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PROTOCOLO-DEFENSA-TESIS

Protocol for Thesis Vivas

The Chairperson or Secretary of the viva Panel should send notification of the date of the viva using the normal form (number 22) to doctorado@ehu.eus, including the link to the videoconference if the viva is to be held in this format.

Vivas can currently be held face-to-face, semi face-to-face or by videoconference.

If the viva is held face-to-face, then the usual procedure will be followed and the documents should be sent by internal mail (unregistered) or submitted in person to the Master’s and Doctorate Department.

If the viva is held via videoconference, please follow the instructions outlined below:

  • The videoconference will be organised by the Panel Secretary, who is responsible for inviting other attendees. The program to be used is Webex. There are IT experts at the different Centres who can help you organise this.
  • Two sessions will be created, one public and another for the panel. This second session will be used exclusively for the constitution of the panel and its deliberations.

A thesis viva is a public event and anyone interested in attending may do so. To this end, information about the viva will be published in the 'Doctoral Theses', 'Thesis Vivas' sections of the Doctoral Department's website.

On the day of the viva, the Panel Secretary must prepare the following documents:

  • Panel Member Report (number 24)
  • Cum Laude voting slip (number 27)
  • Extraordinary Doctoral Award voting slip (number 28)
  • PhD Graduation Certificate (number 13)
  • ADDI Thesis Publication document (number 25)

The Panel Secretary must send the report and voting slips to each panel member.

Every panel member should complete the Cum Laude voting slip, the Extraordinary Doctoral Award voting slip, and the Report and send them by email to the Head of the Doctoral Service at ainoa.larrinaga@ehu.eus. These documents should only be sent to Ainoa Larrinaga, since as the vote is a secret ballot, no one else should see them.

As regards the PhD Graduation Certificate, the Secretary should pass it to all the panel members in turn so that they can sign it, scan it and pass it on. Then it should be sent to the candidate before finally being sent back to the Secretary. Signatures should be digital, although those that do not have a digital signature should sign it by hand and send on a scanned copy.

The Secretary should then send all the documents (report and voting slips), plus the PhD Graduation Certificate, to ainoa.larrinaga@ehu.eus, along with the ADDI publication document (number 25), which should have been sent to them previously by the candidate.

The Head of the Service will gather all the necessary documents and we will then award the candidate a grade and notifying them accordingly.

In relation to the grade awarded, please remember that:

The panel shall award the thesis one of the following grades: DISTINCTION, MERIT, PASS or FAIL.

The PhD Graduation Certificate should feature the language in which the viva was held and the grade awarded. In the event of there being more than one language, the percentage of the thesis defended in each should be specified.

 If the thesis is awarded a UNANIMOUS DISTINCTION, the panel must vote on whether to grant it a Cum Laude distinction and/or the Extraordinary Doctorate Award.

Please remember that, in accordance with Royal Decree 99/2011, the vote must be unanimously in favour of the Cum Laude distinction in order for this honour to be bestowed. The same is true of the proposal of the student as a candidate for the Extraordinary Award.

Attendance

3 member examination panels

Type of viva National International
Face-to-face 900 € 1.500 €
Semi
face-to-face
Online
members
Attendance Online
members
Attendance
Face-to-face
members
400 € Face-to-face
members
National 400 €
Intern. 700 €
Online Attendance Attendance

* Under no circumstances may the established attendance limit for face-to-face vivas be exceeded.

 

5 member examination panels

Type of viva National International
Face-to-face 1.000 € 1.700 €
Semi
face-to-face
Online
members
Attendance Online
members
Attendance
Face-to-face
members
400 € Face-to-face
members
National 400 €
Intern. 700 €
Online Attendance Attendance

 Under no circumstances may the established attendance limit for face-to-face vivas be exceeded.