PhD defence procedure

In order to be admitted to the PhD defence procedure, a number of forms (1 through 3) must be completed in stages and submitted to the Beadle’s Office. This administrative procedure takes place through Hora Est, the online registration system of the Beadle’s Office. The forms must be accompanied by the required signatures and enclosures: a certified copy of the qualification (if obtained elsewhere than the EUR), proof of ID and – if relevant – an application for exemption stating the reasons.

Timeframe

Action

Timeframe

Special requirements

Form 1
To be completed, printed out and signed by the PhD student and his/her PhD supervisor/s. To be submitted to the Beadle’s Office.

At least
6 months

before the intended PhD defence date

The candidate must have at least two supervisors. Append the following documents to Form 1: photocopy of passport, certified copy of Master’s degree certificate (if not issued by EUR). If the candidate holds a foreign degree: confirmation letter issued by Admissions Office.

Form 2
Notification that the thesis has been approved by the PhD supervisor/s, and proposal for the composition of the small and large committees + expert (where applicable).
To be printed out and signed by the PhD supervisor/s and submitted to the Beadle’s Office.

At least
5 months

before the intended PhD defence date

Append the following documents to Form 2: manuscript + title pages, summaries in Dutch and English, CV, portfolio, reference check report and propositions.

Discuss intended date of PhD defence with the Beadle.

At least
5 months

before the intended PhD defence date

The scheduling of the provisional date is contingent on Form 2 and all the requested appendices having been submitted to the Beadle’s Office.

Form 3
Notification of the small committee’s opinions on whether or not the thesis meets the requirements.

At least
3 months

before the intended PhD defence date

 

Append the following documents to Form 3: Opinions issued by all committee members

Form 4
Submission of request to confer a cum laude degree (where applicable).

At least
7 weeks

before the intended PhD defence date

Submit request to Doctoral Degree Board

Submission of copies of thesis to Beadle’s Office, among other parties.

At least

5 weeks

before the intended PhD defence date

See Thesis Submission overview