Doctoral Oral Examination Organisation and Reimbursement Procedures


The oral examiner in the doctoral oral examination at the University


To outline the procedures relating to the oral examiner’s attendance at a doctoral oral examination and cost reimbursement


In person:

1.    Flights and accommodation for the oral examiner are to be arranged by the School of Graduate Studies

2.    The School of Graduate Studies is to contribute a maximum of $950 for examiners within New Zealand and a maximum of $1250 for overseas examiners

3.    The amount contributed by the School of Graduate Studies is to cover the airfare and one night’s accommodation for domestic travel and up to two nights for international travel and is inclusive of GST

4.    It may also be used for the oral examiner’s airport transfers, meals and incidentals

Note - It does not constitute a per diem allowance

5.    Any balance above this figure may be covered by the academic unit with their prior written permission

6.    For reimbursement to occur:

  • original GST receipts must be provided

Note: Copies of credit card or bank statements cannot be accepted as proof as they do not show GST

  • meals can be reimbursed - only for the oral examiner’s own meals at reasonable cost
  • alcohol, mini bar and personal phone calls cannot be covered

7.    The School of Graduate Studies is to reimburse the expenses once the oral examination is completed and all claims have been submitted

8.    All claims must be submitted to the School of Graduate Studies within three months of the date of the oral examination

9.    No reimbursements are to be made for additional expenses incurred without the prior approval of the School of Graduate Studies

By video conference:

10. The facilities used for video conferences are to be through accredited providers with recognised video and audio protocols and high quality equipment

Note - A test call must be organised prior to the actual conference call so that the appropriateness and compatibility of equipment can be checked

11. Conferences are to be two-way only unless approved otherwise in advance by the Board of Graduate Studies

12. The School of Graduate Studies is to meet reasonable costs for oral examinations conducted by video conference where the oral examiner is the party off-site


The following definitions apply to this document:

Academic unit may refer to a faculty, school, department or institute

Oral examiner refers to the doctoral thesis examiner appointed by the Examination Committee to attend the doctoral candidate’s oral examination, either in person or by video conference

University means the University of Auckland and includes all subsidiaries

Key relevant documents

Include the following:

Document management and control

Owner: Dean of Graduate Studies

Content manager: School of Graduate Studies

Date approved: July 2015    

Review date: July 2018