phd defense traditions

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PhD Defence Process: A Comprehensive Guide

Embarking on the journey toward a PhD is an intellectual odyssey marked by tireless research, countless hours of contemplation, and a fervent commitment to contributing to the body of knowledge in one’s field. As the culmination of this formidable journey, the PhD defence stands as the final frontier, the proverbial bridge between student and scholar.

In this comprehensive guide, we unravel the intricacies of the PhD defence—a momentous occasion that is both a celebration of scholarly achievement and a rigorous evaluation of academic prowess. Join us as we explore the nuances of the defence process, addressing questions about its duration, contemplating the possibility of failure, and delving into the subtle distinctions of language that surround it.

Beyond the formalities, we aim to shed light on the significance of this rite of passage, dispelling misconceptions about its nature. Moreover, we’ll consider the impact of one’s attire on this critical day and share personal experiences and practical tips from those who have successfully navigated the defence journey.

Whether you are on the precipice of your own defence or are simply curious about the process, this guide seeks to demystify the PhD defence, providing a roadmap for success and a nuanced understanding of the pivotal event that marks the transition from student to scholar.

Introduction

A. definition and purpose:, b. overview of the oral examination:, a. general duration of a typical defense, b. factors influencing the duration:, c. preparation and flexibility:, a. preparation and thorough understanding of the research:, b. handling questions effectively:, c. confidence and composure during the presentation:, d. posture of continuous improvement:, a. exploring the possibility of failure:, b. common reasons for failure:, c. steps to mitigate the risk of failure:, d. post-failure resilience:, a. addressing the language variation:, b. conforming to regional preferences:, c. consistency in usage:, d. flexibility and adaptability:, e. navigating language in a globalized academic landscape:, a. debunking myths around the formality of the defense:, b. significance in validating research contributions:, c. post-defense impact:, a. appropriate attire for different settings:, b. professionalism and the impact of appearance:, c. practical tips for dressing success:, b. practical tips for a successful defense:, c. post-defense reflections:, career options after phd.

Embarking on the doctoral journey is a formidable undertaking, where aspiring scholars immerse themselves in the pursuit of knowledge, contributing new insights to their respective fields. At the pinnacle of this academic odyssey lies the PhD defence—a culmination that transcends the boundaries of a mere formality, symbolizing the transformation from a student of a discipline to a recognized contributor to the academic tapestry.

The PhD defence, also known as the viva voce or oral examination, is a pivotal moment in the life of a doctoral candidate.

PhD defence is not merely a ritualistic ceremony; rather, it serves as a platform for scholars to present, defend, and elucidate the findings and implications of their research. The defence is the crucible where ideas are tested, hypotheses scrutinized, and the depth of scholarly understanding is laid bare.

The importance of the PhD defence reverberates throughout the academic landscape. It is not just a capstone event; it is the juncture where academic rigour meets real-world application. The defence is the litmus test of a researcher’s ability to articulate, defend, and contextualize their work—an evaluation that extends beyond the pages of a dissertation.

Beyond its evaluative nature, the defence serves as a rite of passage, validating the years of dedication, perseverance, and intellectual rigour invested in the research endeavour. Success in the defence is a testament to the candidate’s mastery of their subject matter and the originality and impact of their contributions to the academic community.

Furthermore, a successful defence paves the way for future contributions, positioning the scholar as a recognized authority in their field. The defence is not just an endpoint; it is a launchpad, propelling researchers into the next phase of their academic journey as they continue to shape and redefine the boundaries of knowledge.

In essence, the PhD defence is more than a ceremonial checkpoint—it is a transformative experience that validates the intellectual journey, underscores the significance of scholarly contributions, and sets the stage for a continued legacy of academic excellence. As we navigate the intricacies of this process, we invite you to explore the multifaceted dimensions that make the PhD defence an indispensable chapter in the narrative of academic achievement.

What is a PhD Defence?

At its core, a PhD defence is a rigorous and comprehensive examination that marks the culmination of a doctoral candidate’s research journey. It is an essential component of the doctoral process in which the candidate is required to defend their dissertation before a committee of experts in the field. The defence serves multiple purposes, acting as both a showcase of the candidate’s work and an evaluative measure of their understanding, critical thinking, and contributions to the academic domain.

The primary goals of a PhD defence include:

• Presentation of Research: The candidate presents the key findings, methodology, and significance of their research.
• Demonstration of Mastery: The defence assesses the candidate’s depth of understanding, mastery of the subject matter, and ability to engage in scholarly discourse.
• Critical Examination: Committee members rigorously question the candidate, challenging assumptions, testing methodologies, and probing the boundaries of the research.
• Validation of Originality: The defence validates the originality and contribution of the candidate’s work to the existing body of knowledge.

The PhD defence often takes the form of an oral examination, commonly referred to as the viva voce. This oral component adds a dynamic and interactive dimension to the evaluation process. Key elements of the oral examination include:

• Presentation: The candidate typically begins with a formal presentation, summarizing the dissertation’s main components, methodology, and findings. This presentation is an opportunity to showcase the significance and novelty of the research.
• Questioning and Discussion: Following the presentation, the candidate engages in a thorough questioning session with the examination committee. Committee members explore various aspects of the research, challenging the candidates to articulate their rationale, defend their conclusions, and respond to critiques.
• Defence of Methodology: The candidate is often required to defend the chosen research methodology, demonstrating its appropriateness, rigour, and contribution to the field.
• Evaluation of Contributions: Committee members assess the originality and impact of the candidate’s contributions to the academic discipline, seeking to understand how the research advances existing knowledge.

The oral examination is not a mere formality; it is a dynamic exchange that tests the candidate’s intellectual acumen, research skills, and capacity to contribute meaningfully to the scholarly community.

In essence, the PhD defence is a comprehensive and interactive evaluation that encapsulates the essence of a candidate’s research journey, demanding a synthesis of knowledge, clarity of expression, and the ability to navigate the complexities of academic inquiry. As we delve into the specifics of the defence process, we will unravel the layers of preparation and skill required to navigate this transformative academic milestone.

How Long is a PhD Defence?

The duration of a PhD defence can vary widely, but it typically ranges from two to three hours. This time frame encompasses the candidate’s presentation of their research, questioning and discussions with the examination committee, and any additional deliberations or decisions by the committee. However, it’s essential to note that this is a general guideline, and actual defence durations may vary based on numerous factors.

• Sciences and Engineering: Defenses in these fields might lean towards the shorter end of the spectrum, often around two hours. The focus is often on the methodology, results, and technical aspects.
• Humanities and Social Sciences: Given the theoretical and interpretive nature of research in these fields, defences might extend closer to three hours or more. Discussions may delve into philosophical underpinnings and nuanced interpretations.
• Simple vs. Complex Studies: The complexity of the research itself plays a role. Elaborate experiments, extensive datasets, or intricate theoretical frameworks may necessitate a more extended defence.
• Number of Committee Members: A larger committee or one with diverse expertise may lead to more extensive discussions and varied perspectives, potentially elongating the defence.
• Committee Engagement: The level of engagement and probing by committee members can influence the overall duration. In-depth discussions or debates may extend the defence time.
• Cultural Norms: In some countries, the oral defence might be more ceremonial, with less emphasis on intense questioning. In others, a rigorous and extended defence might be the norm.
• Evaluation Practices: Different academic systems have varying evaluation criteria, which can impact the duration of the defence.
• Institutional Guidelines: Some institutions may have specific guidelines on defence durations, influencing the overall time allotted for the process.

Candidates should be well-prepared for a defence of any duration. Adequate preparation not only involves a concise presentation of the research but also anticipates potential questions and engages in thoughtful discussions. Additionally, candidates should be flexible and responsive to the dynamics of the defense, adapting to the pace set by the committee.

Success Factors in a PhD Defence

• Successful defence begins with a deep and comprehensive understanding of the research. Candidates should be well-versed in every aspect of their study, from the theoretical framework to the methodology and findings.
• Thorough preparation involves anticipating potential questions from the examination committee. Candidates should consider the strengths and limitations of their research and be ready to address queries related to methodology, data analysis, and theoretical underpinnings.
• Conducting mock defences with peers or mentors can be invaluable. It helps refine the presentation, exposes potential areas of weakness, and provides an opportunity to practice responding to challenging questions.
• Actively listen to questions without interruption. Understanding the nuances of each question is crucial for providing precise and relevant responses.
• Responses should be clear, concise, and directly address the question. Avoid unnecessary jargon, and strive to convey complex concepts in a manner that is accessible to the entire committee.
• It’s acceptable not to have all the answers. If faced with a question that stumps you, acknowledge it honestly. Expressing a willingness to explore the topic further demonstrates intellectual humility.
• Use questions as opportunities to reinforce key messages from the research. Skillfully link responses back to the core contributions of the study, emphasizing its significance.
• Rehearse the presentation multiple times to build familiarity with the material. This enhances confidence, reduces nervousness, and ensures a smooth and engaging delivery.
• Maintain confident and open body language. Stand tall, make eye contact, and use gestures judiciously. A composed demeanour contributes to a positive impression.
• Acknowledge and manage nervousness. It’s natural to feel some anxiety, but channelling that energy into enthusiasm for presenting your research can turn nervousness into a positive force.
• Engage with the committee through a dynamic and interactive presentation. Invite questions during the presentation to create a more conversational atmosphere.
• Utilize visual aids effectively. Slides or other visual elements should complement the spoken presentation, reinforcing key points without overwhelming the audience.
• View the defence not only as an evaluation but also as an opportunity for continuous improvement. Feedback received during the defence can inform future research endeavours and scholarly pursuits.

In essence, success in a PhD defence hinges on meticulous preparation, adept handling of questions, and projecting confidence and composure during the presentation. A well-prepared and resilient candidate is better positioned to navigate the challenges of the defence, transforming it from a moment of evaluation into an affirmation of scholarly achievement.

Failure in PhD Defence

• While the prospect of failing a PhD defence is relatively rare, it’s essential for candidates to acknowledge that the possibility exists. Understanding this reality can motivate diligent preparation and a proactive approach to mitigate potential risks.
• Failure, if it occurs, should be seen as a learning opportunity rather than a definitive endpoint. It may highlight areas for improvement and offer insights into refining the research and presentation.
• Lack of thorough preparation, including a weak grasp of the research content, inadequate rehearsal, and failure to anticipate potential questions, can contribute to failure.
• Inability to effectively defend the chosen research methodology, including justifying its appropriateness and demonstrating its rigour, can be a critical factor.
• Failing to clearly articulate the original contributions of the research and its significance to the field may lead to a negative assessment.
• Responding defensively to questions, exhibiting a lack of openness to critique, or being unwilling to acknowledge limitations can impact the overall impression.
• Inability to address committee concerns or incorporate constructive feedback received during the defense may contribute to a negative outcome.
• Comprehensive preparation is the cornerstone of success. Candidates should dedicate ample time to understanding every facet of their research, conducting mock defences, and seeking feedback.
• Identify potential weaknesses in the research and address them proactively. Being aware of limitations and articulating plans for addressing them in future work demonstrates foresight.
• Engage with mentors, peers, or advisors before the defence. Solicit constructive feedback on both the content and delivery of the presentation to refine and strengthen the defence.
• Develop strategies to manage stress and nervousness. Techniques such as mindfulness, deep breathing, or visualization can be effective in maintaining composure during the defence.
• Conduct a pre-defense review of all materials, ensuring that the presentation aligns with the dissertation and that visual aids are clear and supportive.
• Approach the defence with an open and reflective attitude. Embrace critique as an opportunity for improvement rather than as a personal affront.
• Clarify expectations with the examination committee beforehand. Understanding the committee’s focus areas and preferences can guide preparation efforts.
• In the event of failure, candidates should approach the situation with resilience. Seek feedback from the committee, understand the reasons for the outcome, and use the experience as a springboard for improvement.

In summary, while the prospect of failing a PhD defence is uncommon, acknowledging its possibility and taking proactive steps to mitigate risks are crucial elements of a well-rounded defence strategy. By addressing common failure factors through thorough preparation, openness to critique, and a resilient attitude, candidates can increase their chances of a successful defence outcome.

PhD Defense or Defence?

• The choice between “defense” and “defence” is primarily a matter of British English versus American English spelling conventions. “Defense” is the preferred spelling in American English, while “defence” is the British English spelling.
• In the global academic community, both spellings are generally understood and accepted. However, the choice of spelling may be influenced by the academic institution’s language conventions or the preferences of individual scholars.
• Academic institutions may have specific guidelines regarding language conventions, and candidates are often expected to adhere to the institution’s preferred spelling.
• Candidates may also consider the preferences of their advisors or committee members. If there is a consistent spelling convention used within the academic department, it is advisable to align with those preferences.
• Consideration should be given to the spelling conventions of scholarly journals in the candidate’s field. If intending to publish research stemming from the dissertation, aligning with the conventions of target journals is prudent.
• If the defense presentation or dissertation will be shared with an international audience, using a more universally recognized spelling (such as “defense”) may be preferred to ensure clarity and accessibility.
• Regardless of the chosen spelling, it’s crucial to maintain consistency throughout the document. Mixing spellings can distract from the content and may be perceived as an oversight.
• In oral presentations and written correspondence related to the defence, including emails, it’s advisable to maintain consistency with the chosen spelling to present a professional and polished image.
• Recognizing that language conventions can vary, candidates should approach the choice of spelling with flexibility. Being adaptable to the preferences of the academic context and demonstrating an awareness of regional variations reflects a nuanced understanding of language usage.
• With the increasing globalization of academia, an awareness of language variations becomes essential. Scholars often collaborate across borders, and an inclusive approach to language conventions contributes to effective communication and collaboration.

In summary, the choice between “PhD defense” and “PhD defence” boils down to regional language conventions and institutional preferences. Maintaining consistency, being mindful of the target audience, and adapting to the expectations of the academic community contribute to a polished and professional presentation, whether in written documents or oral defences.

Is PhD Defense a Formality?

• While the PhD defence is a structured and ritualistic event, it is far from being a mere formality. It is a critical and substantive part of the doctoral journey, designed to rigorously evaluate the candidate’s research contributions, understanding of the field, and ability to engage in scholarly discourse.
• The defence is not a checkbox to be marked but rather a dynamic process where the candidate’s research is evaluated for its scholarly merit. The committee scrutinizes the originality, significance, and methodology of the research, aiming to ensure it meets the standards of advanced academic work.
• Far from a passive or purely ceremonial event, the defence involves active engagement between the candidate and the examination committee. Questions, discussions, and debates are integral components that enrich the scholarly exchange during the defence.
• The defence serves as a platform for the candidate to demonstrate the originality of their research. Committee members assess the novelty of the contributions, ensuring that the work adds value to the existing body of knowledge.
• Beyond the content, the defence evaluates the methodological rigour of the research. Committee members assess whether the chosen methodology is appropriate, well-executed, and contributes to the validity of the findings.
• Successful completion of the defence affirms the candidate’s ability to contribute meaningfully to the academic discourse in their field. It is an endorsement of the candidate’s position as a knowledgeable and respected scholar.
• The defence process acts as a quality assurance mechanism in academia. It ensures that individuals awarded a doctoral degree have undergone a thorough and rigorous evaluation, upholding the standards of excellence in research and scholarly inquiry.
• Institutions have specific criteria and standards for awarding a PhD. The defence process aligns with these institutional and academic standards, providing a consistent and transparent mechanism for evaluating candidates.
• Successful completion of the defence is a pivotal moment that marks the transition from a doctoral candidate to a recognized scholar. It opens doors to further contributions, collaborations, and opportunities within the academic community.
• Research presented during the defence often forms the basis for future publications. The validation received in the defence enhances the credibility of the research, facilitating its dissemination and impact within the academic community.
• Beyond the academic realm, a successfully defended PhD is a key credential for professional advancement. It enhances one’s standing in the broader professional landscape, opening doors to research positions, teaching opportunities, and leadership roles.

In essence, the PhD defence is a rigorous and meaningful process that goes beyond formalities, playing a crucial role in affirming the academic merit of a candidate’s research and marking the culmination of their journey toward scholarly recognition.

Dressing for Success: PhD Defense Outfit

• For Men: A well-fitted suit in neutral colours (black, navy, grey), a collared dress shirt, a tie, and formal dress shoes.
• For Women: A tailored suit, a blouse or button-down shirt, and closed-toe dress shoes.
• Dress codes can vary based on cultural expectations. It’s advisable to be aware of any cultural nuances within the academic institution and to adapt attire accordingly.
• With the rise of virtual defenses, considerations for attire remain relevant. Even in online settings, dressing professionally contributes to a polished and serious demeanor. Virtual attire can mirror what one would wear in-person, focusing on the upper body visible on camera.
• The attire chosen for a PhD defense contributes to the first impression that a candidate makes on the examination committee. A professional and polished appearance sets a positive tone for the defense.
• Dressing appropriately reflects respect for the gravity of the occasion. It acknowledges the significance of the defense as a formal evaluation of one’s scholarly contributions.
• Wearing professional attire can contribute to a boost in confidence. When individuals feel well-dressed and put-together, it can positively impact their mindset and overall presentation.
• The PhD defense is a serious academic event, and dressing professionally fosters an atmosphere of seriousness and commitment to the scholarly process. It aligns with the respect one accords to academic traditions.
• Institutional norms may influence dress expectations. Some academic institutions may have specific guidelines regarding attire for formal events, and candidates should be aware of and adhere to these norms.
• While adhering to the formality expected in academic settings, individuals can also express their personal style within the bounds of professionalism. It’s about finding a balance between institutional expectations and personal comfort.
• Select and prepare the outfit well in advance to avoid last-minute stress. Ensure that the attire is clean, well-ironed, and in good condition.
• Accessories such as ties, scarves, or jewelry should complement the outfit. However, it’s advisable to keep accessories subtle to maintain a professional appearance.
• While dressing professionally, prioritize comfort. PhD defenses can be mentally demanding, and comfortable attire can contribute to a more confident and composed demeanor.
• Pay attention to grooming, including personal hygiene and haircare. A well-groomed appearance contributes to an overall polished look.
• Start preparation well in advance of the defense date. Know your research inside out, anticipate potential questions, and be ready to discuss the nuances of your methodology, findings, and contributions.
• Conduct mock defenses with peers, mentors, or colleagues. Mock defenses provide an opportunity to receive constructive feedback, practice responses to potential questions, and refine your presentation.
• Strike a balance between confidence and humility. Confidence in presenting your research is essential, but being open to acknowledging limitations and areas for improvement demonstrates intellectual honesty.
• Actively engage with the examination committee during the defense. Listen carefully to questions, respond thoughtfully, and view the defense as a scholarly exchange rather than a mere formality.
• Understand the expertise and backgrounds of the committee members. Tailor your presentation and responses to align with the interests and expectations of your specific audience.
• Practice time management during your presentation. Ensure that you allocate sufficient time to cover key aspects of your research, leaving ample time for questions and discussions.
• It’s normal to feel nervous, but practicing mindfulness and staying calm under pressure is crucial. Take deep breaths, maintain eye contact, and focus on delivering a clear and composed presentation.
• Have a plan for post-defense activities. Whether it’s revisions to the dissertation, publications, or future research endeavors, having a roadmap for what comes next demonstrates foresight and commitment to ongoing scholarly contributions.
• After successfully defending, individuals often emphasize the importance of taking time to reflect on the entire doctoral journey. Acknowledge personal and academic growth, celebrate achievements, and use the experience to inform future scholarly pursuits.

In summary, learning from the experiences of others who have successfully defended offers a wealth of practical wisdom. These insights, combined with thoughtful preparation and a proactive approach, contribute to a successful and fulfilling defense experience.

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The journey from a curious researcher to a recognized scholar culminates in the PhD defence—an intellectual odyssey marked by dedication, resilience, and a relentless pursuit of knowledge. As we navigate the intricacies of this pivotal event, it becomes evident that the PhD defence is far more than a ceremonial rite; it is a substantive evaluation that validates the contributions of a researcher to the academic landscape.

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• PhD Viva Voces – A Complete Guide
• Doing a PhD
• A PhD viva involves defending your thesis in an oral examination with at least two examiners.
• The aim of a PhD viva is to confirm that the work is your own , that you have a deep understanding of your project and, overall, that you are a competent researcher .
• There are no standard durations, but they usually range from one to three hours, with most lasting approximately two hours .
• There are six outcomes of a PhD viva: (1) pass without corrections (2) pass subject to minor corrections, (3) pass subject to major corrections, (4) downgrade to MPhil with no amendments, (5) downgrade to MPhil subject to amendments, (6) immediate fail.
• Almost all students who sit their viva pass it, with the most common outcome being ‘(2) – pass subject to minor corrections’.

What Is a PhD Viva?

A viva voce , more commonly referred to as ‘viva’, is an oral examination conducted at the end of your PhD and is essentially the final hurdle on the path to a doctorate. It is the period in which a student’s knowledge and work are evaluated by independent examiners.

In order to assess the student and their work around their research question, a viva sets out to determine:

• you understand the ideas and theories that you have put forward,
• you can answer questions about elements of your work that the examiners have questions about,
• you understand the broader research in your field and how your work contributes to this,
• you are aware of the limitations of your work and understand how it can be developed further,
• your work makes an original contribution, is your own and has not been plagiarised.

Note: A viva is a compulsory procedure for all PhD students, with the only exception being when a PhD is obtained through publication as opposed to the conventional route of study.

Who Will Attend a Viva?

In the UK, at least two examiners must take part in all vivas. Although you could have more than two examiners, most will not in an attempt to facilitate a smoother questioning process.

One of the two examiners will be internal, i.e. from your university, and the other will be external, i.e. from another university. Regardless, both will be knowledgeable in your research field and have read your thesis beforehand.

In addition to your two examiners, two other people may be present. The first is a chairperson. This is an individual who will be responsible for monitoring the interview and for ensuring proper conduct is followed at all times. The need for an external chairperson will vary between universities, as one of the examiners can also take on this role. The second is your supervisor, whose attendance is decided upon by you in agreement with your examiners. If your supervisor attends, they are prohibited from asking questions or from influencing the outcome of the viva.

To avoid any misunderstandings, we have summarised the above in a table:

Note: In some countries, such as in the United States, a viva is known as a ‘PhD defense’ and is performed publicly in front of a panel or board of examiners and an open audience. In these situations, the student presents their work in the form of a lecture and then faces questions from the examiners and audience which almost acts as a critical appraisal.

How Long Does a Viva Last?

Since all universities have different guidelines , and since all PhDs are unique, there are no standard durations. Typically, however, the duration ranges from one to three hours, with most lasting approximately two hours.

Your examiners will also influence the duration of your viva as some will favour a lengthy discussion, while others may not. Usually, your university will consult your examiners in advance and notify you of the likely duration closer to the day of your viva.

What Happens During a Viva?

Regardless of the subject area, all PhD vivas follow the same examination process format as below.

Introductions

You will introduce yourselves to each other, with the internal examiner normally introducing the external examiner. If an external chairperson is present, they too are introduced; otherwise, this role will be assumed by one of the examiners.

Procedure Explained

After the introductions, the appointed chair will explain the viva process. Although it should already be known to everyone, it will be repeated to ensure the viva remains on track during the forthcoming discussion.

Warm-Up Questions

The examiners will then begin the questioning process. This usually starts with a few simple opening questions, such as asking you to summarise your PhD thesis and what motivated you to carry out the research project.

In-Depth Questions

The viva questions will then naturally increase in difficulty as the examiners go further into the details of your thesis. These may include questions such as “What was the most critical decision you made when determining your research methodology ?”, “Do your findings agree with the current published work?” and “How do your findings impact existing theories or literature? ”. In addition to asking open-ended questions, they will also ask specific questions about the methodology, results and analysis on which your thesis is based.

Closing the Viva

Once the examiners are satisfied that they have thoroughly evaluated your knowledge and thesis, they will invite you to ask any questions you may have, and then bring the oral examination to a close.

What Happens After the Viva?

Once your viva has officially ended, your examiners will ask you to leave the room so that they can discuss your performance. Once a mutual agreement has been reached, which can take anywhere from 10 minutes to an hour, you will be invited back inside and informed of your outcome.

PhD Viva Outcomes

There are six possible outcomes to a viva:

• Immediate award of degree: A rare recommendation – congratulations, you are one of the few people who completely satisfied your examiners the first time around. You do not have to do anything further at this point.
• Minor amendments required: The most common recommendation – you obtain a pass on the condition that you make a number of minor amendments to your thesis, such as clarifying certain points and correcting grammatical errors. The time you have to make these changes depends on the number of them, but is usually one to six months.
• Major amendments required: A somewhat uncommon recommendation – you are requested to make major amendments to your thesis, ranging from further research to collecting more data or rewriting entire sections. Again, the time you have to complete this will depend on the number of changes required, but will usually be six months to one year. You will be awarded your degree once your amended thesis has been reviewed and accepted.
• Immediate award of MPhil: An uncommon recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree but meets the standard for an MPhil (Master of Philosophy), a lower Master’s degree.
• Amendments required for MPhil: A rare recommendation – your examiners believe your thesis does not meet the standard for a doctoral degree, but with several amendments will meet the standard for an MPhil.
• Immediate fail: A very rare recommendation – you are given an immediate fail without the ability to resubmit and without entitlement to an MPhil.

Finding a PhD has never been this easy – search for a PhD by keyword, location or academic area of interest.

What Is the Pass Rate for Vivas?

Based on an  analysis of 26,076 PhD students  who took their viva exam between 2006 and 2017, the PhD viva pass rate in the UK is 96%; of those who passed, about 80% were required to make minor amendments to their thesis. The reason for this high pass rate is that supervisors will only put their students forward for a viva once they confidently believe they are ready for it. As a result, most candidates who sit a viva are already well-versed in their PhD topic before they even start preparing for the exam.

How Do I Arrange a Viva?

Your viva will be arranged either by the examiners or by the chairperson. The viva will be arranged at least one to two months after you have submitted your thesis and will arrange a viva date and venue that is suitable for all participants.

Can I Choose My Examiners?

At most universities, you and your supervisor will choose the internal and external examiners yourselves. This is because the examiners must have extensive knowledge of the thesis topic in order to be able to examine you and, as the author of the thesis in question, who else could better determine who they might be than you and your supervisor. The internal examiner is usually quite easy to find given they will be from your institution, but the external examiner may end up being your second or third preference depending on availability.

Can I Take Notes Into a Viva?

A viva is about testing your competence, not your memory. As such, you are allowed to take notes and other supporting material in with you. However, keep in mind that your examiners will not be overly impressed if you constantly have to refer to your notes to answer each question. Because of this, many students prefer to take an annotated copy of their thesis, with important points already highlighted and key chapters marked with post-it notes.

In addition to an annotated copy of a thesis, some students also take:

• a list of questions they would like to ask the examiners,
• notes that were created during their preparation,
• a list of minor corrections they have already identified from their viva prep work.

How Do I Prepare for a PhD Viva?

There are several ways to prepare for a PhD viva, one of the most effective being a mock viva voce examination . This allows you to familiarise yourself with the type of viva questions you will be asked and identify any weak areas you need to improve. They also give you the opportunity to practise without the pressure, giving you more time to think about your answers which will help to make sure that you know your thesis inside out. However, a mock viva exam is just one of many methods available to you – some of the other viva preparation methods can be found on our “ How to Prepare for a PhD Viva ” page.

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Finland: PhD Doctoral Sword and Top Hat Graduation Outfit

Welcome to our exploration of one of the most unique traditions of academic achievement – Finland’s PhD Sword and Top Hat Graduation Outfit.

This distinctive Finnish tradition embodies a scholar’s quest for truth and knowledge, setting it apart from common academic ceremonies worldwide.

We dive into the deep significance of the doctoral sword and hat, the specific dress code, and other formalities involved in the graduation ceremony.

In this intriguing journey, we also shed light on how these practices reflect the Finnish dedication to higher education and academia, culminating in the doctoral hat, sword, and much more. Join us as we delve into the splendid world of Finnish PhD traditions.

Finland’s Doctoral Sword and Hat

Finland’s Doctoral Sword and Hat are unique symbols of academic achievement, representing a researcher’s dedication to the pursuit of truth and knowledge.

The sword, along with its scabbard, carried traditionally on the left side, becomes a precious possession, often engraved with the name and the date.

The sword, designed by Akseli Gallén-Kallela, is the only official civilian sword in Finland, reflecting a scientist’s fight for what they’ve discovered through rigorous research to be good, right, and true.

The doctor’s hat represents liberty, scholarship, and freedom of research, showcasing a clear and natural dedication to answering questions in their field.

With hat colors and emblems varying according to university and discipline, these powerful symbols mark one’s accomplishments and commitment to higher education at Finnish conferment ceremonies.

The Dress Code for a Finnish PhD

The dress code for a Finnish PhD conferment ceremony includes wearing a doctoral hat and sword, with the hat color representing the specific degree and its emblem denoting the university.

They are also often required to wear white gloves and other formal attire.

Other formal events within the festivities may require different attire, such as evening gowns and suits or cocktail dresses for men and women, but the distinctive doctoral hat and sword stand for the dress code at the core of a Finnish PhD ceremony.

Other formalities at Finish universities for a PhD graduation

It is not just about the PhD Sword and hat, there are other formalities that need to happen for the graduation. 

The events are shown below in the table:

The Hat and the Emblem Colours

It’s very important to wear the right colours and hat for the degree into which you are graduating. 

Here is a list of hat colors and emblems for various degrees at the University of Oulu:

• Doctor of Philosophy: Black Hat
• Doctor of Education: Black Hat
• Doctor of Medicine: Green Hat
• Doctor of Dentistry: Green Hat
• Doctor of Health Sciences: Black Hat
• Doctor of Science in Technology (D.Sc. (Tech.)): Specific Hat for D.Sc. (Tech.)
• Doctor of Science in Economics and Business Administration: Black Hat

Note that the exact appearance of each hat and emblem may vary depending on the university and discipline. 

Interesting side note: The Transportation of the PhD Sword in an Airplane

Because this is the ONLY cilivilian (non military) sword allowed in finland there are some special precautions you need to take if you are flying to another city. 

To transport a PhD sword on an airplane, follow these actionable steps:

• Pack the sword properly in its own transport box or package, ensuring it is secure and well-protected.
• Arrive at the airport with enough time to complete the necessary check-in procedures.
• Inform the airline staff at the check-in counter about the sword, as it must be registered and documented.
• The sword will be transported as registered luggage in the cargo hold, so make sure it adheres to the airline’s weight and size limitations.
• In the case of Finnair flights, there is no surcharge for sword transportation unless it exceeds the weight limit.
• For further information on sword transportation, consult the check-in counter at Helsinki-Vantaa airport or the representative of promovendi at your faculty if necessary.

Remember that sharp-edged items like swords must always be placed in checked luggage and are not allowed in the cabin.

Wrapping up – Finlands PhD sword and Hat

We’ve journeyed through Finland’s exceptional doctoral graduation customs, exploring the profound symbolism of the doctoral sword and hat, the stringent dress code, and the multitude of other traditions involved in the ceremony.

The doctoral sword, Finland’s only officially certified civilian sword, is an enduring symbol of a scientist’s relentless fight for truth and goodness, born of rigorous research. The doctoral hat, varying in color and emblem according to university and faculty, signifies liberty, scholarship, and the freedom of research.

These customs, unique to Finland, have their roots in the country’s commitment to academia and higher education, manifesting most prominently in conferment ceremonies at universities like Helsinki and Oulu.

Graduation becomes a transformative process, involving meticulous preparation, from ensuring the correct emblem on your hat to the safe transportation of your sword.

All these intricate customs and traditions symbolise the doctoral journey’s depth, contributing to an unforgettable ceremony, a testament to the rigorous research and determination of Finland’s academic fraternity. Through this journey, we hope you’ve gained a unique insight into the world of Finnish PhD graduations, their customs, and the profound symbolism they carry.

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

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Conferment of doctoral degrees

The ceremonial conferment of doctoral degrees is the highest and most prestigious academic celebration and a tradition that spans several centuries. “Promootio”, the Finnish word for the conferment, comes from the Latin verb “promovere”, which means promotion, advancement, and elevation.

The purpose of the conferment ceremony is to highlight the value of and respect for research and education. It is also a unique way to celebrate academic achievements. The conferment celebrations consist of several events that will extend across three days.

At the conferment ceremony, the doctors are presented with a doctoral hat as a symbol of academic freedom and – except for Doctors of Science in Technology or Architecture – the doctoral sword. The promovendi purchase their hats and swords by themselves. Please follow the instructions and don't hesitate to ask the conferment committee for advice before making any purchases.

Tampere University’s next conferment of doctoral degrees will take place on 6–8 June 2025. Please join our alumni network to keep posted!

Go back to the atmosphere of the conferment of doctoral degrees 2022 by watching the video:

Defending Your Dissertation: A Guide

Written by Luke Wink-Moran | Photo by insta_photos

Dissertation defenses are daunting, and no wonder; it’s not a “dissertation discussion,” or a “dissertation dialogue.” The name alone implies that the dissertation you’ve spent the last x number of years working on is subject to attack. And if you don’t feel trepidation for semantic reasons, you might be nervous because you don’t know what to expect. Our imaginations are great at making The Unknown scarier than reality. The good news is that you’ll find in this newsletter article experts who can shed light on what dissertations defenses are really like, and what you can do to prepare for them.

The first thing you should know is that your defense has already begun. It started the minute you began working on your dissertation— maybe even in some of the classes you took beforehand that helped you formulate your ideas. This, according to Dr. Celeste Atkins, is why it’s so important to identify a good mentor early in graduate school.

“To me,” noted Dr. Atkins, who wrote her dissertation on how sociology faculty from traditionally marginalized backgrounds teach about privilege and inequality, “the most important part of the doctoral journey was finding an advisor who understood and supported what I wanted from my education and who was willing to challenge me and push me, while not delaying me.  I would encourage future PhDs to really take the time to get to know the faculty before choosing an advisor and to make sure that the members of their committee work well together.”

Your advisor will be the one who helps you refine arguments and strengthen your work so that by the time it reaches your dissertation committee, it’s ready. Next comes the writing process, which many students have said was the hardest part of their PhD. I’ve included this section on the writing process because this is where you’ll create all the material you’ll present during your defense, so it’s important to navigate it successfully. The writing process is intellectually grueling, it eats time and energy, and it’s where many students find themselves paddling frantically to avoid languishing in the “All-But-Dissertation” doldrums. The writing process is also likely to encroach on other parts of your life. For instance, Dr. Cynthia Trejo wrote her dissertation on college preparation for Latin American students while caring for a twelve-year-old, two adult children, and her aging parents—in the middle of a pandemic. When I asked Dr. Trejo how she did this, she replied:

“I don’t take the privilege of education for granted. My son knew I got up at 4:00 a.m. every morning, even on weekends, even on holidays; and it’s a blessing that he’s seen that work ethic and that dedication and the end result.”

Importantly, Dr. Trejo also exercised regularly and joined several online writing groups at UArizona. She mobilized her support network— her partner, parents, and even friends from high school to help care for her son.

The challenges you face during the writing process can vary by discipline. Jessika Iwanski is an MD/PhD student who in 2022 defended her dissertation on genetic mutations in sarcomeric proteins that lead to severe, neonatal dilated cardiomyopathy. She described her writing experience as “an intricate process of balancing many things at once with a deadline (defense day) that seems to be creeping up faster and faster— finishing up experiments, drafting the dissertation, preparing your presentation, filling out all the necessary documents for your defense and also, for MD/PhD students, beginning to reintegrate into the clinical world (reviewing your clinical knowledge and skill sets)!”

But no matter what your unique challenges are, writing a dissertation can take a toll on your mental health. Almost every student I spoke with said they saw a therapist and found their sessions enormously helpful. They also looked to the people in their lives for support. Dr. Betsy Labiner, who wrote her dissertation on Interiority, Truth, and Violence in Early Modern Drama, recommended, “Keep your loved ones close! This is so hard – the dissertation lends itself to isolation, especially in the final stages. Plus, a huge number of your family and friends simply won’t understand what you’re going through. But they love you and want to help and are great for getting you out of your head and into a space where you can enjoy life even when you feel like your dissertation is a flaming heap of trash.”

While you might sometimes feel like your dissertation is a flaming heap of trash, remember: a) no it’s not, you brilliant scholar, and b) the best dissertations aren’t necessarily perfect dissertations. According to Dr. Trejo, “The best dissertation is a done dissertation.” So don’t get hung up on perfecting every detail of your work. Think of your dissertation as a long-form assignment that you need to finish in order to move onto the next stage of your career. Many students continue revising after graduation and submit their work for publication or other professional objectives.

When you do finish writing your dissertation, it’s time to schedule your defense and invite friends and family to the part of the exam that’s open to the public. When that moment comes, how do you prepare to present your work and field questions about it?

“I reread my dissertation in full in one sitting,” said Dr. Labiner. “During all my time writing it, I’d never read more than one complete chapter at a time! It was a huge confidence boost to read my work in full and realize that I had produced a compelling, engaging, original argument.”

There are many other ways to prepare: create presentation slides and practice presenting them to friends or alone; think of questions you might be asked and answer them; think about what you want to wear or where you might want to sit (if you’re presenting on Zoom) that might give you a confidence boost. Iwanksi practiced presenting with her mentor and reviewed current papers to anticipate what questions her committee might ask.  If you want to really get in the zone, you can emulate Dr. Labiner and do a full dress rehearsal on Zoom the day before your defense.

But no matter what you do, you’ll still be nervous:

“I had a sense of the logistics, the timing, and so on, but I didn’t really have clear expectations outside of the structure. It was a sort of nebulous three hours in which I expected to be nauseatingly terrified,” recalled Dr. Labiner.

“I expected it to be terrifying, with lots of difficult questions and constructive criticism/comments given,” agreed Iwanski.

“I expected it to be very scary,” said Dr. Trejo.

“I expected it to be like I was on trial, and I’d have to defend myself and prove I deserved a PhD,” said Dr Atkins.

And, eventually, inexorably, it will be time to present.  

“It was actually very enjoyable” said Iwanski. “It was more of a celebration of years of work put into this project—not only by me but by my mentor, colleagues, lab members and collaborators! I felt very supported by all my committee members and, rather than it being a rapid fire of questions, it was more of a scientific discussion amongst colleagues who are passionate about heart disease and muscle biology.”

“I was anxious right when I logged on to the Zoom call for it,” said Dr. Labiner, “but I was blown away by the number of family and friends that showed up to support me. I had invited a lot of people who I didn’t at all think would come, but every single person I invited was there! Having about 40 guests – many of them joining from different states and several from different countries! – made me feel so loved and celebrated that my nerves were steadied very quickly. It also helped me go into ‘teaching mode’ about my work, so it felt like getting to lead a seminar on my most favorite literature.”

“In reality, my dissertation defense was similar to presenting at an academic conference,” said Dr. Atkins. “I went over my research in a practiced and organized way, and I fielded questions from the audience.

“It was a celebration and an important benchmark for me,” said Dr. Trejo. “It was a pretty happy day. Like the punctuation at the end of your sentence: this sentence is done; this journey is done. You can start the next sentence.”

If you want to learn more about dissertations in your own discipline, don’t hesitate to reach out to graduates from your program and ask them about their experiences. If you’d like to avail yourself of some of the resources that helped students in this article while they wrote and defended their dissertations, check out these links:

The Graduate Writing Lab

https://thinktank.arizona.edu/writing-center/graduate-writing-lab

The Writing Skills Improvement Program

https://wsip.arizona.edu

Campus Health Counseling and Psych Services

https://caps.arizona.edu

https://www.scribbr.com/

For Ph.D. students, virtual defenses brought together friends and family across the globe

May is a busy month for many Princeton graduate students as they defend their dissertations or hold final public orals as last steps in years of work toward a Ph.D. As doctoral candidates were preparing for this rite of passage this spring, they suddenly had to make plans to conduct their defenses virtually, when Princeton moved to online instruction on March 23 due to the COVID-19 pandemic. 

Below, five students who have just received their doctorates describe that milestone moment.   

Hannah Rubinton (middle at top) defended her dissertation in economics — and then celebrated — over Zoom from St. Louis.

Theresa Andrasfay

Date: May 7, 2020

Title of dissertation: “ Health Across the Life Course"

Department: Office of Population Research

Degree received: Ph.D. in Demography (Population Studies)

Adviser: Noreen Goldman

The actual defense wasn’t too different from what I would have done on campus. I still got dressed up in a suit (albeit with slippers instead of uncomfortable flats), gave a slideshow overview of my dissertation, and answered a series of questions from my committee.

After the defense, the usual tradition is to invite all the professors, staff and students from the whole department to gather outside of the conference room for cake and a toast to the new Ph.D. I tried to recreate that experience at home by having a prosecco toast with my husband and baking cupcakes, but it felt a bit anticlimactic. Perhaps getting dressed up in the cap and gown and walking across my living room during the virtual hooding ceremony will feel more momentous [the virtual Hooding ceremony was held on May 29]. Even though it is disappointing to miss out on the usual milestones, I am sure I will never forget this experience of finishing my Ph.D. during this period of social distancing.

Megan Emmanuel

Date: May 8, 2020

Title of Dissertation: “New Biocatalytic Methods for Selective Radical Reactions”

Department: Chemistry

Degree Received: Ph.D. in Chemistry

Adviser: Todd Hyster

I always had mixed feelings about giving an in-person FPO (final public oral). I was excited for all that it represented as a rite of passage, but I also had some public speaking anxiety, so I was happy to give my talk from the comfort of my bedroom in my cozy slippers!

The virtual FPO also allowed me to share the moment with my family, which would have been almost impossible otherwise as an international student. My parents have been a huge source of support, so it meant a lot to us to be able to have this collective experience.

I’m in the first graduating class of Professor Todd Hyster’s lab, so we didn’t have any post-FPO traditions. My adviser sent champagne to the defending students, and the entire lab celebrated with a Zoom karaoke party, which I hope becomes the new tradition. The tremendous sense of community and family in my lab had been at the forefront of my entire Princeton career and definitely made the end of my time very special.

Orlando Reade

Date: May 13, 2020

Title of dissertation: “Being a Lover of the World: Lyric Poetry and Political Disaffection After the English Civil War”

Department: English

Degree received: Ph.D. in English

Advisers: Bradin Cormack, Nigel Smith, Susan Stewart

The dissertation defense was a very happy event for me. Although I was sad not to return to Princeton, it being virtual meant I was able to invite friends and family who otherwise would not have been able to attend. It felt like a chance to make a bridge between my work in Princeton and my home in England. I did the exam in the sitting room of my house in London. I wore a floral tie that belonged to my friend George Pitcher, a retired Princeton professor who died in 2018.

I placed my laptop on a stack of books by thinkers who have inspired me. They were my totems as I presented my project.

The professors were all very warm and kind in their responses. In a period of isolation, the event was a welcome moment of virtual being together. I celebrated the next weekend with a Zoom dance party.

Hannah Rubinton

Date: May 1, 2020 Title of dissertation:  “Essays on Spatial and Macroeconomics" Department: Economics Degree received: Ph.D. in Economics Adviser: Richard Rogerson 

I defended from our new home in St. Louis, Missouri, which we had bought before the pandemic. We decided to move early once everything in New Jersey shut down. Only the morning of the defense did I realize that the 10 a.m. start time in Princeton would mean 9 a.m. for me and 7 a.m. for my poor adviser in Arizona.

Fortunately, everyone made it out of bed. Even a few friends from my cohort joined the Zoom call, and they were able to distract me while the professors were deliberating in their ‘breakout room’ for what felt like a long time. I almost didn’t hear my adviser telling me I passed over my 3 year-old questioning me about why Rapunzel has magic hair.

St. Louis is my hometown so later that evening my parents came over, and we had a celebratory Zoom call with the whole family. I’m disappointed that we [were not able] to participate in Reunions and Hooding this year. The silver lining: I won’t be 8 months pregnant, so I expect reunions to be a lot more fun when we attend next year.

Prashanth S. Venkataram

Date: May 1, 2020

Title of dissertation: “Scattering Theory in Fluctuational Electromagnetics at the Nanoscale: From Numerical Methods to Fundamental Limits”

Department : Electrical Engineering

Degree received : Ph.D. in Electrical Engineering

Adviser : Alejandro Rodriguez

It takes a village to raise a child, and to shape a Ph.D. graduate too.

In this context, there was a significant silver lining through conducting the final public oral, or FPO, remotely: I was able to have relatives from across North America and India, other friends across the U.S. and Asia, and collaborators from Europe all join my presentation, with everyone sharing the same experience (and for many of them, this was their first time seeing a Ph.D. defense).

It was wonderful to have the presence of so many people who have meant so much to me and my family. Later, I got to talk more with relatives, and that evening and the following two days, my parents and I met with several longtime family friends in the area — individually and at an appropriate physical distance — to share in the joy. It wasn't what I planned or hoped for, but I'll take it!

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Defending propositions : introduction

Propositions.

In the Netherlands, along with your thesis you defend a few – let’s say 10 – propositions. Propositions are statements that are “opposable and defendable” and cover a number of topics. The first few are usually about the topic of your thesis, but the others can cover pretty much any topic. These last few propositions are usually the most interesting, as they resonate with everybody – not just people who are acquainted with your research topic. It is a way to show your personality, by voicing your concerns about a particular topic, or even by slipping in a bit of humor. But apart from being a creative outlet, propositions are also rumored to be difficult to write. In this series of posts I share my experiences with writing propositions, which might give you some inspiration for writing yours.

My propositions

To get started, I present to you my propositions:

As you can see, propositions 1-4 are about my thesis and pattern recognition in general. Propositions 5-10 are about other topics, but most relate to doing research. It is these propositions that were the most difficult to come up with, but most rewarding to refine into their final form. In the upcoming posts, I plan to share more about a few of these propositions. I will also write about the brainstorming process that I went through, and what I think about this tradition now that it’s all behind me.

While I’m getting the other posts in this series ready, please let me know what you think about propositions. Is it a good tradition? Does it add something to the PhD defense or is it a waste of time? If you are are doing a PhD in the Netherlands, are you thinking about what your propositions might be?

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2 thoughts on “Defending propositions : introduction”

I really dont understand the point of them. I had to actually google what propositions even are after reading that they are optional in the thesis! I wouldn’t know where to start with them.

I found it to be a useful exercise on how to apply scientific reasoning outside of one’s direct field of study. AFAIK they are optional at some universities, but at least in Delft they used to be compulsory.

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Defending a phd thesis on zoom.

Luisa Angeles (left) in the lab in 2019 with her PhD adviser, UB chemistry professor Diana Aga. Photo: Meredith Forrest Kulwicki

By CHARLOTTE HSU

Published May 11, 2020

In UB chemistry professor Diana Aga’s lab, students sign a laboratory freezer after a successful PhD defense. Luisa Angeles wasn’t able to take part in this tradition on the day of her defense on April 21, but she was able to add her name in early May when she returned her keys to the lab. Photo: RJ Mendoza

Like so much else in life, a rite of passage for doctoral students has gone virtual during COVID-19: the PhD defense, in which students present their research and field questions from faculty before receiving a degree.

You enter this event as a student. You leave as a newly minted PhD.

For Luisa Angeles in the Department of Chemistry, this milestone took place on the afternoon of April 21. It happened on Zoom.

On the bright side, her parents and siblings in Asia got to attend, logging in at 1 a.m. in the Philippines. On a less cheerful note, the celebration afterward just wasn’t the same as it would have been in person, despite a virtual toast.

As far as everything in between — the actual defense — the experience was a little strange, but it went pretty smoothly, Angeles says.

“I’m really happy,” she says. “It’s one thing that makes me feel really good, that I was able to finish everything. I had to defend my thesis before I can start a job — even with the pandemic going on.”

Tips to conquer a Zoom defense

Angeles was the first student in the UB chemistry department to defend a PhD online during the pandemic.

When she learned in March that she would need to defend virtually, “I really wanted to push through with it,” she says. “I thought it would be agony, waiting to see if the social distancing rules would change.”

For her dissertation research, she developed lab techniques for detecting chemicals such as antibiotics, pesticides and industrial compounds in the environment. She also put those analytical methods to work identifying pollutants found in waterways such as rivers and lakes, and in water released from wastewater treatment plants.

Some tips from Angeles on prepping for a virtual defense:

• Practice — virtually! Angeles’ defense included a 45-minute presentation, followed by a Q&A. She practiced in person with her husband, but she also did a virtual run-through. “I did a practice with other lab members via Zoom,” Angeles says. “I did the actual presentation, and afterward, they were asking questions. It made me comfortable doing the actual Zoom defense.”
• Get familiar with the technology. Angeles says her department laid out some helpful recommendations for online defenses, such as assigning a member of the PhD candidate’s thesis committee to serve as meeting host — a role that Angeles’ adviser filled. Before the defense, Angeles and her adviser worked together to test functions like screen-sharing and breakout rooms for private conversations. 
• Dress up and find a quiet spot. “Try to dress up the same way you would dress up in a normal defense, and find a nice area in the house where it’s well-lit and quiet, where you would be able to focus,” Angeles says. Doing so gave her confidence and underscored the importance of the event.

Before the defense, “I was still nervous in the same way I was nervous if it was going to be in-person,” Angeles says. “I really appreciate the support of everyone that helped me because it’s really a difficult time to do a defense because there’s a lot of stress and anxiety.”

With her time at UB complete, Angeles will soon head to North Carolina, where she has landed a job as a chemist with a company that specializes in analytical chemistry. The job interview took place on Zoom, and a tour of the firm’s labs on FaceTime.

A screenshot shows Luisa Angeles (second user from left) conducting her PhD defense via Zoom as UB faculty members and her parents (sitting together in the far right screen) watch. Image: Diana Aga

A screenshot shows friends, family, mentors and colleagues toasting Luisa Angeles on Zoom after her successful PhD defense. Image: Diana Aga

The many emotions of a virtual defense

The end of the PhD journey counts as a joyful moment at a time when so much else is grim.

Both Angeles and her adviser, chemistry professor Diana Aga, say the best part of the Zoom defense was that it allowed Angeles’ family in the Philippines to attend. This included Angeles’ parents, whose plans to travel to Buffalo were canceled due to the pandemic, and Angeles’ three siblings, who wouldn’t otherwise have been able to join.

“It was actually a bit emotional at the end when Luisa’s parents gave a congratulatory message to their daughter,” says Aga, Henry M. Woodburn Professor of Chemistry in the College of Arts and Sciences. “The parents were choking back tears when they spoke. Her younger sister, who is in college in the Philippines, also attended virtually. Incidentally, she is also a chemistry undergraduate student, so now she has a good idea of what to expect in a PhD defense.”

The defense brought people together in a special way. A faculty member who recently had a baby was able to attend without leaving home. A former graduate student who mentored Angeles logged in from Luxembourg, where he’s doing postdoctoral research.

Somehow, though, the worst part about defending on Zoom was not being able to truly celebrate together, Aga and Angeles say.

Before the pandemic, Aga’s team would mark a successful defense with a series of traditions. Friends and colleagues would gather, and the student who just defended would add their name to the door of a laboratory freezer holding the signatures of a long line of past graduates. Though Angeles was able to sign in early May, when she stopped by campus to return keys to Aga, the ritual was a quiet one. Only Angeles, her husband and Aga were present.

Following past defenses, “My students would also give a present and a card to the successful graduate, say congratulatory words and take pictures,” Aga says. “We miss all of these.”

“It’s just happier, more fun, when you’re all together,” Angeles says. “Usually after the defense, we would share food and celebrate together. Just being together after a happy event, I think. That’s what I missed.”

Instead, following Angeles’ defense, participants gave a virtual toast. Together, but also apart, they raised a glass on Zoom. From the U.S., from the Philippines, from Luxembourg, they cheered Angeles on and wished her well in the next phase of her life.

The day of the PhD defence

PhD defence ceremonies at the Erasmus University Rotterdam take place at the following locations and days:

Two paranymphs must be present at the PhD ceremony to accompany the doctoral candidate. These can be colleagues, friends or family members. This is strictly a ceremonial function. They may, however, be asked to read out a proposition.

The Waiting Room (Zweetkamertje)

About half an hour before the PhD ceremony, the doctoral candidate and the paranymphs are expected in the "waiting room".

It is tradition to place your signature in the waiting room prior to the ceremony. Markers are available at both locations. From the sweat room, you and your paranymphs will be escorted to the hall by the Beadle.

Due to the solemn nature of the ceremony, children under the age of 6 are not allowed during the first part of the ceremony. If you choose to do so, we recommend that they are only allowed into the room during the second part of the ceremony.

PhD defence ceremony

The Beadle will pick you and your paranymphs up and escort you to the hall. There you will wait until the doctoral committee takes its seat. As soon as the doors close, the Chairman opens the ceremony and invites you to give an introduction. This introduction, also called laymen's talk, is mainly intended to make clear to the audience what the dissertation is about. The laymen's talk can be no more than 15 minutes long. You are asked to tell what has been researched, why the research has been carried out and what results the research has yielded.

This is followed by questioning by the committee. This takes 45 minutes. The order is generally: external committee members, internal committee members, supervisors and co-supervisors.

After the 45 minutes of questioning, the beadle enters the room and shouts 'HORA EST'. The person who is speaking must then stop. The chairman suspends the meeting and the committee withdraws for deliberation. When the committee returns, the meeting is reopened and the doctoral candidate receives his/her degree, followed by a 'laudatio', after which the meeting is closed.

Accompanied by the Beadle, the Committee leaves the room first. Subsequently, the doctoral candidate - possibly with his or her partner - and his or her assistants are escorted out of the hall to the reception area. The Doctoral Committee is the first to congratulate them there..

ADDRESSES DURING THE CEREMONY

Hora Finita

For promovendi at Erasmus University Rotterdam and Erasmus MC

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Defence ceremony

When you have finished your dissertation, it is time to prepare for the defence procedure.

You and your supervisor need to take several steps in  LUCRIS GSM  before the ceremony. Manuals and instructions can be found  here . For more information and questions about the preparation for the PhD defence, please contact the secretariat of your institute .

Read more about practical matters concerning the defence ceremony.

A PhD defence is always both an official and a festive occasion. Leiden University has two locations where defences can be held: the Great Auditorium and the Senate Room.

The Great Auditorium is the most suitable location for a large audience. The Senate Room is a more intimate venue. In the videos below an explanation is given about the guidelines and procedures in both rooms, to give you an idea of how the defence ceremony at Leiden University goes.

PhD Defence in the Great Auditorium

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PhD Defense in the Senate Room

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Hints for PhD Defenses

At Columbia, PhD defenses are generally not public, although CS usually allows a student audience. Defenses consist of four parts: first, the candidate introduces themselves, then presents a summary of their work, interrupted and followed by questions from the committee. Finally, the committee meets in private to discuss the presentation and dissertation.

While most of the committee will have read most of your thesis, you cannot assume that everyone has read every chapter.

The committee needs to be able to assess impact and depth. Usually, the committee has some idea of this before the defense, but whatever the student can say to make this assessment easier, perhaps just through emphasis, is likely to make the defense go much more smoothly.

Generally, the whole defense will not take more than two hours, but should take considerably less time. Part of the challenge of a defense is to convince the committee that you can summarize the important points of your work in a very limited time.

• What is the problem you are studying?
• Why is it important ?
• What results have you achieved?
• Some committee members will want to know if the works has been published and where and how it was received. For example, if you have written software, indicate where it is being used, either for follow-on work or in some production or test environment.
• Have a list of your thesis-related publications as a slide. Indicate any awards that a paper may have received. For most people, it's easier to list some honor than "brag" about it in person.
• If you have presented your work in a conference or at job talks, be sure to anticipate and address the most common questions asked there.
• The committee should be handed a copy of your slides.
• Be prepared to briefly summarize your background (undergraduate degree, how long at the university, etc.)
• No more than 30 slides, plus "back up" slides with additional material in case of questions. The most effective way of making your committee members mad is to come unprepared with a stack of 80 slides and then madly skip through them.
• Number your slides, particularly if one of your committee members is linked in via speakerphone. Consider using some kind of remote presentation software.
• List your contributions early.
• When presenting your contributions, be sure to use "I" and not "we" so that the committee will know what aspects of the work where yours, and which were group projects.
• Keep discussions of related work very brief, but be prepared to answer questions of the "how does this differ from so-and-so's work" succinctly.
• You will not be asked to prove results again.
• Be prepared to back up any comparative statement with facts, in particular statements like "works better", "faster", "scalable" or "optimal". If you are presenting a protocol, how do you know that it works correctly?
• If you have multiple parts in your dissertation, consult with the committee ahead of time as to whether it makes sense to omit some of them for the presentation.

Hints for Dissertations

• It is better to focus deeply on a single area then to work on several topics, each of which is pursued to a moderate depth.
• Systems work must be coupled with implementation and some kind of numerical comparitive analysis to demonstrate the improvements from existing or alternate approaches.
• Your thesis needs a one page executive summary that a layperson should be able to understand. Test: give it to a relative of yours that does not have an engineering degree...

Miscellaneous Hints

• You are likely only to defend a PhD thesis only once; your defense is a special occasion, so consider dressing appropriately, at least business casual, but a suit is not inappropriate.
• It is customary to provide refreshments for the audience, such as coffee, bagels, cookies and fruit, depending on the time of day.

The Role of PhD Committee Members

• Committee members (should) read the draft thesis (and provide feedback). Obviously, students appreciate an in-depth reading, but it is common for committee members to focus on chapters closest to their expertise. Reading depths varies - some provide line edits, others just suggest larger issues that should be addressed ("Your related work section in Chapter 10 is a bit sparse and ends in 2005."). While this is probably not the place to suggest "do another year of research", filling in gaps is ok and I'd rather postpone a defense by a month if needed. Before the committee gets the thesis, I've done a first or sometimes second reading, but the whole point of the committee is to keep the advisor honest (and complement his or her knowledge or taste).
• Committee members attend the PhD defense, usually in person. Typically, this lasts about 90 minutes. Take notes on any editorial improvements (e.g., "make clear that the throughput graph is measured in gallons/minute"). Vote on the outcome and sign the form.
• If the student is given a set of changes to implement, the advisor asks students to detail on how they implemented the changes, similar to how an author may respond to reviewer comments for a journal. The committee informally signs off, or not, on these changes. There is no need to re-read the thesis.

Checklist for Dissertation

• Spell check;
• Check for missing chapter or figure references;
• Section, Chapter, Figure are capitalized;
• All references converted from [1][2][3] to [1,2,3];
• Consistent capitalization in captions;
• Verify expansion of all abbreviations at first instance;
• Avoid "tremendous", "huge" and other similar adjectives;
• End to end -> end-to-end;
• Check references for capitalization of abbreviations and missing data such as page numbers.

(Contributions by Ed Coffman, Jonathan Rosenberg and Sal Stolfo.)

Translations: Polish

Guidelines for conducting the public defence

Adopted by the rector on behalf of the university board 17 January 2017.

The PhD examination and the public defence marks the end of a research education. It is also an expression of the university's role as a research institution. The university therefore places emphasis on conducting the public defence in a solemn manner. This is done through the following elements:

Choice of venue

The institute / research group books a venue which has enough room for a public audience for the trial lectures and the public defence. Flowers on the podium marks the occasion. These are given to the doctoral candidate as a greeting from the academic community. 

Formal attire is expected by both the doctoral candidate and the members of the assessment committee. The chair of the public defence, the dean or his/her proxy, wears the dean's robe at the public defence.

Chair of the public defence

The chair of the public defence instructs the doctoral candidate and the members of the assessment committee on the procedures and their roles during the trial lecture(s) and the public defence. The chair may decide to deviate from the general procedures in special cases. In agreement with the opponents, the chair decides the timeframe for their presentations.

At the public defence, the audience should have taken a seat and rise when the doctoral candidate and the rest of the procession enter the room. The faculty determines the order of the procession. The members of the committee sit in reserved seats on the first row. The chair of the public defence takes place in front of the podium, facing the audience where the room allows for this.

If the public defence is divided into two sessions, the first session ends with a procession out of the room in reverse order compared to the opening procession, and the second session begins with a procession in the same order as the opening procession.

The chair of the public defence, in consultation with the candidate and the members of the assessment committee, decides whether to leave the room in procession at the end of the public defence.

The faculty decides whether there should be a procession at the trial lecture(s) as well.

Conducting the public defence

The chair opens the public defence with a short formal introduction of the doctoral candidate and gives a brief account of the thesis and the evaluation of the thesis and the trial lecture(s). The chair also announces at what time any opponents ex auditorio should sign up. The chair decides whether there will be a break during the public defence.

Then, the candidate explains the purpose and results of the scientific study. The faculty may decide that the first opponent shall explain this instead of the candidate.

The first opponent opens the discussion, and the candidate is given the opportunity to defend the thesis. The audience shall be given the opportunity to oppose ex auditorio. The faculty decides whether this is done before or after the second opponent. The chair may also allow for short questions from the audience and answers from the candidate.

The chair should intervene if opponents significantly exceed the timeframe or do not allow the candidate to respond, if someone uses language clearly exceeding reasonable academic traditions, or if the audience disturbs the public defence.

When the opposition is concluded, the candidate is given a short opportunity to thank the opponents for the discussion and to thank the university for being admitted to the doctoral examination. Then, the chair declares the public defence for ended, traditionally with a standard wording such as: "The Act has ended" / "This concludes the dispute ceremony" / "Disputatio peracta est" and announces that the committee's recommendation will be sent to the faculty.

The chair ensures that the members of the committee sign the necessary documents and that these, together with information on any opponents ex auditorio, are delivered to the faculty.

Celebration after the public defence

It is optional for the doctoral candidate to arrange a dinner or social gathering after the public defence, where the chair of the public defence, the members of the assessment committee, supervisor(s) as well as the head of department are invited. The candidate may also invite family and friends. If there are speeches, they are commonly held in this order: the candidate, the chair of the public defence or his/her proxy, the third member of the assessment committee and the supervisor(s).

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• PhD Defense

Preparing for a PhD Defense

Table of contents, preparing to start, nominate a faculty member to serve as chair for your defense, selecting a defense date, international students and work visas, registration categories for defense, dissertation writing and guidelines, preparing your dissertation for defense, registering your dissertation for the final oral exam, know the rituals.

• Use PowerPoint

Public Lecture

Dress Professionally

Items to Bring to the Defense

The Closed Examination

Address Questions with Confidence

Student Status

Final corrected copies of the dissertation, publishing your final dissertation, binding your final dissertation, before defense.

Before you can start your thesis you must:

• Complete all courses, exams, and research requirements
• Meet with your advisory committee to ensure that everyone agrees that the work is ready to defend
• Decide on a date for the defense
• Inform your graduate administrator that you have started the process to prepare for your defense

A chair is appointed for each PhD oral defense to monitor and promote fairness and rigor in the conduct of the defense. To help eliminate pre-established judgments on the candidate’s work, the chair should be from a different program/department than the student. For more information about chair responsibilities, read the instructions for the chair .

You must identify a faculty member to serve as chair for your defense. The chair must be:

• A current full-time faculty member at assistant professor rank or higher
• Outside the department offering the degree program, or outside your advisor's department (interdisciplinary degree programs only)
• Someone who has not had prior involvement in your research

The selection of the chair is subject to the approval of the department/program, th Arts, Sciences and Engineering dean of graduate education and postdoctoral affairs, and the University dean of graduate studies.

The chair must be physically present during the entire defense, including the public oral presentation (if applicable) and the questioning session. The chair is welcome to read and comment on the dissertation and/or the defense presentation, but this is not required. The chair does not need to be an expert in your research area.

It is your responsibility to get a copy of the final dissertation to the chair at least one week prior to the defense.

You should begin scheduling the actual defense date three months in advance to ensure that your advisor, committee members, and chair are able to be present and that rooms are available on the date and time selected.  

Defenses can be held on any day the University’s Graduate Studies Office is open (not weekends, evenings, holidays, or the days between Christmas and New Year’s). Check the  academic calendar  for important dates and deadlines.

Use the  PhD calendar  to determine the deadline dates for getting your paperwork to the Office of Graduate Education and Postdoctoral Affairs and department committee.

When all committee members and your chair agree to a specific date and time for the defense, inform your graduate administrator as soon as you possibly can, but no later than six weeks prior to your defense date . Your graduate administrator will advise you of any program-specific requirements for the defense as well as work with you to prepare for your thesis defense. They will also help you determine who will schedule the room for your thesis defense.

You should provide your committee members at least two weeks to read and comment on your dissertation before the date you need to register your dissertation.

Participating Via Video Conferencing

While you, your advisor, and the chair must all be physically present in the room for the defense, other committee members are allowed to participate in the defense remotely via Skype or other video conferencing technology so long as all committee members agree to the arrangement. This must also be approved by the AS&E dean of graduate education and postdoctoral affairs and the University dean of graduate studies before the dissertation is registered for defense.

Someone other than you and your committee must handle the IT setup and be on standby for any problems. If anyone involved finds that remote participation is interfering with the defense, he or she can request that the defense be rescheduled.

We strongly recommend that international students meet with an  International Services Office (ISO)  representative as soon as permission to start writing is granted. The ISO will provide information on visa options, documentation, and timelines for applying for a visa for employment in the United States.

You will register for one of the following categories while preparing your defense:

• 999: Dissertation —Indicates the PhD student has completed all of the requirements for the degree except the dissertation and is in residence as a full-time student
• 995 : Continuation of Enrollment —Indicates the PhD student has completed all of the requirements for the degree except the dissertation and is not in residence as a full-time student

See the registration page for more information about these categories.

The Preparing Your Doctoral Dissertation manual is a great resource to help you bring your dissertation up to the required standard of organization, appearance, and format for the University of Rochester. Before preparing the defense copy of your dissertation, check the contents of the manual carefully to help avoid mistakes that can be time-consuming and costly to correct.

Before beginning your dissertation, you should consult with your advisor for your department or program’s preferred style guide (APA, MLA, Chicago).

Including material produced by other authors in your dissertation can serve a legitimate research purpose, but you want to avoid copyright infringement in the process. For detailed instructions on avoiding copyright infringement, please see ProQuest’s  Copyright Guide .

The University requires that you provide copies of the dissertation to your committee members and exam chair. You should check with your committee members to see if they prefer printed or electronic copies (or both). Printed copies do not need to be printed on heavyweight, expensive paper unless there is the need to do so for figures and images. 

Printing and binding a dissertation can be expensive. You can use the Copy Center or FedEx Office to print and bind your dissertation.

In order to register your dissertation, you or your graduate administrator will need to create a record on the Graduate Studies PhD Completion website . This record will include:

• Degree information
• Past degrees
• Contact information
• The defense version of your dissertation as a PDF
• Other relevant documents

The version of your dissertation attached to your online record is considered the registration copy.

When your PhD completion record is finalized, committee members will receive emails with links to access your record and approve your dissertation to progress to defense. You’ll need to provide copies of the dissertation identical to the registration copy to all members of your committee, including the chair, at least two weeks before the record is finalized. Everyone but the chair is required to comment or sign off on the dissertation before it is submitted.

There may be deadlines for registering your dissertation specific to your program. Consult with your graduate administrator to ascertain those deadlines and follow them carefully.

After all committee members have provided their approval, your thesis will be reviewed by your faculty director/department chair, the AS&E dean of graduate education and postdoctoral affairs, and the office of the University dean of graduate studies. When all of these officials have approved your committee and dissertation for defense, your dissertation is considered registered. You will be able to track these approvals in your online record and will receive a confirmation email when approvals are complete.

The GEPA Office and the AS&E dean of graduate education and postdoctoral affairs, as well as the University Graduate Studies Office, may make corrections to the PDF of your dissertation. This annotated copy of your dissertation, along with the original version, will be stored in the PhD completion website. You are not allow to distribute updated versions of your dissertation prior to the defense, but be sure to incorporate any corrections before uploading your final dissertation to ProQuest®. 

After the defense, if the committee has required major revisions to be approved by one or more of its members, it is your responsibility to provide them with the corrected final version for their approval.  They will be asked to submit written confirmation of that approval to the University Graduate Studies Office. Failure to do so could delay conferral of your degree.

After the defense, you will receive additional instructions by email for completion of all PhD degree requirements.

It is important to walk into the defense knowing that your committee wants you to pass. Even if criticism is harsh, it is meant to be constructive. The defense is not solely an opportunity for the committee to compliment and congratulate you for the work you have done. It is also meant to challenge you and force you to consider tough questions.

The Defense

The best way to prepare for your defense is to regularly attend the defenses of your colleagues throughout your graduate program, not just several weeks prior to your own defense.

You can also talk to people in your department who already defended to find out what their defenses were like. You should also speak with your advisor to get a sense of his/her specific expectations of a defense.

Guidelines for Presentations

Use PowerPoint or Other Software to Create Slides

You should prepare a presentation of the research that comprises the thesis. Your slides should encapsulate the work and focus on its most salient contributions. In preparing, ask yourself these questions: “What do I want people to know about my thesis? What is the most important information that I can present and talk about?”

Here are some basic tips:

• Use text large enough to be read by the audience (especially text from figures)
• Ensure graphics and tables are clear
• Don’t clutter your slides—if necessary, have things come up on mouse clicks
• Use spell check and proofread your slides
• Practice your presentation with your peers
• Work on pronunciation, if required
• Time your presentation to ensure it will fit the allotted time while allowing time for questions

If your defense includes a public lecture, we recommended that you do a trial run a day or two before in the room that has been booked for your lecture. This will allow you to familiarize yourself with the space and the equipment and to address any problems that arise during the trial run. 

Plan your public lecture to allow enough time for questions. Present enough information so that the audience understands what you did, why you did it, what the implications are, and what your suggestions are for future research.

Friends and family are welcome to attend your public lecture. Faculty and students in the audience are given the opportunity to ask questions.

Plan to dress professionally for the defense in the same way you would if presenting a paper at a conference or for a job interview. You will be standing for a long time on the day of your defense. You might want to keep this in mind when selecting the shoes you will wear for your defense.

Essentials for your public lecture include:

• Your presentation
• A laser pointer
• A copy of your dissertation
• A pen or pencil
• A bottle of water 

You will be asked to leave the room while your committee reviews your program of study, and decides whether:

• The thesis is acceptable/not acceptable
• Whether members will ask sequential questions or whether each member will be allotted a specific time period for questioning

The person to start the questioning is designated. You will be called back into the examining room and questioning will begin. After all questions have been addressed, you will be asked to leave the room while your committee decides the outcome of the exam. You will be asked to return to the room to be informed of the outcome by the chair of your exam committee.

• Listen  to the entire question no matter how long it takes the faculty member or student to ask it (take notes if necessary).
• Pause and think  about the question before answering.
• Rephrase  the question.
• Answer  the question to the best of your ability; if you do not know the answer, remain calm and say so in a professional way.
• Remember  that no one will know the ins and outs of the thesis and your research materials as well as you.  You  are the foremost expert in the thesis topic and  YOU know the research involved. Be positive!

Possible outcomes include:

• Acceptable with minor or no revisions (no further approval required)
• Acceptable with major revisions in content or format (in this case, one or more committee members must be responsible for overseeing and approving the major revisions before the final copies are submitted)
• Not acceptable

After the Defense

You can submit the final corrected copies of your dissertation as soon as you address any remaining comments that were brought up during the defense or noted in the registration copy of your dissertation, which will be returned to you usually within a few days before or after the defense. You can take up to one semester following the defense to address any comments, during which you can remain a full-time student. Your degree conferral date will depend on when you submit the final corrected copies of your dissertation.

The day after your defense, you will receive an email from the University dean of graduate studies that provides instructions on how to:

• Submit the final corrected copies of your dissertation through ProQuest
• Provide authorization for the release of your dissertation through UR Research
• Complete a mandatory online exit survey
• Verify to the University dean of graduate studies’ office that the dissertation has been submitted

The University of Rochester requires all doctoral candidates to deposit their dissertations for publication with ProQuest Dissertation Publishing and with the University libraries. Hard copies are not required. The library receives an electronic copy of the dissertation from ProQuest, but students must give the University permission to obtain it.

For questions regarding publishing through ProQuest, contact Author Relations at [email protected] or (800) 521-0600 ext. 77020.

Check with your graduate administrator to see if your department wants a bound copy of your dissertation, and, if so, how the cost of binding is covered.

If you want a bound copy for yourself or your family, you can purchase one through ProQuest .

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PhD Defense: Towards optimal therapy intensity in pediatric acute lymphoblastic leukemia; The right dose for the right patient

Phd defense of anna østergaard.

B-cell acute lymphoblastic leukemia (B-ALL) accounts for 25% of childhood cancer cases. Risk adapted treatment strategies have led to 5-year survival rates over 90% on recent trials. This suggests a substantial part of the patient population is overtreated and therefore safe treatment reduction strategies become an increasingly important research topic in non-high risk B-ALL. 

The research presented in this thesis shows that many factors can affect treatment and outcome in non-high risk pediatric B-ALL. The biology of leukemic and germline genetic aberrations is shown to play an important role. For example, we show that in ETV6::RUNX1 ALL different dosage schemes and dose intensities can lead to similar outcomes suggesting possibilities for treatment de-escalation. For the small percentage of children with ETV6::RUNX1 ALL who suffer from a relapse, more knowledge on the biological cause of this is needed. In contrast to ETV6::RUNX1 ALL, we found that when treating ALL in patients with trisomy 21 one should be very cautious with reducing treatment intensity to maintain an effective therapy. Moreover, the effect of the patient environment and interactions between patients and physicians should not be disregarded either as underlined by our findings that show a difference in drug dosing during maintenance therapy between socio-economic groups. 

The great puzzle of safely reducing treatment to reduce side effects without endangering leukemia cure rates is unfortunately not yet solved. However, this thesis adds new knowledge needed to ultimately give all pediatric patients with B-ALL optimal treatment and an optimal quality of life.

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