Defence of dissertation - Checklist

All points in time are given as absolutely latest relative to the date of the defence. Any delay in time is not possible to compensate for and will result in its postponement.

Point in time What needs to be done Responsible Comments, links Check
> 10-12 weeks before defence Suggest faculty opponent, members of the grading board, chair, internal advance reviewer and stand-in replacer to  the Director of Third Cycle Education Supervisor

E-mail name and CV or links to updated home pages for the faculty opponent and, if available, to the grading board members with information about their current positions, titles. Describe shortly the rationale behind their selections as experts.

The majority of the grading board members must be Assoc. Professors or Professors or equivalent.

The majority of the ordinary members of the Grading Board must be recruited from outside KTH.

At least one member must be a teacher from another university.

A gender balance is requested for the grading board.

See
 
  Contact the third cycle education administrator to make sure that the date you plan to book is available. Supervisor or Ph.D. student

Possible dates for dissertation:
Jan. 7- June 15, and Aug. 15-Dec. 20.
(Recommended starting time: 10.00 or 13.00)

There may only be one PhD defence or licentiate at the same time in the same PhD subject.
 
  Contact faculty opponent, grading board members and chair after acceptance from the Director of Third Cycle Education Supervisor Provide the opponent and board members with a list of the scientific papers that will be included in the thesis, and when available, PDFs of the same.
Provide information on a tentative time-line when to expect the complete thesis to be submitted.
 
  Book a room for the defence Ph.D. student See 
e.g. Kollegiesalen, Brinellv. 8,
or F3, Lindstedtsv. 26
 
  Help opponent and members of the grading board with travel and reimbursement arrangements. Supervisor Provide information to the HR-office regarding the name and e-mail address of the faculty opponent to ensure his/her reimbursements.
Inform the grading board members how to claim travel/living expenses.
 
  Contact internal advance reviewer. Supervisor

The internal advance reviewer must not be biased and not be a regular member of the grading board.

The internal advance reviewer may act as a stand-in replacer as long as none of the regular grading board members is not from the same division.

The internal advance reviewer must at least be an associate professor (docents).

 
7-8 weeks prior to defence Put the text of the summary (“kappa”) in a template if this is not already done. Ph.D student

Use KTH Template or own formats (except front pages etc.)

All theses must have their English and Swedish abstracts, max 350 words, and should be written towards a broader audience. The abstract must also include the title of the thesis, the author and the affiliation as well as key words.

Include an author contribution description, detailed for each scientific paper included in the thesis. Emphasize on the progression of the student to become an independent researcher.

Provide information of the intended reading audience for the summary (“kappa”)

Further information is provided at the KTH webpage: Anvisning om avläggande av doktorsexamen
 
  Perform plagiarism control on the summary and the manuscripts. Supervisor A tool is e.g. available at Bilda (Turnitin)  
7 weeks prior to defence Hand in the complete thesis to the internal advance reviewer. Supervisor
Ph.D student
Make sure that the internal advance reviewer has sufficient time to read and comment on your thesis (at least one week)  
6-7 weeks prior to defence

Contact the printing office ( US-AB) to set up a time for printing of your thesis

Ph.D student

A minimum of 30 copies should be printed.

All expenses must be approved by your supervisor (discuss if color printing of some pages is necessary)

See Thesis printing details
 
6 weeks prior to defence Comments provided by the internal advance reviewer. Supervisor
PhD-student

Revise your thesis according to suggestions/comments provided by the internal advance reviewer. Discuss with your supervisor.

Make sure that you have asked and been granted permission for publication of all published scientific articles, and for figures included in your summary, if taken from yours or other published sources

 
>5 weeks prior to defence

Complete the following forms and send them to the third cycle education administration office at TR 42

  • Application thesis defence (called Anmälan – Disputation) *
  • Summary of advance review (called Summering av förhandsgranskning för licentiatuppsats/ doktorsavhandling)
  • Individual study plan (called Individual study programme)
Send an electronic draft of the thesis to the Director of third cycle education.
 

Supervisor
PhD-student

All the forms needed are found here. Even though the page is mainly in Swedish, much info is given in both English and Swedish.

*Fill in the final names and e-mail addresses of the faculty opponent, grading board members, the chair and the stand-in replacer, to be approved by the Director of third cycle education.

Make sure that you address in the final ISP how each , stipulated by the Higher Education Ordinance, has been fulfilled.

All course requirements must have been fulfilled (e.g. 60 ECTS credits) prior to the defence
(not necessarily finally registered in Ladok)

Note if this deadline is ignored or your course credits are not fulfilled you have to postpone your defence!
 
>5 weeks prior to defence

The thesis should be provided with the following numbers:

TRITA-CHE-serial number.

ISSN 1654-1081

ISBN number

Prepare the electronic posting sheet (Spikblad)

Do the electronic posting in DiVA

Ph.D student

TRITA-CHE-serial number. This is handed out by the third cycle education administrator.

You request an ISBN number by filling out  this form from KTHB 

Make sure that you write the correct PhD subject: Chemistry, Fibre and Polymer Science, or Chemical Engineering

NOTE! The abstract cannot be longer than 2000 characters including spaces!

The thesis must be officially received three weeks before the defence.

Do the electronic posting in DiVA.

 
5 weeks prior to defence Send your thesis, including "spikblad", to the printing office. Ph.D student Printing proofs must be carefully reviewed  
4 weeks prior to defence

Prepare and send the distribution list to the third cycle education administrator

Send your printed thesis according to the distribution list.

Ph.D student

The distribution list (including relevant recipients only) must be signed by the Dean three weeks before the defence.

You’ll find the Distribution list here (Called Distributionslista, doktorsavhandling, licentiatuppsats). Even though the page is mainly in Swedish, much info is given in both English and Swedish.

 
4 weeks prior to defence (Mandatory) Final determination of the faculty opponent, grading board members, chair and stand-in replacer. Director of third cycle education FYI  
3 weeks prior to defence Decisions on the dissertation are sent to all concerned parties (including a letter of invitation and information on the general procedure for the defence). The third cycle education administration. FYI  
  The thesis is officially announced at the KTH web-page The third cycle education administration FYI  
About 1 week prior to the defence Defence protocol sent to the appointed Chair of the defence The third cycle education administration. FYI  
The day of defence Bring the defence protocol
Receive opponent, grading board members, chair and call the stand-in replacer (if necessary).
Supervisor Document sent from the third cycle education administration office to the chair one week in advance.  
After defence Bring the signed protocol to the third cycle education administration office Chair Make sure that the document is correctly signed and that all participants at the meeting are documented with names.  
Apply for a PhD.
Send the form to the third cycle education administration officer. All courses must be registered in Ladok
Ph.D student

The application for a doctoral degree is found hereThe form is called Ansökan om doktorsexamen. Even though the page is mainly in Swedish, much info is given in both English and Swedish.

 

CHE Third cycle education office: Teknikringen 42

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