RDEM Training Materials

The Research Degrees Team will trigger tasks to examiners via a new Examiner Portal at different points of the examination process rather than sending emails with multiple attachments. Examiners will be asked to use the portal at the following points:

• Responding to an examiner invitation
  Examiners will receive an email inviting them to examine a student asking for their response to be recorded on the Examiner Portal 
• Download thesis
  The internal examiner will also be sent a viva notice to complete as well as the examiner report which will be completed after the examination
• Complete viva notice
  The internal examiner will complete the viva notice on the portal which updates the date in the system and fulfils the requirement to advertise the viva by automatically notifying the Gazette. On the day of the examination the internal examiner will receive a reminder to complete the report once the result recommendation has been agreed. Information on how to claim for fees and expenses will also be sent to both examiners.
• Complete result recommendation and submit examiner report
  On the viva date the internal examiner will be asked to submit the result recommendation and examiner report after the examination has taken place via the portal. The system will only display the valid outcomes for the specific student examination, including the new regulations if a student submits for the first time after 12 October. Once the internal examiner has signed off the report, the external will use the portal to record their approval or send back to the internal if necessary. If two externals have been assigned to an examination, one will be denoted as a lead to complete these tasks.  

In addition, there will be increased focus on the completion of the viva date which will drive further action in the system, including triggering the examiner payment process.

Internal examiners will be logging in to the Examiner Portal via single sign on access to e:Vision, whilst external users will be sent a secure link via their email to access the system.
 

Watch a video of the Examiner portal:

From September, students will be submitting their thesis through new functionality available on Student Self Service rather than RTDS. Major corrections and resubmissions will also be uploaded via Student Self Service, while the submission of minor corrections remains off system. Using a simple file upload process, students will be able to upload their thesis files and receive on-screen confirmation when they have been successfully submitted. Once uploaded, the Research Degrees Team will be notified in their part of the system and can then undertake checks before sending to the examiners via the Examiner Portal as part of document issuing.
 

Watch a video of the Student thesis upload process:

Once both examiners have signed off the examiner report via the Examiner Portal, an update to the examination workflow status will enable Graduate Administrators to see all those which require their processing. Examiners will also be able to submit a minor corrections notice through the system, which will update the workflow status to show that these corrections have yet to be received by the examiners. Graduate Administrators will also be able to track the progress of an examiner report before it is signed off, and if necessary, Super Users will be able to submit a report on behalf of an examiner.  

GSA Super Users will be able to generate an email with the result recommendation and examiner report attached and send it to an approver, be that a DGS, Board or Divisional Approver. Whilst the approval process will remain off system, the GSA Super User will be able to update the record to show where it is in the approval process, record the date of approval and mark the student examination as ready for the Research Degrees Team to start the results letter process. The report and result will automatically be attached, removing the need for a separate SharePoint form for results processing and leading to a more efficient process.
 

Watch a video of the Examiner report process:

Watch a video of submitting a minor corrections notice in the system, which will apply for those students under new and old regulations:

The regulation changes includes the introduction of a new suspension type for students who have already received their examination outcome.

A post-outcome suspension will only be available for DPhil, DM, MLitt and Msc (Res) students who submitted their thesis under new regulations, i.e. for the first time on or after 12 October 2025, and who have one of the following approved outcomes: 

• Major corrections with mandatory viva
• Major corrections without mandatory viva
• Reference back

Additionally, students who submit under new regulations and receive an outcome of minor corrections may apply for a post-outcome suspension for parental leave reasons only.

Students apply for suspensions in weeks and may submit multiple applications, each of which must have a minimum length of 4 weeks and a maximum length of 52 weeks. In total, a student may not be granted more than a total of 52 weeks' post-outcome suspension.  Post-outcome suspensions for parental leave are excluded from this total but also have a minimum of 4 weeks and a maximum of 52 weeks.  

Two new forms will be available via on course applications, one specifically for parental leave, and are based on the same workflow as the current on-course suspension form, involving Supervisor and DGS review. College approval, however, is not required.

Screenshot showing the Application for post outcome suspension form

This functionality is due to be delivered in November 2025, separately from the rest of the Research Degrees Examination Management system. This is because students who submit under the new regulations will not be eligible to apply until they have received an outcome.