Before finishing a doctoral programme, the PhD candidate and the involved supervisors must fulfill several formalities in order to have a PhD thesis defence ceremony.

PhD candidate

The PhD candidate must fulfill several formalities on four occasions.

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

Upon the supervisor’s approval, ask the Beadle’s Office to assign a provisional date for the doctoral thesis defence ceremony.
See also: Doctoral Degree Regulations (pdf) Article 20 and Instructions to the PhD candidate (pdf) Article 1.

2. At least two and a half months before the date of the doctoral thesis defence ceremony

E-mail the title page and back of the title page to the Beadle’s Office for approval. Use the strict guidelines of Appendix A (pdf-file or Word-file) and Appendix B (pdf) to create the title page and back of the title page.
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 months before the date of the doctoral thesis defence ceremony

Utrecht University offers a room to host a social get-together. This room is booked at the same time the date for the doctoral thesis is confirmed. Please contact the catering services as soon as possible. This will also be required if the room will not be used. The catering services, provided by Catering Oud London, can be contacted by telephone: (0)30 253 8254; or by e-mail: cateringoudlondon@uu.nl.
See also: Instructions to the PhD candidate (pdf) Article 6 and 28.g.
and information about reception and accessibility of the Utrecht University Hall (pdf), in Dutch 'Academiegebouw'.

Deliver electronic information to the Department Communication and Marketing and the University Library. Please follow the instructions in Appendix F (pdf).
See also: Doctoral Degree Regulations (pdf) Article 18 and Instructions to the PhD candidate (pdf) Article 7 and 25.

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

Hand in fifteen thesis copies at the Beadle’s Office and mail a PDF copy of the digital thesis along with the deposit license (Appendix G (doc)) to pedel@uu.nl via SURFfilesender or WeTransfer.
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 a copy of the thesis to the chairperson and to the members of the Doctoral Examination Committee.

Arrange a meeting with the chairperson of the Doctoral Examination Committee. The secretary to the Head of Department/Dean of Faculty will provide the chairperson'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 PhD supervisors must fulfill several formalities on five occasions.

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

The supervisor must give the PhD candidate approval to ask the Beadle’s Office to assign a provisional date for the doctoral thesis defence ceremony.
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 doctoral thesis defence ceremony

The supervisor must complete, print and sign the electronic Form 2: ‘Approval of Manuscript and Proposed Composition of Assessment Committee’. The other supervisors (if applicable) must sign the form as well. Send the signed form to the Head of Department/Dean of Faculty.
See also: Doctoral Degree Regulations (pdf) Article 12.

As soon as the e-mail stating the approval of Form 2 has been received, the manuscript must be sent to the members of the Assessment Committee within 3.5 months. The members have four weeks to assess the manuscript.
See also: Doctoral Degree Regulations (pdf) Article 13.

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

The first supervisor must complete, print and sign electronic Form 3: ‘Assessment of Committee’s Decision regarding Admission to the Thesis Defence’. Send the signed form to the Head of Department/Dean of Faculty
See also: Doctoral Degree Regulations (pdf) Article 15.

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

In case of a cum laude proposal, the Dean shall submit the names of the experts to the Rector Magnificus.
See also: Doctoral Degree Regulations (pdf) Article 16.

The Beadle is informed of a cum laude designation as soon as possible.

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

The first supervisor must complete, print and sign electronic Form 4: ‘Assessment Committee's Proposal for the Conferral of a Doctoral Degree with the Designation cum laude’. After signing, the supervisor must send this signed form to the Head of Department/Dean of Faculty as soon as possible.
See also: Doctoral Degree Regulations (pdf) Article 16.

The supervisor takes care of the composition of the Doctoral Examination Committee and informs the Beadle, chairperson and other members of the Doctoral Examination Committee. The supervisor also informs the Committee they are to dress in accordance with the importance Utrecht University places on the doctoral thesis defence ceremony. (This includes a tie for male participants.)
See also: Doctoral Degree Regulations (pdf) Article 21.

 

Return to the overview of Regulations and forms for PhD candidates and supervisors.