ensuring that the candidate is in front of both examiners (and not one on either side), that as the Chair I am out of the direct sightline of the candidate, that the supervisor is looking on at the discussion rather than is positioned in the middle of it, that the table space is sufficient, that there is ventilation or air conditioning, good lighting, and refreshment, and ensuring there is a “Do Not Disturb: Examination in Process” notice on the door. Please do something akin to this too. Notepad, refreshment, good chair, and try to minimalize ambient noise. Even do your own notice for your door as well! And shut down email and any notifications that might ping up (including on your phone). The Viva Voce may last a couple of hours, so what else will you need to have to hand, in the room itself?

My final point might be the most important one. Prior to lockdown there was a social element to a Viva Voce. A supervisor may be on hand for the candidate (even if not invited to the Viva Voce itself), and so will be there for any post-Viva discussion. And, beyond that, friends and family, and fellow doctoral students, might be ready for further discussion – and, we hope, celebration! So there is a bit of a support network, and familiar faces, ready and waiting. My concern is for the candidate after the Viva Voce who may have found the experience challenging or difficult, or the outcome disappointing, and who hasn’t pre-arranged such a network – and so is left on their own once the Viva is concluded and the computer turned off. It’s a very human response to need to talk things through, especially for such an important event. So please do make those crucial arrangements for post-Viva discussion.

Your Viva Voce is a big day – one you’ll remember for the rest of your life. That we all (university and doctoral researchers) have been able to press ahead with our Vivas through lockdown, utilising the online tools available to us, and now chalked up 100 Viva Voces in this manner, really is a testament to all involved, and to our collective abilities to rise to the challenges that have been thrown at us.

 

Dr Benjamin Halligan

21 April 2021