Licentiate seminar

It is important to keep the following schedule, otherwise the seminar may have to be postponed.​ A licentiate seminar may only take place between:

• August 15 – December 20
  and
• January 7 – June 15

Dates within these periods are referred to as term weeks. When counting weeks to fulfill requirements only time within term time is counted. For example, if you plan on having the seminar on August 15, count 10 weeks back from June 15.* The licentiate seminar must also stay as close as possible to normal office hours at KTH  (CET). The doctoral student is responsible for the process unless otherwise noted. Feel free to contact us  if you need help.

* As an exception, the deadline for making the thesis publicly available and distributing it—three weeks before the licentiate seminar—is extended during the summer period. Please see the subheading "Due 3 weeks before the seminar" below.

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"All defenses and licentiate seminars on campus must be made accessible to viewers digitally." This means that even defences and seminars where all participants are present should be streamed online. In such cases, the stream setup does not have to be as advanced as an online/hybrid defence/seminar. ( Thesis, thesis defence and qualification )

"Autumn semester 2021 and onwards: [...] The defense of doctoral theses/dissertations may be held on campus and digitally. Doctoral thesis and licentiate seminars are open to the public and are, where applicable, subject to the Government's restrictions on public gatherings. Digital defense of doctoral thesis/dissertation and licentiate seminars are encouraged partly for quality reasons (increased opportunities for international participation in the grading committee and as an opponent), and partly for sustainability reasons (reduced travel). All doctoral thesis/dissertations and licentiate seminars must be digitally accessible for spectators." ( Decision by the President of KTH, V-2021-0421 , in Swedish)

Since December 2020, "the person who is the supervisor of the doctoral student may not be appointed as the examiner" for the licentiate thesis. ( Guideline on third-cycle studies , 6.3.3)

Due 10 weeks before the seminar

☐ Submit the Advance reviewer of licentiate thesis  application form (only the signature of the principal supervisor is required) to doctoral-education-support@eecs.kth.se .

☐ Start a revision of the doctoral student's individual study plan.

☐ The principal supervisor asks the special reviewer (opponent) and the examiner if they are available on the planned date.

☐ If anything other than physical presence is planned for the supervisor or doctoral student, this must be justified via email to the Director of Third-Cycle Education  (FA) in charge of the programme in question, cc doctoral-education-support@eecs.kth.se , at the beginning of the entire application process. FA will then return with a prior notice.

☐ Send a preliminary version of the thesis to the advance reviewer once he/she has been approved by the director of third-cycle education.

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"The advance reviewer must have been awarded the Degree of Doctor and be scientifically competent corresponding to the docent. ... Applicable rules on bias must be taken into consideration" ( Guideline on third-cycle studies , 6.2.6)

Read about the requirements for the special reviewer (opponent) and the examiner for a licentiate thesis in KTH's Guideline on third-cycle studies  (6.3). For example, a supervisor may not be appointed as the examiner.

In the event of uncertainty regarding competency rules and/or conflict of interest regarding the special reviewer and the examiner, the principal supervisor can consult the Director of Third-Cycle Education before submitting the application.

"Compensation for the special reviewer/opponent at a licentiate seminar: SEK 4,500." ( Guideline on compensation for committee members, specialists and opponents , in Swedish)

Due 6 weeks before the seminar

☐ Book a lecture hall  for the seminar.

☐ Request a TRITA number via the web form TRITA number request for doctoral students at EECS .

☐ Request an ISBN number via the web form ISBN Request  (ISSN and ISRN numbers are no longer used).

☐ Submit to the doctoral education support:

• The form Application licentiate seminar

• The form Summary of advance review of licentiate seminar (docx 74 kB)  as signed original

• The form Distribution list, licentiate thesis

• The thesis as a preliminary PDF version, with a preliminary title page but without the cover page

• CV for the special reviewer if they are not a professor and if it is not clearly stated that they hold a docentship ( Guideline on third-cycle studies , 6.3.2)

☐ The revised ISP should now at least have the status "Waiting for Administrator of third cycle education" (i.e. approved by doctoral student, principal supervisor and programme director).

☐ Request printing information from the printing company US-AB .

☐ Send the thesis for proof printing when the advance review has been approved. Final printing is not allowed until you have received the decision on the licentiate seminar.

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It should clearly state in the application for licentiate seminar who is/are planning to participate via video link.

The distribution list should include a minimum of 7 external addresses. The thesis may be distributed in digital form, if so desired. No certain number of recipients must be Swedish.

Printing must be done by US-AB . The cover, title page and the following page with book information will be produced by the printing company US-AB. Read more about theses covers here . The principal supervisor's invoice reference are often used: EXAMPLE KTHEECS (replace EXAMPLE with his/her reference). Keep in mind that it may take a few days to receive a test print, and another few days to receive all printed copies, so maintain good communication with US-AB to meet the set deadline.

About 4 weeks before the seminar

☐ Doctoral Education Support sends a copy of the decision to the doctoral student and principal supervisor when it has been made by the Director of Third-Cycle Education.

☐ Send the thesis for final printing via US-AB.

☐ Create a video conference link. KTH offers Zoom Webinar, which works well for events like this. The meeting organizer (not the doctoral student) should contact it-support@kth.se  to schedule such a video link. Read more on the web page Zoom Webinar for defense at KTH

☐ Upload the thesis to DiVA according to the instructions found on the web pages Posting a doctoral or licentiate thesis  and Posting step by step . Make sure to enter the metadata correctly and fill out all relevant fields to avoid unnecessary delay.

☐ Publish the link to the video conference in DiVA

 ☐ Service Center contacts the doctoral student and the principal supervisor regarding logistical and celebratory arrangements .

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The contact person for those in lack of a computer or computer skills should be the principal supervisor, or someone delegated by him/her. The principal supervisor, or someone delegated by him/her, acts as a moderator and must be able to allow for audience participation (questions and comments) via Zoom, e.g. via the chat window.

The link to the video conference must be published in DiVA well in advance. The doctoral student can do this either (1) by adding the link and passcode (if applicable) to DiVA when registering the DiVA record, or (2) by sending the link and passcode (if applicable) together with the link to the already created DiVA record to biblioteket@kth.se . The KTH Library will then be able to edit the information in DiVA, which will automatically update the KTH Calendar.

Due 3 weeks before the seminar

☐ Make sure that the thesis is already uploaded to DiVA (legal requirement).

☐ Send out the thesis (requirement). Contact service@eecs.kth.se  to receive help with this:

• One copy to each recipient according to the distribution list, including the special reviewer

• One printed copy to the KTH Library , together with the form Agreement regarding publication  as signed original (legal requirement). The distribution list states that an electronic version should be sent to the KTH Library, this is done by uploading it to DiVA

• Two printed copies—one for archiving and one for the nearest thesis board—to Doctoral Education Support at either Lindstedtsvägen 3, KTH Campus or Kistagången 16, KTH Kista

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Starting in 2024, the deadline for making the thesis publicly available and distributing it—three weeks before the licentiate seminar—is extended during the summer period. Exclude the month of July when calculating your deadline. For example, if your licentiate seminar is scheduled for 15 August, count three weeks backwards and exclude only the month of July. Compared to previous years, this change grants doctoral students up to an additional four weeks before publishing and distributing their thesis, depending on when their licentiate seminar is scheduled. ( Guideline on Third-Cycle Studies , 7.2.3 in the revised Swedish version)

All other weekly deadlines are unaffected and still calculated by excluding 16 June-14 August, as mentioned under the second subheading on this page. ( Guideline on Third-Cycle Studies , 6.3.1)

After the seminar

☐ Submit the certificate (intyg) as signed original (this is normally handled by the principal supervisor) to the Doctoral Education Support.

☐ Make sure your contact information in Ladok  is up to date.

☐ Log in to kth.se , click Services in the menu bar, and then Degree Certificate. Fill out and send in the application for degree certificate by following the instructions. Compare with your individual study plan (ISP) as a reference, so that the application is filled in correctly.

☐ Send your degree application case number (starts with “EX” followed by numbers) in an email to doctoral-education-support@eecs.kth.se  in order to speed up the application process.

☐ Fill out and send in the web form Mobility Questionnaire for Doctoral Students at EECS .

References

Find links to regulations and forms on the web page Links and resources .

Read about practical arrangements for public defence of doctoral thesis and licentiate seminar logistics .