Guidelines and proceedings for the public PhD defence

The general structure of a PhD defence is as follows: 

• A short introduction and welcome by the moderator of the defence.
  • The defence begins with the moderator of the defence introducing themselves and welcoming the PhD student/author, the Assessment Committee, and the audience. The moderator introduces the PhD student/author by name, the title of the dissertation, if relevant the department where the PhD student has been affiliated and the name of the supervisor(s).
  • The moderator also informs the audience about the structure of the defence procedures, the order in which the opponents will ask questions to the author, and the opportunity for the audience to pose questions ex auditorio to the author during the defence proceedings.
• A presentation of the thesis by the author
  • The author presentation will last approximately 30 minutes (contact the local PhD Coordinator / Head of PhD program for the exact time allotted to the presentation). The defence moderator will ensure that the presentation stays within the time limits.
• Examination by the two external Assessment Committee members (opponents)
  • The examination must take the form of a critical dialogue between the opponent and the author. Each opponent is allotted approximately , which includes the author's responses (contact the local PhD Coordinator / Head of PhD program for the exact time allotted).
  • Prior to the defence, the committee members collaborate to determine who will discuss which parts or aspects of the thesis, and in what order.
• Questions from the audience (ex-auditorio)
  • During the break, the defence moderator will invite members of the audience to register if they would like to pose questions to the author. The moderator leads the session with questions and answers, which may last approximately 30 minutes in total.
• Closing examination and conclusion by the chair of the Assessment Committee
  • The closing examination, including the author's answers to questions and the chair's concluding remarks, may last approximately 30 minutes (contact the local PhD Coordinator / Head of PhD program for the exact time allotted).

After the examination, the Assessment Committee will adjourn to another room, while the PhD student, supervisor, moderator, and audience will remain in the auditorium. Based on the preliminary assessment and the oral defence, the Assessment Committee deliberates its final recommendation regarding the award of the PhD degree to the PhD student/author. In the event of disagreement, the Assessment Committee's recommendation is based on a majority vote. Upon returning to the auditorium, the chair may announce the Assessment Committee's final recommendation.

The final written recommendation must be submitted to the PhD administration no later than one week after the defence proceedings.

A hybrid defence follows the same procedures as defences with physical presence, with the exception that a video link through Zoom is set up for one or more opponents. In addition, an online test meeting between opponents and the faculty's e-assistant is booked – scheduled usually 24 hours before the PhD defence – to ensure that the technical equipment and digital connection are functioning correctly.

Online defences follow the structure and procedures described for defences with physical presence. The online format must be indicated in the public announcement of the defence, along with instructions on how to obtain the digital link for the public defence. It is recommended that the link be sent only to audiences who register prior to the defence.

An e-assistant is booked for a test meeting, usually 24 hours before the defence takes place. Participants in the test meeting includes with all central participants – PhD student, member of the Assessment Committee and the moderator of the defence – wit the aim to ensure that the digital connection functions correctly and to inform everyone about the online proceedings. An e-assistant will also be present throughout the online defence.

In addition, the following rules apply for online defences:

• The PhD student must be consulted and must agree to the choice of defence format.
• The defence must be live streamed and made accessible to the public via a secure digital link.
• In addition to the introduction, the moderator may explain rules of online defences, including switching camaras/microphones on/off.
• Instead of questions ex auditorio, audiences may submit questions using the chat function of the digital platform. The moderator will read the questions.
• The moderator of the defence may interrupt or postpone the defence if, for example, technical issues cannot be resolved during the defence.