Promotion timeline

Before you can defend your PhD, many things need to be arranged. Read here what you should prepare for your defense.

6 months before the defense

• Read the doctoral regulations and other information provided by your university.
• Fill in the first form (a kind of declaration of intent) regarding your defense.
• Together with your supervisor, establish a committee to read and evaluate the dissertation and to act as opponents. Often there are specific rules, for example about the number of committee members with ius promovendi, the number of full professors, and gender balance.
• Request information from different printers.
• Think about how you would like to organize the defense day, and request information and quotes for the dinner and/or celebration.

3–4 months before the defense

• Send your dissertation to the reading committee.
• Make an appointment with the Beadle and set a defense date, in consultation with your supervisors, co-supervisors, and possible international opponents (sometimes the date can only be set after approval by the reading committee).
• After approval from the committee, a form must be completed (by the supervisor).
• Arrange a meeting with the printer and discuss options such as the layout of your dissertation.
• Apply for an ISBN number for your dissertation.
• Apply for possible subsidies to cover printing costs.
• Finalize the dissertation, including the cover, title pages (often requiring approval from the Beadle), summaries, and acknowledgements.
• Do the layout of the dissertation.
• Decide who your paranymphs will be.
• Visit potential party locations and make a final reservation.
• Arrange the reception (check your university’s information).

2–1 months before the defense

• Send the dissertation to the printer!
• Create an address list for sending copies of your dissertation (supervisors, co-supervisors, opponents, sponsors, colleagues, external contacts, researchers in your field, friends, family, etc.). The Beadle usually requires some copies for the professors of your faculty.
• Distribute the dissertations.
• Rent a tuxedo (rokkostuum) or buy appropriate defense attire.
• Arrange a photographer, video recording, sound recording, etc.

The last weeks

• Prepare the slides for your layperson’s talk (if applicable).
• Reconfirm all arrangements for the reception, dinner, party, photographer, and go over the details.
• Prepare thoroughly for the defense, for example by:
  • Re-reading the doctoral regulations (e.g., how to address the opponents).
  • Holding a mock defense with colleagues.
  • Reviewing recent articles and key literature.
  • Re-reading reviewers’ comments on your articles and your responses.
  • Noting down the strengths and weaknesses of each chapter.
  • Preparing possible questions for each chapter.

And finally, don’t forget to enjoy the defense ceremony!

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