Corrections: The final frontier…

It’s easy to see your viva as the end of your DPhil and if you pass with minor corrections then congratulations, you’re almost there! Whether you’re planning on doing your corrections from your office desk or from a hammock on a beach in the Caribbean, there are a few important things you need to know to make sure the process goes as smoothly as possible. Recent graduate Gill Cowburn has shared a few words of wisdom to make sure you’re celebrating rather than stressing when it comes to corrections.

1. Time. You’ve got a month.

If your examiners are satisfied that the degree should be awarded subject to minor corrections, you will have a month to make them and have these corrections agreed by your examiner(s). The month starts from the date the details of the corrections are sent to you to by your examiners, not your viva date. However, your examiners will have told you what corrections they’d like you to make during your viva, so you can get going as soon as you like.

2. Paperwork. You should get an official letter from Graduate Studies at NDPH after your viva

After your viva you will receive a letter from Graduate Studies, confirming that you are required to make minor corrections and the deadline for doing so. They will also provide a form for you to fill in, confirming the date you are to submit your revised/corrected thesis to your internal examiner. This can’t be changed, but if you have any concerns speak to the Graduate Studies Office as soon as possible.

3. Examiners. Your external examiner might want to see your corrections too.

Most people seem to get their corrections agreed by the internal examiner alone but the external examiner might ask to see them too. Bear in mind this could potentially take up a lot of your allotted time, especially if they want you to add in further detail after they’ve seen your first round of corrections (yes, they can ask for corrections on corrections).

4. Clarification. If in doubt, ask.

Examiners provide a detailed list of corrections which they expect you to complete. Be sure that you have understood what the examiners are requesting – you might need to ask for further clarification, either from the examiner and/or your supervisory team.   Some examiners are happy for corrections to be agreed electronically but requested that the amended sections in the thesis were highlighted (either using track changes or simply highlighted in colour). Some examiners also might want a document outlining how and where each of the corrections has been addressed (as you would when responding to referees when publishing a paper).  It has also been known for amendments to be finally agreed via Skype – it seems that examiners each have their own preferred style!

5. Submitting. Get final approval from your internal examiner before hitting print.

Once the corrections have been agreed, you will need to send a corrected electronic version to your internal examiner who should confirm this by email. At this point, you are free to print out the final version for binding and deposit in the Bodleian. The longest bit of the process tends to be waiting for the paperwork to go through the Medical Sciences Division. An email will eventually arrive (roughly a month after final corrections have been agreed) which grants you leave to supplicate and invites you to book your degree ceremony. It is probably worth noting that, unless you remain a staff member, you lose access to everything (such as Eduroam, shared drives) at this point when this eventually happens, so make use of this time if you need.

6. Leave to supplicate. One final step…

Once you have been given leave to supplicate you will be able to deposit an electronic copy of your thesis in the Oxford Research Archive (ORA). Until you have deposited a bound copy of your thesis in the Bod and have submitted an electronic copy into ORA you won’t be allowed to graduate.

Please remember that as a blog, this isn’t official University guidance. Further (and official) information is provided in the Notes of Guidance for Research Examinations (GSO.20a) and on the Oxford University website and as always, the Graduate Studies Office will happily help if you have any Qs.

Thanks to our graduates – Prachi, Pete, Kremlin, Anja and Claudia – for their contribution to the above. Blog post written by Gill Cowburn.