Thesis & Viva Examination Workshop

Dr Jo Edmondston
JAN / 2023 Graduate Research School
Acknowledgement
of country

The University of Western Australia acknowledges that its campus is

situated on Noongar land, and that Noongar people remain the
spiritual and cultural custodians of their land, and continue to
practise their values, languages, beliefs and knowledge.

Artist: Dr Richard Barry Walley OAM

Preparing for Thesis Examination (10 – 11.45am)

1. Defining your thesis

2. UWA thesis format rules & guidelines

3. Thesis components

4. Thesis examination & examiner’s expectations

Preparing for Viva Voce Examination (12 – 1pm)

1. Rules, processes and assessment criteria for viva

2. Preparing academically for the viva

3. Preparing emotionally for the viva

Workshop booklet resources
P4-6
P7
P15
P18
https://lms.uwa.edu.au/ultra/organizations/_55564
_1/cl/outline

Graduate Research School

LMS Organisation
Thesis Format Guidelines
General thesis formatting advice:
http://www.postgraduate.uwa.edu.au/students/thesis/style
Thesis components

Front pages – title page, declarations,

abstract, contents,
acknowledgements, authorship
declarations

Main text – aims, lit review, structural

overview of thesis, methodology,
methods, results, discussion

Back pages – references, appendices

Front Page Proforma Title page (with UWA logo)
Declarations
Acknowledgements
Authorship declaration
NEW! Thesis as a Series of Papers
Guidelines

https://www.postgraduate.uwa.edu.au/students/
thesis/series
Practical considerations when
formatting a Thesis as a Series of Papers

https://web.microsoftstream.
com/video/4a140b26-f2fb-
43a0-b34d-466ba311877b
What stage of your studies are you at? Early, mid, late?

How much of your thesis have you written?

What discipline are you writing for?

Do you intend to format your thesis as a series of papers?

Will you have a viva voce? (All students enrolled after 2018)
1. Articulating your Thesis (p7)

Your thesis forms the central organising principle

for your writing and drives thesis coherence – your
‘argument’ needs to be clear to your examiner.

Easy for ‘internal consistency’ to be lost in a long

document generated over a long period of time.

In my thesis, I argue that

…………………………………………………………………………..……………………………………………
……………………………..…………………………………………………………………………..……………
https://www.phrasebank.manchester.ac.uk/introducing-work/
2. Thesis Format (p8)

Only a small number of course rules regarding formatting of thesis – freedom to

enable you to format your thesis according to your discipline and your project

https://www.postgraduate.uwa.edu. https://handbooks.uwa.edu.au/rules
au/students #id-69908
Thesis Format
Selected course rules - Content and format of a thesis

• Must be in English unless approved otherwise

• Must include a summary of ~250 words (guidelines - abstract 400-700 words)
Thesis abstracts

1. Potential examiner (extended abstract)

2. Thesis abstract (400-700 words)

3. AHEGS statement abstract (100 words)

Thesis Format
Selected course rules - Content and format of a thesis

• Must be in English unless approved otherwise

• Must include a summary of ~250 words (abstract 400-700 words)
• Normally must not exceed 100,000 words (PhD) or 50,000 words (MPhil)
 Albert Einstein (1905)

A New Determination of
Molecular Dimensions

17 pages

https://www.research-
collection.ethz.ch/bitstream/handle
/20.500.11850/139872/eth-30378-
01.pdf
 Bruce Williams (1975)

Archaeology and Historical Problems of

the Second Intermediate Period

2143 pages
(incl 598 figures, 95 tables,11 maps)

https://oi.uchicago.edu/research/research-archives-
library/dissertations/archaeology-and-historical-problems-second
https://www.nature.com/articles/535026a

Proquest data, 2016

Length thesis in sciences
~170-200 pages
Thesis Format
Selected course rules - Content and format of a thesis

• Must be in English unless approved otherwise

• Must include a summary of ~250 words (abstract 400-700 words)
• Normally must not exceed 100,000 words (PhD) or 50,000 words (MPhil)

• May be structured in any way, including, but not limited to:

a monograph (traditional thesis format)
a series of papers (or other research publication)
a combination of published and unpublished work
Selected course rules - Content and format of a thesis

• Work that has been published may be presented in the format in which it was published or with the
formatting adjusted for consistency with the rest of the typescript.
Selected course rules - Content and format of a thesis

• Work that has been published may be presented in the format in which it was published or with the
formatting adjusted for consistency with the rest of the typescript.

• If including jointly authored work, the work done by the student must be clearly indicated and
certified as such by the co-authors; and the co-authors must certify that they agree to the inclusion
in the thesis of work of which they are joint authors. [Authorship declaration]
[Proposed new rules – student must be the main contributor of a paper for it to be included in
their thesis. If students co-author a paper, the paper can only be included in the thesis of the main
contributor.]

• If a series of papers is presented, there must be a full explanatory introduction and a review article
[general discussion] at the end to link the separate papers and to place them in the context of the
established body of knowledge.
Formatting questions to consider
• How many chapters will you have?
• How long will your introduction chapter be?
• Will you have a separate literature review chapter? Will your literature review be
incorporated into the introduction?
• Will you have a separate methods chapter?
• How long will your discussion chapter(s) be? What will this chapter(s) be called?
• How long will your thesis be?
• Will you have a single consolidated reference list or reference lists at the end of
each thesis chapter?
• Will you include any appendices?
Formatting questions to consider

Will you include any manuscripts or published papers in your thesis?

Will you include all of your published papers?
Will you indicate the publication status of your manuscripts?
Will you have one paper per chapter?
Will your papers be sole-authored or co-authored?
Will you include your publications as they appear in the journal?
Will you add or delete any text from your papers?
Will you include a preface to the papers, or linking text?
Will you include chapters that will not be published?
Find UWA Theses and Other Theses
https://www.uwa.edu.au
/library/find-
resources/theses
General Advice

• Consult with your supervisors

• Examine other theses in your discipline at
UWA, other universities
• Read a concise style guide for your discipline
(or instructions to authors in discipline-
relevant, high quality journals)
• Make note of your own formatting choices to
ensure consistency throughout thesis – create
a style sheet
3. Thesis components (p10)

Front pages – title page, declarations,

abstract, contents,
acknowledgements, authorship
declarations

Main text – aims, lit review, structural

overview of thesis, methodology,
methods, results, discussion

Back pages – references, appendices

4. Thesis Examination (p16)

In Australia, higher research degrees usually awarded on basis of examination of

written thesis – examiners should be independent of the student, supervisors,
university and other examiners.

At UWA, examiners provide a quantitative assessment (ranking 1-6 for 6 criteria),

a qualitative assessment (~1-2 pages written report), and recommendation for
classification. The UWA GRS Board classifies the thesis.

UWA has also introduced an oral component to examination – viva voce – for
students who commence from JAN 2018 onwards.
https://www.postgraduate.uwa.
edu.au/staff/examiners
Research into Examiner’s Expectations
Mullins & Kiley. 2002. It’s a PhD, not a Nobel Prize’:
how experienced examiners assess research theses.
Studies in Higher Education Volume 27, No. 4, 2002.
https://www.tandfonline.com/doi/abs/10.1080/03075
07022000011507

Golding et al. 2014. What examiners do: what thesis

students should know. Assessment & Evaluation in
Higher Education, 39(5):563-576.
https://www.tandfonline.com/doi/abs/10.1080/02602
938.2013.859230
Examiner’s Expectations
In addition to high quality research, examiner’s are looking for
• Indication you understand past research underlying your project
• Clearly articulated and reasoned description of your research choices
• Expression of the collective importance of your research
• Well written thesis (coherence, structure, attention to detail)

Consider also how examiner’s examine. They typically

• Expect to pass a thesis
• Take 2-3 weeks to read a thesis
• Read the front & back of the thesis first
• See typographical errors & inconsistencies as lack of attention to detail
Questions?
 UWA Viva Voce Examination

Dr Jo Edmondston
JAN / 2023 Graduate Research School
Preparing for Viva Voce Examination (12 – 1pm)

1. Rules, processes and assessment criteria for viva

2. Preparing academically for the viva
3. Preparing emotionally for the viva
GRS Resources in LMS
https://lms.uwa.edu.au/
Search for ‘Graduate Research
School’ and self enrol https://web.microsoftstream.c
om/video/9a6cde32-6191-
4bf9-86fa-b3e6b86692bb

https://web.microsoftstream.co
m/video/b33ebb20-2286-4f3d-
bff2-92fb08d0b1cd

Resources p4-5, p17-18 https://web.microsoftstream.com

/video/a9f84770-0d0c-4d59-
9cd7-2b4451ab8347
GRS Webpages

https://www.postgraduate.uwa.edu.au/
students/oral-examination
STUDYSmarter
STUDYSmarter offer a range of online
support, workshops and drop-in
sessions and a number of their
workshops focus on presentation skills.
https://www.uwa.edu.au/students/stu
dy-success/studysmarter
LinkedIN Learning
Short, free, searchable online
courses (with certificates of
completion)

https://www.uwa.edu.au/education/educational-
enhancement-unit/strategic-projects/linkedin-
learning-at-uwa
Discuss your viva concerns
1. Rules, processes and assessment criteria for viva (p6P

Why does UWA have a viva?

• Test understanding and confirm the thesis is the work of the student. Defence
of your choice of study & methods and your findings & conclusions.
• Clarify concerns. Allow examiners to ask questions.
• Facilitate networking. Meeting between students and examiners.
https://www.postgraduate.uwa.edu.au/_
_data/assets/pdf_file/0014/23333/PhD-
ERF_NOV2020.pdf
Pre-viva

1. Two examiners are nominated to examine your written thesis

2. Examiners mark your thesis and reports are sent to the GRS Board

3. GRS Board considers the reports and approves viva (if reports favourable)

4. Supervisors are provided with a copy of examiner reports for discussion with
you in preparation for your viva
The viva
5. Viva video conference time confirmed (usually by Zoom). The viva will be
arranged by the GRS and will involve your examiners, you, and a UWA Chair.
The chair attends to ensure that the viva is conducted rigorously, respectfully, and
fairly (follows policy & process)

6. Chair introduces you to the examiners, and provides brief overview of viva
(process, intent, outcomes). You can ask questions about the viva at this time

7. You provide a thesis overview (~10min). No PowerPoint slides but you can refer
to notes and your thesis

8. Your examiners ask you questions.

Advice for UWA Examiners
“Examiners may ask questions tangential to the work carried out in the thesis but the ability or
inability of the candidate to answer such questions should not influence the outcome.”
https://www.postgraduate.uwa.edu.au/__data/assets/pdf_file/0005/3369272/VivaExtExaminers_SEP2019.pdf
Post-viva

8. After the viva, you wait in a breakout room while the examiners confer

9. If your examiners recommend your thesis pass without corrections, pass with
minor typographical corrections or pass with revisions, you will be told you have
passed (subject to BGRS classification)

10. If your examiners recommend an adverse result (resubmit for further

examination, awarded a Masters, or failed) the outcome will be considered by the
GRS Board before classification
The long and winding path to GRS notification of
Graduation
graduation……….. course completion
(week 21)

Submission of final
Thesis corrections version of thesis
1 month (week 20)
GRS notifies you of
(week 16-20)
classification
(week 15)

GRS Board classifies

thesis Viva
(week 12-14) 1-2h Supervisors sent
(week 12) examiner reports
GRS Board approves
(week 10-12)
viva
(week 8-10)

Thesis reports
Thesis sent for received
examination (week 7)
Submit thesis (week 1)
Submit nomination of (week 0)
examiners form
(-3 weeks)
2. Preparing academically for the viva (8)

Take a short, post-submission break

Mark up important sections in your thesis (& note minor corrections)
Plan your viva preparation
• Draft viva introduction
• Review literature for recent developments
• Read examiners’ most recent journal articles – prepare questions?
• Work through your examiner reports with your supervisors
• Prepare answers to common viva questions
• Prepare for difficult questions
• Stage a ‘mock’ viva voce with your supervisors / other academics
Difficult Questions
• Take your time to consider each question
• Practice some key phrases to say that give you time to think
• Practice answering the questions you dread
• Ask for clarification if you don’t understand the question /
have forgotten the question(s) / don’t think there was a
question
Viva environment

Ensure internet connection is fast and stable

Ensure no interruptions or distractions

Don’t have an appropriate environment?

Contact the GRS Examinations Team

Create a ‘happy place’

Consider your first impressions (dress, zoom background)
3. Preparing emotionally for your viva (p14)
Which of the following images best describes your emotional response to the viva?
Remind yourself:
You are an expert in your research area.
You know your thesis better than anyone.
You know how to talk about your research.
You have prepared for the viva.
You know everything you need to know to pass.
Your examiners expect you to succeed.
If you become panicked
• breathe
• take a drink of water
• refer to your thesis

Practice your panic strategy

Make sure you celebrate……………… but don’t delay submission of
corrected version
Questions or comments?