PhD Student

• Finalize and close PhD plan

• Submit the thesis and all required materials

• Send photo, CV and describtion of thesis to GSTS after submission

• Make expense claim for reception costs after the defence

Main Supervisor

• Review and approve the PhD plan

• Propose assessment committee members and defence date

• Submit supervisor statement and committee proposal

Assessment Committee Chair

• Coordinate and submit the written assessment

• Submit the committee’s recommendation before the defence

• Submit the final recommendation immediately after the defence

PhD Secretary

• Book venue for defence and assessment committee meeting 

• Invite and inform relevant parties 

• Help announce defence on Staff Portal and LinkedIn

• Arrange lunch/breakfast for assessment committee meeting 

PhD Partner (GSTS)

• Provide practical instructions to student and supervisor - 3 months before thesis submission date 

• Send thesis and documents to the assessment committee

• Send out official recommendations, announcements, and final diploma

The PhD secretary will help arrange a suitable venue for the defence, based on the preferences of the PhD student and main supervisor and the availability of rooms.

Defences are most often held in the following locations

• Building 3130, Room 303 – Gustav Wieds Vej 10D, 8000 Aarhus C

• Building 1170, Room 347 – Ole Worms Allé 3, 8000 Aarhus C

• The Conference Center

• Other locations as agreed

Timeframe: The defence should not exceed 3 hours including breaks.

The chairman of the assessment committee explains the procedures

Informs about time schedule, the order of opponents and the possibility of asking questions.

Presentation of the PhD thesis (45 minutes)

The presentation should represent the content of the PhD study (hypothesis, material and methods / experimental design and results) including a general introduction to the research area and a general discussion accounting for further research perspectives.

Break

Members of the audience who would like to ask questions should notify the chairman during the break.

Examination (1 hour - approx. 30 minutes per external opponent)

The examination will be based on the content of the presentation and the PhD thesis. The aim of the examination is to give the student the opportunity to prove thorough knowledge of the topic covered, and to create a constructive and fruitful discussion.

Closing the examination

The chairman may ask some supplementary questions about the content of the PhD thesis and then close the examination by posing a few overall questions, allowing the PhD student the possibility to put the conducted research into a broader perspective. 

Questions from the audience

The audience can ask questions as agreed with the chairman during the break.

Conclusion of the defence

The chairman of the assessment committee concludes the defence by thanking the PhD student and the participants.

Final recommendation

The assessment committee leaves the lecture hall to make their final recommendation. The chairman of the assessment committee ensures that the entire committee signs the document “Final Recommendation PhD Degree”. 

Announcement of the recommendation

The assessment committee enters the reception and the chairman of the committee announces their recommendation.

 Submission of the Final Recommendation to GSTS 

The chairman of the assessment committee submits the final recommendation to the Graduate School of Technical Sciences.

The reception is typically held immediately after the defence, either just outside the defence room or in a nearby area depending on availability.

The PhD Secretary will assist with arrangements, but The PhD Student is responsible for inviting their guests and setting up the reception area (tables, drinks, food, etc.), as well as cleaning up afterward. 

Catering
The Department of Biological and Chemical Engineering (BCE) will cover catering costs of up to DKK 100 per person for a maximum of 30 people (DKK 3,000 in total).