|Three months before the exam||PhD Partner at GSTS||Notification e-mail with practical information to PhD student and main supervisor|
|Six weeks prior to the exam||PhD student and main supervisor||PhD student updates the PhD plan, and the main supervisor completes the registration form and sends it to the head of programme for approval. The supervisor is responsible for booking a meeting room for the exam. The exam usually takes place at 13:00.|
|3 weeks prior to the exam||PhD student||Submits the progress report to the GSTS partner.|
|3 weeks prior to the exam||PhD Partner at GSTS||Sends out the progress report and other relevant information to the supervisor and external co-examiner.|
|At least one week before exam||GSTS and PhD secretary||Announce the exam on the GSTS and Department websites.|
|1 week prior to the exam||Main supervisor|
Orders lunch for the external co-examiner either before or after the exam. An alternative is to take the external co-examiner to a canteen and buy him or her lunch there. If possible, the supervisor must pay for lunch from a research project. If this is not possible, the supervisor can contact the PhD secretary and ask for a project and activity number from the department.
|Immediately after the exam||Main supervisor||Sends a signed protocol to the PhD Partner at GSTS.|