Timeline for thesis and defence
Minimum one month before thesis submission
Department |
Administration |
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Principal supervisor submits the principal supervisor statement via PhD Planner to PhD student PhD student approves and forwards the statement to the PhD Administration Principal supervisor proposes members for the assessment committee via PhD planner to PhD student PhD student approves and forwards the proposal to the PhD Administration |
PhD Administration processes and afterwards approves the principal supervisor statement
PhD Administration processes and approves the assessment committee |
Thesis submission
Department |
Administration |
|
PhD student submits thesis (and, if required, signed co-author statements) via PhD Planner |
PhD Administration checks the thesis and sends it for screening at the Royal Library Royal Library screens the thesis for duplicated text (plagiarism check) |
Maximum two weeks after submission
Department |
Administration |
|
Principal supervisor begins planning the defence in collaboration with the assessment committee and the PhD student (date, time, location and format: physical, digital or hybrid) If a moderator is required, this is arranged internally by the department or faculty |
PhD Administration forwards the thesis to the assessment committee (if no duplicate text is found in the thesis) The assessment committee has two months to prepare and submit the preliminary assessment |
Maximum two months after the assessment committee receives the thesis
Department |
Administration |
|
Chairperson submits the preliminary assessment of the thesis (Form 18.2) to the PhD Administration Chairperson also submits the complete defence information by the same deadline Principal supervisor prepares the defence, possibly in collaboration with the department or faculty (venue, reception, dinner, etc.) |
|
Legality review of the preliminary assessment
Department |
Administration |
|
|
PhD Administration sends the preliminary assessment for legality review to the Head of the PhD School PhD Administration forwards the approved preliminary assessment to the PhD student and principal supervisor |
Minimum three weeks before the defence
Department |
Administration |
| External members of the assessment committee make travel arrangements and hotel bookings when the thesis has been recommended for public defence (in connection with physical and hybrid defence). The assessor or department make travel arrangements and claim reimbursement. The PhD Administration may assist with hotel bookings. Travel arrangements and hotel bookings may only be made after the thesis has been recommended for defence. |
PhD Administration hands over the defence to the department or faculty which then announces the defence |
Minimum two weeks before the defence
Department |
Administration |
| Department or faculty is responsible for announcing the defence and making the PhD thesis publicly available |
Defence
Department |
Administration |
| PhD student defends the thesis |
Maximum one week after the defence
Department |
Administration |
|
Chairperson submits the final recommendation (Form 18.3), signed by the assessment committee, to the PhD Administration |
PhD Administration forwards the final recommendation to the Academic Council on the relevant faculty |
Maximum three weeks after receiving the final assessment
Department |
Administration |
| | Academic Council awards the PhD degree |
Maximum two months after the PhD degree has been awarded
Department |
Administration |
| PhD Administration sends the PhD diploma to the PhD student |