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Licentiate seminar

School of Electrical Engineering and Computer Science (EECS)

News

Public defences of doctoral theses and licentiate seminars via video link

Important! Please read first:

Here are some additions to these pages:

  • Added 2022-01-17: The grading committee members for public defences of doctoral theses, including the substitute, may not come from the same division as the principal supervisor or the doctoral student unless under exceptional circumstances.
  • Added 2021-06-02: "Autumn semester 2021: [...] 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 )
  • Updated 2021-05-25: From autumn 2021 onwards, only one substitute member of the grading committee will be required unless exceptional circumstances may cause more than one member to withdraw. Previously during the pandemic, the requirement has been that two substitute members (stand-ins) of the grading committee for public defences of doctoral theses must be appointed. If one of the ordinary members of the grading committee is already from KTH, there can only be one substitute from KTH.
  • Added 2020-09-14: 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.
  • It should clearly state in the application for public defence of doctoral thesis or licentiate seminar who is/are planning to participate via video link.
  • 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 publicering@kth.se . The KTH Library will then be able to edit the information in DiVA, which will automatically update the KTH Calendar.
  • The contact person for those in lack of a computer or computer skills should be the chair of the public defence, or someone delegated by him/her.
  • The chair acts as a moderator and must be able to allow for audience participation (questions and comments) via Zoom, e.g. via the chat window.

New Guideline on Third-Cycle Studies

On 1 December 2020, KTH revised the Guideline on Third-Cycle Studies . Here is a noteworthy change:

  • "The person who is the supervisor of the doctoral student may not be appointed as the examiner" for the licentiate thesis. (6.3.3)

Applying for a 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. Feel free to contact us  if you need help. The doctoral student is responsible for the process unless otherwise noted.

The licentiate seminar must stay as close as possible to normal office hours at KTH  (CET).

10 weeks

☐ The principal supervisor checks availability of special reviewer (opponent).

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

☐ 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.

☐ 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 .

 "The advance reviewer must be accepted as a docent at KTH or accepted as a docent at another university, and have competent within the subject in question at a third-cycle level. ... Applicable
rules on bias must be taken into consideration." ( Guideline on Third-Cycle Studies , 6.2.6)

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

6 weeks

☐ 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).

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 Distribution list, licentiate thesis

    The distribution list should include a minimum of 7 external addresses. The recipients should be divisions, departments or equivalent, not persons. The thesis may be distributed in digital form, if so desired. No certain number of recipients must be Swedish.

  • The thesis as a preliminary PDF version, with a preliminary title page. The final cover, title page and the following page with book information will be produced by the printing company US-AB during the printing stage later
  • CV for the special reviewer if it is not clearly seen whether they are "scientifically competent equivalent to a docent" ( Guideline on Third-Cycle Studies , 6.3.2)

Decision (approx. 4 weeks)

☐ Receive a copy of the decision from doctoral-education-support@eecs.kth.se . Doctoral Education Support will also send the decision to the Service Center, who in turn will start to arrange the logistics and celebratory parts of your seminar. Read about logistics for licentiate seminars here .

☐ Send the thesis for printing by first requesting an order form from info@us-ab.com  and follow the instructions in their reply.

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.

☐ Upload the thesis to DiVA according to the instructions found on the web page Posting step by step .

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 publicering@kth.se . The KTH Library will then be able to edit the information in DiVA, which will automatically update the KTH Calendar.

3 weeks

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

☐ Send out the thesis (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
  • One printed copy to Doctoral Education Support, Malvinas väg 10 KTH Campus (for those at KTH Campus ) or Kistagången 16 KTH Kista (for those at KTH Kista )

After the seminar

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

Applying for a degree of licentiate

☐ When all courses are completed to reach the requirements specified by the doctoral programme, the principal supervisor notifies doctoral-education-support@eecs.kth.se  in order to report it in Ladok.

☐ 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. Use 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

KTH regulations: Guideline on Third-Cycle Studies , 6.3

KTH forms: Forms  (in Swedish)​

Practical arrangements: Public defence of doctoral thesis and licentiate seminar logistics