Public Defence of a Doctoral Thesis and Licentiate Seminar

Weeks counted for the submission of documents: 7 January – 1 July and 31 July – 20 December.

A doctoral defence and licentiate seminar may only be held during the periods 15 August – 20 December and 7 January – 15 June.

The timeline for the licentiate seminar can be found at the bottom of this page.

Governing Documents	Documents
Doctoral Studies at the School of Engineering Sciences	Doctoral Studies at the School of Engineering Sciences (pdf 448 kB)
KTH’s Governing Documents on Third-Cycle Education	Guidelines for Third-Cycle Education

Thesis defences at SCI are recommended to be conducted with all participants present in person. FA may decide to permit digital attendance, for example via Zoom, for participants holding central roles in the defense. This does not apply, however, to the respondent or the chairperson of the thesis defense, who shall attend in person. Should the chairperson be unable to attend, FA may appoint a replacement chairperson. When digital attendance for participants with central roles is planned, KTH’s guidelines for Zoom Webinar shall be followed.

All doctoral defenses and licentiate seminars on campus shall be made accessible to observers digitally. Please note that the respondent shall not act as organiser of the Zoom-Webinar, nor be responsible for the Zoom connection, at their own defense.

Time plan for Ph.D. defence

13 weeks before Proposal for Pre-Examine
The form Advance reviewer for Licentiate Thesis/Doctoral thesis (FO-FOGR) (pdf 190 kB) should be filled out and submitted to the Coordinator of third-cycle education subject, who will review and sign it before emailing it to the School's Office of Student Affairs, fou@sci.kth.se. Note: The advance reviewer must hold at least the title of Docent or have equivalent qualifications. The advance reviewer must be sufficiently competent in the subject of the licentiate thesis/doctoral dissertation to assess if it is ready for final examination. The advance reviewer cannot be one of the supervisors; the same conflict of interest rules apply as for the opponent and grading committee.See Guidelines for Handling Conflicts of Interest in Doctoral Education at the School of Engineering Sciences (pdf 311 kB) Start a revision of the doctoral student's individual study plan.

13 weeks before

Proposal for Pre-Examine

Actions - To be done by: Doctoral student, Supervisor and Coordinator of third-cycle education subject

The form Advance reviewer for Licentiate Thesis/Doctoral thesis (FO-FOGR) (pdf 190 kB) should be filled out and submitted to the Coordinator of third-cycle education subject, who will review and sign it before emailing it to the School's Office of Student Affairs, fou@sci.kth.se.

Note:

The advance reviewer must hold at least the title of Docent or have equivalent qualifications.
The advance reviewer must be sufficiently competent in the subject of the licentiate thesis/doctoral dissertation to assess if it is ready for final examination.
The advance reviewer cannot be one of the supervisors; the same conflict of interest rules apply as for the opponent and grading committee.See Guidelines for Handling Conflicts of Interest in Doctoral Education at the School of Engineering Sciences (pdf 311 kB)
Start a revision of the doctoral student's individual study plan.

12 weeks before Pre-Examiner is appointed. Opponent, Chair, and Grading Committee members are contacted
The advance reviewer is appointed by the Director of Third Cycle Education (FA). The supervisor contacts potential individuals who can serve as the opponent, chair of the defense, members of the grading committee, and a reserve for the grading committee. When contacting the opponent and the members of the examination committee, the supervisor informs them about the applicable conflict-of-interest rules. The chair of the defense should be an experienced individual and should not be one of the supervisors. The advance reviewer may advantageously serve as a reserve on the grading committee. Ensure your proposals comply with the following rules: Opponent The opponent must be an internationally recognized researcher in the subject area and is typically a professor at a university or college. If the opponent is not a professor, they must at minimum have the qualification of docent, and a CV must be attached. Be aware of conflict of interest rules. See Guidelines for Handling Conflicts of Interest in Doctoral Education at the School of Engineering Sciences (pdf 311 kB) The principal supervisor is responsible for ensuring that the opponent receives, well in advance of the thesis defence, comprehensive information about the thesis, its structure, and the procedure for the defence. During the opposition, the opponent discusses the thesis with the respondent and poses questions relating primarily to the work carried out and the subject area covered by the thesis. The opposition concludes when the opponent considers all questions exhausted. During this part of the thesis defence, the audience does not have the opportunity to participate in the discussion. The opponent is an external expert who critically reviews and discusses the scientific content of the doctoral thesis. The role of the opponent is central to the thesis defence and includes: Providing a brief introduction to the subject area, corresponding to option A of the thesis defence procedure (unless the respondent does so instead). Conducting an in-depth discussion with the respondent on the methodology, results, and conclusions of the thesis. Attending the first part of the grading committee’s meeting in order to contribute to the assessment of the respondent’s performance. Chairperson The chair must hold a doctoral degree and be employed at KTH at least 20 percent of the time. The chair must have good knowledge of Swedish doctoral education, examinations, and the degree description for the doctoral degree. The chair may not be one of the doctoral candidate's supervisors. The chair is the coordinator of the thesis defence and the representative of KTH SCI. The chair is expected to be familiar with the thesis defence procedure and able to handle any complications that may arise. The chair declares the thesis defence open and ensures that the respondent, the opponent, and the grading committee are given good conditions for a well-conducted presentation and opposition. The chair provides the grading committee’s minutes form and ensures that the completed form can be handed directly to the school’s administrative office when the thesis defence has concluded. The chair presents the respondent and the opponent and describes where the research has been conducted and who else has contributed to the project. Finally, the chair informs those present that they will be given the opportunity to pose questions after the opponent has completed the examination. Once the opponent has concluded the examination, the chair gives the members of the grading committee the opportunity to raise questions they consider require further clarification. The thesis defence is then opened to the other persons present, who are given the opportunity to pose questions and comment on the thesis. The principal supervisor, the opponent, and the respondent have the right to participate in the ensuing discussion. The chair then declares the thesis defence closed. A thesis defence typically lasts approximately two to three hours. Grading committee At least one member of the committee must be well-acquainted with Swedish doctoral education, i.e., for example, is or has been employed at a Swedish university. The committee must have members of both genders. SCI recommends that the majority of members hold the title of docent. For proposed committee members who do not hold the title of docent but are considered to have equivalent scientific expertise, a CV and list of publications (optionally including a link to a Google Scholar profile) shall be submitted together with the application for the doctoral defense. For a committee consisting of three members, at least two members must be from outside KTH (they must not be employed at KTH). For a committee consisting of five members, at least three members must be from outside KTH (they must not be employed at KTH). Exceptions regarding the composition of the committee may only be made if a substitute is called to join the committee, provided that the requirement in Chapter 6, Section 34 of the Higher Education Ordinance is met. The grading committee is responsible for the formal examination and decides whether the thesis shall be approved or failed. The members of the grading committee: Pose supplementary questions to the respondent during the opposition part of the thesis defence. Participate in the grading committee’s meeting and make decisions by simple majority. Sign the decision record, which is handed to the chair of the thesis defence for further processing. During the second part of the meeting, when the decision is made, only the members of the grading committee may be present. *If anyone listed above is planned to participate remotely rather than in person, this must be indicated on the form Application thesis defence, together with a justification*. Once all individuals have been contacted and are willing to participate, fill in the form: Application thesis defence (FO-ANDI) (pdf 178 kB) . Book the room where the public defense will be held. The respondent can request a TRITA number and ISBN number via the following link: TRITA and ISBN.

12 weeks before Pre-Examiner is appointed.

Opponent, Chair, and Grading Committee members are contacted

Actions - To be done by: Principle Supervisor and Doctoral student

The advance reviewer is appointed by the Director of Third Cycle Education (FA).

The supervisor contacts potential individuals who can serve as the opponent, chair of the defense, members of the grading committee, and a reserve for the grading committee. When contacting the opponent and the members of the examination committee, the supervisor informs them about the applicable conflict-of-interest rules. The chair of the defense should be an experienced individual and should not be one of the supervisors. The advance reviewer may advantageously serve as a reserve on the grading committee.

Ensure your proposals comply with the following rules:

Opponent

The opponent must be an internationally recognized researcher in the subject area and is typically a professor at a university or college. If the opponent is not a professor, they must at minimum have the qualification of docent, and a CV must be attached. Be aware of conflict of interest rules.
See Guidelines for Handling Conflicts of Interest in Doctoral Education at the School of Engineering Sciences (pdf 311 kB)

The principal supervisor is responsible for ensuring that the opponent receives, well in advance of the thesis defence, comprehensive information about the thesis, its structure, and the procedure for the defence.
During the opposition, the opponent discusses the thesis with the respondent and poses questions relating primarily to the work carried out and the subject area covered by the thesis. The opposition concludes when the opponent considers all questions exhausted. During this part of the thesis defence, the audience does not have the opportunity to participate in the discussion.
The opponent is an external expert who critically reviews and discusses the scientific content of the doctoral thesis. The role of the opponent is central to the thesis defence and includes:

Providing a brief introduction to the subject area, corresponding to option A of the thesis defence procedure (unless the respondent does so instead).
Conducting an in-depth discussion with the respondent on the methodology, results, and conclusions of the thesis.
Attending the first part of the grading committee’s meeting in order to contribute to the assessment of the respondent’s performance.

Chairperson

The chair must hold a doctoral degree and be employed at KTH at least 20 percent of the time. The chair must have good knowledge of Swedish doctoral education, examinations, and the degree description for the doctoral degree. The chair may not be one of the doctoral candidate's supervisors.

The chair is the coordinator of the thesis defence and the representative of KTH SCI. The chair is expected to be familiar with the thesis defence procedure and able to handle any complications that may arise.
The chair declares the thesis defence open and ensures that the respondent, the opponent, and the grading committee are given good conditions for a well-conducted presentation and opposition. The chair provides the grading committee’s minutes form and ensures that the completed form can be handed directly to the school’s administrative office when the thesis defence has concluded.

The chair presents the respondent and the opponent and describes where the research has been conducted and who else has contributed to the project. Finally, the chair informs those present that they will be given the opportunity to pose questions after the opponent has completed the examination.
Once the opponent has concluded the examination, the chair gives the members of the grading committee the opportunity to raise questions they consider require further clarification. The thesis defence is then opened to the other persons present, who are given the opportunity to pose questions and comment on the thesis. The principal supervisor, the opponent, and the respondent have the right to participate in the ensuing discussion.
The chair then declares the thesis defence closed. A thesis defence typically lasts approximately two to three hours.

Grading committee

At least one member of the committee must be well-acquainted with Swedish doctoral education, i.e., for example, is or has been employed at a Swedish university.
The committee must have members of both genders.
SCI recommends that the majority of members hold the title of docent. For proposed committee members who do not hold the title of docent but are considered to have equivalent scientific expertise, a CV and list of publications (optionally including a link to a Google Scholar profile) shall be submitted together with the application for the doctoral defense.
For a committee consisting of three members, at least two members must be from outside KTH (they must not be employed at KTH). For a committee consisting of five members, at least three members must be from outside KTH (they must not be employed at KTH). Exceptions regarding the composition of the committee may only be made if a substitute is called to join the committee, provided that the requirement in Chapter 6, Section 34 of the Higher Education Ordinance is met.

The grading committee is responsible for the formal examination and decides whether the thesis shall be approved or failed. The members of the grading committee:

Pose supplementary questions to the respondent during the opposition part of the thesis defence.
Participate in the grading committee’s meeting and make decisions by simple majority.
Sign the decision record, which is handed to the chair of the thesis defence for further processing.

During the second part of the meeting, when the decision is made, only the members of the grading committee may be present.

If anyone listed above is planned to participate remotely rather than in person, this must be indicated on the form Application thesis defence, together with a justification.

Once all individuals have been contacted and are willing to participate, fill in the form: Application thesis defence (FO-ANDI) (pdf 178 kB) .

Book the room where the public defense will be held.

The respondent can request a TRITA number and ISBN number via the following link: TRITA and ISBN.

9 weeks before Forms are sent to the Program Administrator
The following documents are sent to the Coordinator of third-cycle education subject for the relevant doctoral program: Application thesis defence form - Application thesis defence (FO-ANDI) (pdf 178 kB) Summary of advance review - Summary of advance review (FO-SUKV) (docx 71 kB) Preliminary version of the thesis - with all articles included in the same document. eISP should be updated via the system. The documents are reviewed and signed by the Coordinator of third-cycle education subject, who then sends the documents to the School's Office of Student Affairs via email. Send the thesis for proof printing once the advance review has been approved. NOTE: Final printing must not be done until the decision on the defense has been made and the dissertation has been approved by the FA.

9 weeks before

Forms are sent to the Program Administrator

Actions - To be done by: Main Supervisor, Doctoral student and Coordinator of third-cycle education subject

The following documents are sent to the Coordinator of third-cycle education subject for the relevant doctoral program:

Application thesis defence form - Application thesis defence (FO-ANDI) (pdf 178 kB)
Summary of advance review - Summary of advance review (FO-SUKV) (docx 71 kB)
Preliminary version of the thesis - with all articles included in the same document.
eISP should be updated via the system.
The documents are reviewed and signed by the Coordinator of third-cycle education subject, who then sends the documents to the School's Office of Student Affairs via email.
Send the thesis for proof printing once the advance review has been approved.

NOTE: Final printing must not be done until the decision on the defense has been made and the dissertation has been approved by the FA.

8 weeks before Notification of Defense - Forms must be received by the SCI Office.
The forms Application thesis defence (FO-ANDI), Summary of advance review (FO-SUKV) and the preliminary dissertation are sent to the School's Office of Student Affairs, fou@sci.kth.se, for processing. They are then uploaded to the FA for review and approval.

8 weeks before

Notification of Defense - Forms must be received by the SCI Office.

Actions - To be done by: Coordinator of third-cycle education subject

The forms Application thesis defence (FO-ANDI), Summary of advance review (FO-SUKV) and the preliminary dissertation are sent to the School's Office of Student Affairs, fou@sci.kth.se, for processing. They are then uploaded to the FA for review and approval.

5 weeks before Decision on Defense
The decision on the defense is made by the FA. The opponent and grading committee are appointed. The decision on the defense is written and distributed by the School's Office of Student Affairs.

5 weeks before

Decision on Defense

Actions - To be done by: FA and Doctoral studies officer

The decision on the defense is made by the FA.

The opponent and grading committee are appointed.

The decision on the defense is written and distributed by the School's Office of Student Affairs.

4-3 weeks before Publication and Printing
An electronic version of the thesis is published in KTH's publication database DIVA in connection with the public announcement, "spikning". Read more : The process of posting your thesis Final printing of the thesis. Physical copies to be sent to: * The KTH Library * The SCI Office of Student Affairs Also send copies to the opponent, each member of the grading committee, the supervisors, and other relevant recipients, and prepare copies for both participants and attendees at the public defense.

4-3 weeks before

Publication and Printing

Actions - To be done by: Doctoral student

An electronic version of the thesis is published in KTH's publication database DIVA in connection with the public announcement, "spikning".

Read more : The process of posting your thesis

Final printing of the thesis. Physical copies to be sent to:

* The KTH Library

* The SCI Office of Student Affairs

Also send copies to the opponent, each member of the grading committee, the supervisors, and other relevant recipients, and prepare copies for both participants and attendees at the public defense.

0 weeks Oral defence

Actions After the Defense
Defence protocol sent to SCI Offices Defence protocol registered in LADOK. Application for degree is to be done digitally via Ladok	Main supervisor Doctoral studies officer Doctoral student

Actions After the Defense

To be done by:

Defence protocol sent to SCI Offices

Defence protocol registered in LADOK.

Application for degree is to be done digitally via Ladok

Main supervisor

Doctoral studies officer

Doctoral student

Licentiate seminar

Time	To-do before seminar	To be done by
> 10 weeks	Form FO-FOGR_Förhandsgraskare 2024-06-11.pdf (pdf 198 kB) , hand in to the Coordinator of third-cycle education subject (FoA) for signing, who will send to Kansli SCI	Candidate Supervisor Coordinator of third-cycle education subject

Time

To-do before seminar

To be done by

> 10 weeks

Form FO-FOGR_Förhandsgraskare 2024-06-11.pdf (pdf 198 kB) , hand in to the Coordinator of third-cycle education subject (FoA) for signing, who will send to Kansli SCI

Candidate

Supervisor

Coordinator of third-cycle education subject

10 weeks

The advance reviewer is appointed by the director of graduate studies (FA).
The special reviewer, examiner and chair are contacted.
Book the lecture hall.
The respondent can request a TRITA number and ISBN number via the following link: TRITA and ISBN.

Special reviewer

Requirements for the special reviewer, the chair, and the examiner at a licentiate seminar are regulated in sections 7.3.2–7.3.3 of the Guideline on third-cycle studies (pages 22–23). The only clarification SCI provides concerns the special reviewer who, according to section 7.3.2, shall have scientific expertise equivalent to that of a docent. The same position applies here as for the formulation equivalent to docent in the appointment of grading committee members at a thesis defence.

Chair

KTH’s Guidelines for Third-Cycle Education do not mention a chair for licentiate seminars. KTH does not formally appoint a chair for licentiate seminars, as it does for public defences of doctoral theses. SCI considers it inappropriate for a supervisor of the doctoral student to act as chair. Instead, SCI recommends that the formally appointed examiner act as chair at licentiate seminars.

Candidate

Supervisor

6 weeks

Send the following forms to the Coordinator of third-cycle education subject

- Form Anmälan – Licentiatseminarium (FO-ANLI) (pdf 228 kB) .

- The eISP must be updated in the system.

- Form Summering av kvalitetsgranskning (FO-SUKV (docx 71 kB) ).

- Via e-mail: Preliminary version of thesis.

- Study plan and quality assurance forms are controlled and signed by the coordinator of third-cycle education subject (FoA)

- FoA forwards all enclosures to SCI Offices.

Supervisor

Candidate

Coordinator of third-cycle education subject

> 5 weeks

All forms submitted to the SCI Offices.

Coordinator of third-cycle education subject

4 weeks

External lic-reviewer and examiner assigned. Department and external lic-reviewer notified. The thesis is now being printed.

Posting step by step
An electronic version of the thesis is, according to the President’s decision, published in the KTH publication database DiVA at the time of exhibition.

The thesis is printed. Physical copies to be sent to:

* The KTH Library

* The SCI Office of Student Affairs

* The external reviewer, the examiner, the supervisors, and other relevant recipients. Also prepare copies for both participants and attendees at the licentiate seminar.

Dir. Post-grad studies

Candidate

3 weeks

- Departments and the KTH-calendar are informed about the defence.

Decision is written from Doctoral studies officer.

Candidate

Department SCI Offices

0 weeks

Oral defence

My employment

Support and service

Education

Research

Organisation and regulations

Public Defence of a Doctoral Thesis and Licentiate Seminar

Time plan for Ph.D. defence

13 weeks before

Note:

12 weeks before Pre-Examiner is appointed.

Ensure your proposals comply with the following rules:

Opponent

Chairperson

Grading committee

9 weeks before

8 weeks before

5 weeks before

4-3 weeks before

0 weeks Oral defence

Actions After the Defense

Licentiate seminar

Contact