The PhD candidate
1. Available days
Tuesday, Wednesday and Thursday afternoons are available during term time for PhD defence ceremonies. In exceptional cases, it may be possible to hold a defence ceremony on a Monday afternoon, if a candidate makes a written application to his supervisor, giving well-motivated reasons, and the supervisor agrees to this request. If there are serious reasons for a defence ceremony to take place in a teaching-free period, a written application should be made to the Rector Magnificus, for the attention of the Secretary of the Doctorate Board. The applicant should indicate the reasons for his request and should have the approval of his supervisor. Such a request will only be honoured in very exceptional cases.
2. Procedure during the ceremony
Before the defence ceremony, the candidate will be informed by his supervisor about the procedure during the ceremony. Additional information may be provided by the beadle of the University.
3. Venue for the defence
The defence ceremony generally takes place in the Senate Room of the Academy Building. In view of the limitations of the room, no more than 64 people can be admitted to the defrence ceremony. The beadle will provide the candidate with admission cards to distribute among his or her guests.
Senate Room
4. Latecomers
Once the defence cermony has started, there will be no further admittance to the room until after the adjournment and before the return of the committee. Standing places are also available during the conferral of the doctorate.
5. For more than 90 guests
If aPhD candidate expects to have more than 90 guests attending the defence ceremony, he can submit to the Rector Magnificus, with the confirmation of approval of the supervisor, a well-substantiated written request to hold the defence ceremony in the Great Auditorium. This request should be addressed to the secretary of the Doctorate Board.
6. Venue for the PhD ceremony
Candidates are recommended to consult the Beadle some time in advance of the defence as to the venue for the defence ceremony.
7. Age limit for children
Children younger than six years old cannot be admitted to the doctoral defence ceremony, but may be present during the conferral of the doctorate, i.e. following the resumption of the ceremony. Children attending the ceremony are expected to be able to behave appropriately so that the ceremony can proceed undisturbed. It is also expected that someone from the PhD candidate's party will take responsibility for any children present and will take appropriate action if necessary.
8. Distribution of invitations and dissertation
The PhD candidate and/or his assistants are responsible for:
- preparing the invitations to attend the defence ceremony and the subsequent reception, and for including these invitations in the dissertation;
- distributing copies of the dissertations intended for other recipients than the members of the University/Faculty and the University Library.
9. Dress code for PhD candidate and assistants
It is standard practice that for the PhD defence:
- the candidate is aided by two assistants;
- male candidates and male assistants are dressed suits with a black waistcoat, a white bow tie and black socks;
- female candidates and female assistants are dressed appropriately for the ceremony in question.
10. Forms of address
During the ceremony, the candidate will use the following forms of address:
- (acting) Rector: Sir, Rector Magnificus
- supervisor: esteemed supervisor
- member of the committee, professor: hooggeleerde opponens
- member of the committee, who is not a professor, but is a doctor: esteemed opponent
- member of the committee who is neither a professor nor a doctor: highly esteemed opponent
11. Geen woorden van waardering
De defensie en de woorden daaraan voorafgaand bevatten geenwoorden van waardering jegens de opponent over de aard en kwaliteit van de uitgebrachte oppositie.
12. Restricties fotografie tijdens de promotiezitting
Tijdens de verdediging van het proefschrift mag niet worden gefotografeerd en/of gefilmd. Na de hervatting van de zitting mag dit wel, zij het dat voor het maken van film-, video- en bandopnames er in de Senaatskamer geen faciliteiten (=stopcontacten) aanwezig zijn.
13. Video opname
Via de in de Senaatskamer en in het Groot Auditorium aanwezige vaste camera wordt van universiteitswege een video-opname (geen montage) incl. geluid gemaakt van de gehele promotieplechtigheid; de universiteit stelt de opname de jonge doctor ter beschikking als aandenken aan de plechtigheid.
14. Media aandacht
Indien er van de zijde van de publiciteitsmedia (radio en/of televisie) belangstelling bestaat voor het maken van opnamen tijdens de promotiezitting dient door tussenkomst van Strategische Marketing & Communicatie (SC&M)van de universiteit aan de rector magnificus een verzoek daartoe te worden gedaan onder opgave van redenen. Het maken van dergelijke opnamen behoeft in ieder geval de instemming van de promovendus en de promotor.
15. Informatie over de receptie
Informatie over de voorbereiding van de na de promotieplechtigheid in de Receptiekamer van het Academiegebouw gebruikelijke receptie dient bijtijds ingewonnen te worden bij de manager Academiegebouw. Wanneer de receptie elders plaatsvindt worden direct na afloop van de plechtigheid de leden van de oppositiecommissie in een ruimte nabij de Senaatskamer of het Groot Auditorium in de gelegenheid gesteld de jonge doctor met de pas verworven waardigheid geluk te wensen.
16. Engelse vertaling bul
Wanneer in verband met eventuele werkzaamheden in het buitenland een Engelse vertaling van de tekst van de bul wordt gewenst dan wordt deze op een schriftelijk verzoek van de promovendus of doctor daartoe door de pedel verstrekt.
17. Nadere informatie
Nadere inlichtingen omtrent de gang van zaken tijdens de promotieplechtigheid kunnen verder worden ingewonnen bij de pedel van de universiteit.