Required actions to complete a PhD programme

Before a PhD candidate and their supervisor or supervisors can complete a PhD track, they are required to carry out various actions. Without completion of the following actions, the PhD defence ceremony cannot take place.

PhD candidate

The PhD candidate is required to take action on six different occasions.

1. No more than six months before the intended date of the doctoral thesis defence ceremony

After consultation with the supervisor or supervisors, the PhD candidate can add the pdf of the manuscript to the registration in MyPhD. After formal approval in MyPhD by all supervisors, the first supervisor will receive an email with the request to assemble an Assessment Commission. In consultation with the Office of the Beadle, a preliminary date for the PhD ceremony can be set as well.
See also: Doctoral Degree Regulations (pdf) Article 20 and Instructions to the PhD candidate (pdf) Article 1.

2. At least four months before the intended date of the PhD ceremony

As soon as the assembly of the Assessment Commission in MyPhD has been approved, the Assessment Commission will receive a request for assessment from MyPhD. The members of the Commission will have four weeks to provide their assessment.
See also: Doctoral Degree Regulations (pdf) Article 18 and Instructions to the PhD candidate (pdf) Article 2 and 3.

Send the thesis to the print shop. This is only allowed after the acceptance of Form 3. This form is completed by the supervisor and accepted by the Board for the Conferral of Doctoral Degrees of Utrecht University. Furthermore, the Beadle must approve the title page and back of the title page, before the thesis may be sent to the print shop. The terms mentioned do not separately take into account the time required for printing the thesis. This (tight) schedule allows for seven weeks.
See also: Doctoral Degree Regulations (pdf) Article 15 and 18 and Instructions to the PhD candidate (pdf) Article 4, 5, 6, 9 and 11.

3. At least two and a half months before the date of the PhD defence

Register the title page and the reverse of the title page in MyPhD. The Beadle will inspect the registration and approve it, also in MyPhD. Apply the strict guidelines while making the title page and the reverse as indicated in the email that MyPhD sends automatically after the Assessment Commission has been approved.
See also: Doctoral Degree Regulations (pdf) Article 18 and Instructions to the PhD candidate (pdf) Article 2 and 3.

Send the thesis to the printer. This is only allowed after the Assessment Commission has approved the manuscript and the Beadle has approved the title page and the reverse. MyPhD will message the PhD candidate on both approvals.

The aforementioned conditions do not take the time required to print the doctoral thesis into consideration separately. This (strict) time schedule allows for a period of seven weeks to have the doctoral thesis printed.
See also: Doctoral Degree Regulations (pdf) Article 15 and 18 and Instructions to the PhD candidate (pdf) Article 4, 5, 6, 8 and 11.

4. At least two months before the date of the PhD defence

Utrecht University provides a room for the reception after the PhD Defence free of charge. This room will be booked on the same day as the date of the confirmation of the PhD Ceremony is confirmed. Please contact the catering service as soon as possible, even if the room is not used. For contact, please dial phone number (+31 (0)30 253 8254) or send an email to (reserveringen.academiegebouw@uu.nl).
See also: Instructions to the PhD candidate (pdf) Article 6 and 28.
and information about reception and accessibility of the Utrecht University Hall (pdf), in Dutch 'Academiegebouw'.

5. At least six weeks before the date of the doctoral thesis defence ceremony

Register information in MyPhD for Communications & Marketing and the University Library, as indicated in the email that MyPhD sends automatically after the Assessment Commission has approved the manuscript.

Some of the requested matters are: popular Dutch and English summaries (no more than 250 words) of the doctoral thesis, and a Dutch scientific summary of the doctoral thesis. These summaries are required to be approved by the supervisor or supervisors.
See also: Doctoral Degree Regulations (pdf) Article 18 and Instructions to the PhD candidate (pdf) Article 7 and 25.

6. At least three weeks before the date of the doctoral thesis defence ceremony

Submit fifteen copies of the doctoral thesis to the Beadle’s Office. Upload the definitive pdf of the doctoral thesis and the cover (as sent to the printer) to MyPhD for the University Library and complete the form as indicated in the email that MyPhD sends automatically after the Assessment Commission has approved the manuscript. Note: this form also includes information on a possible embargo period on publication for the University Library.
See also: Doctoral Degree Regulations (pdf) Article 18, Instructions to the PhD candidate (pdf) Article 8, 9, 10 and 11 and Appendix G1 (doc).

Send copies of the doctoral thesis to the President and the members of the PhD Commission.

Schedule a meeting with the President of the Board for the Conferral of Doctoral Degrees. The secretary of the Head of the Department or the Dean of the faculty knows the President’s name.
See also: Doctoral Degree Regulations (pdf) Article 21, Instructions to the PhD candidate (pdf) Article 13
and Appendices E (pdf) and E1 (pdf).

PhD supervisors

The supervisor or supervisors are required to take action on five separate occasions.

1. No later than six months before the intended date of the doctoral thesis defence ceremony

The supervisor has to give the PhD candidate permission to request a preliminary date for the PhD Ceremony from the Office of the Beadle.

After consultation with the supervisor or supervisors, the PhD candidate can add the manuscript to the registration in MyPhD. After formal approval in MyPhD by all supervisors, the first supervisor will receive an email with the request to assemble an Assessment Commission.
See also: Doctoral Degree Regulations (pdf) Article 20 and the MyPhD guide for PhD supervisors (pdf).

2. At least four months before the intended date of the doctoral thesis defence ceremony

The first supervisor is required to register the Assessment Commission on MyPhD. This registration is fully digital and can be forwarded for inspection and approval to the PhD Office, the involved supervisor and second supervisor, the Department Head, the Dean and the Board for the Conferral of Doctoral Degrees with a press of the button.
See also: Doctoral Degree Regulations (pdf) Article 12.

As soon as the email sent through MyPhD containing the approval of the assembly of the Assessment Commission has been received, the members of the Assessment Commission each receive an automatic request from MyPhD to assess the manuscript. They will do this by means of a link to MyPhD, that also grants them access to the manuscript. The members of the Commission will have four weeks to provide their assessment.
See also: Doctoral Degree Regulations (pdf) Article 13.

3. At least two months before the date of the doctoral thesis defence ceremony

As soon as the approval of the manuscript by the members of the Assessment Commission has been registered on MyPhD, the first supervisor will receive a request from MyPhD to register the PhD Commission in MyPhD by means of a link. After this registering has been done correctly, MyPhD will inform the Beadle, the President of the PhD Commission and the other members of the PhD Commission by means of emails. The email will also direct attention to the dress code, the length of the laudation and the possibility to borrow a robe for the PhD Ceremony.
See also: Doctoral Degree Regulations (pdf) Article 15.

4. At least four weeks before the date of the doctoral thesis defence ceremony

If there is a possibility for a cum laude, the Dean – after consultation with the President of the Assessment Commission (this is the Dean in some faculties) and the supervisor or supervisors – will pass on the names of at least two experts to the Rector Magnificus via MyPhD.
See also: Doctoral Degree Regulations (pdf) Article 16.

If the experts agree with a cum laude assessment, the PhD Office will inform the Beadle as soon as possible.

5. At least seven work days before the date of the doctoral thesis defence ceremony

If the experts who were invited via MyPhD agree in their assessment filed in MyPhD with a cum laude doctoral degree, all involved parties, including the Beadle, will be informed by email of this.
See also: Doctoral Degree Regulations (pdf) Article 21.