Email communications

Dear PhD candidates, supervisors and chairpersons of the Doctoral Examination Committee,

 

From 1 July 2020, it will be possible to have PhD ceremonies take place in the Senaatszaal of the University Hall, with a number of adjustments. PhD candidates can choose to have their ceremony take place physically with a limited number of invitees, but it will also remain possible to do their PhD defense online.

Ceremony in the University Hall
The following adjustments have been made to ensure that PhD ceremonies in the University Hall comply with RIVM guidelines:

• There is room for six members of the Doctoral Examination Committee behind the table, including the chairperson. The other members participate in the ceremony and deliberation online;
• The doctoral candidate takes 7 copies of the thesis to the University Hall on the day of the doctoral ceremony;
• The maximum number of guests is set at 15, not including two paranimfs. Other interested parties can follow the defense via a live stream, for which the doctoral candidate receives a link;
• Afterwards, a reception for the guests can take place at the Faculty Club. The caterer will contact the PhD candidate two weeks prior to the ceremony to discuss the possibilities.

Approximately two weeks prior to the ceremony, the Beadle will contact those involved for further instructions.

Ceremony online
At the online ceremony, all those involved participate remotely in the session, at the date and time set at the Beadle’s office. Invited guests can follow the ceremony remotely via a live stream. The doctoral candidate will receive a link for this purpose, which can be distributed to the invited guests. The session then takes place as much as possible as in the Senaatszaal of the University Hall (Academiegebouw). No copies of the thesis need to be sent to the Academiegebouw. Approximately two weeks prior to the ceremony, the Beadle contacts those involved for further instructions.

If, in consultation between the doctoral candidate and the supervisor(s), a decision has been made about the ceremony in the University Hall or online, the doctoral candidate may inform the Beadle of the joint decision.

 

Kind regards,

 

Prof. Henk Kummeling

Rector Magnificus

Dear PhD candidates, supervisors and chairpersons of the Doctoral Examination Committee,

After the announcement of the Cabinet last Tuesday, we unfortunately had to decide not to proceed with PhD ceremonies in physical form until July 1st. The PhD ceremony is a moment you are looking forward to, that is why we want to continue the ceremonies online as much as possible from April 6th onwards. In this way, we will prevent your graduation from being delayed, and we will do as much as possible to limit the spread of the coronavirus.

During the online ceremony, all those involved will participate remotely, on the date and time as scheduled with the Beadle. Invited guests can follow the ceremony remotely via a live stream. PhDs will receive a link, that can be shared with their guests. The session then takes place as much as possible as in the Senaatszaal of the University Hall.

What will be different is the presentation of the diploma. Because the University Hall is closed, no diplomas can be produced at the moment. Those who have graduated will therefore receive a declaration signed by the Rector Magnificus, and will receive their diploma as soon as possible, when the crisis measures are no longer in force. We will see how we can make this a festive occasion!

It is important to emphasize that a doctoral thesis defense only takes place online when the PhD candidate agrees. If the candidate objects to this, the ceremony will be postponed. When, in consultation with your supervisor(s), you have decided on an online ceremony or postponement, you can inform the Beadle about your joint decision.

We are currently investigating how we can re-accommodate postponed ceremonies as soon as possible, but it will certainly take some time.

In case of an online PhD-defense, the Beadle will send a document to the PhD candidate and supervisor to be completed, about 2 weeks before the PhD ceremony. Upon receipt of the completed document, all parties involved receive the instructions, approximately 1 week before the date of the PhD ceremony.

With kind regards,

Prof. Dr. Henk Kummeling
Rector Magnificus