It is the responsibility of the internal examiner to make all arrangements for the viva. This includes: arranging the viva date with their co-examiner; booking a University or College room for the viva, if it is to be held in person; gaining the relevant permissions should the viva be held remotely; informing the student of these arrangements; advertising the viva in the Gazette; and confirming the date to the Submissions and Research Degrees Team.
A viva examination may be held remotely where an examiner or candidate is based outside of the UK, and would be travelling to the UK specifically for the purpose of attending the viva. Permission to do so must be sought from the relevant Board (usually via the Director of Graduate Studies), and more information can be found in Annexes D and E of the Policy and Guidance on Research Degrees.
The internal examiners are sent a GSO.9 form (viva notice form), minor corrections notice, and a report form with the thesis download link. Depending on the stage of the exam, both examiners are also sent a GSO.10 form (claim form). Duplicate copies of these forms can be requested from the Submissions and Research Degrees Team, and under no circumstances should forms issued for another student be used or modified.
Report forms should be returned to the relevant Graduate Studies Assistant (GSA), for whom contact details are given on the last page of the document.
Once the relevant Board has ratified the result, the GSA will notify the Submissions and Research Degrees Team of the outcome, who will in turn formally notify the candidate and log the result on the Student System.