How to book a doctoral defence ceremony date?
Introduction
Booking a ceremony date is possible after the approval of the manuscript and the composition of the Assessment Committee. This means that in order to secure a slot, both criteria must be met. A confirmation and invitation to book a ceremony date will be sent to the supervisor by email.
There is a 15 week period between the time you are able to book a ceremony date for a PhD candidate and the first available slot. This period is required for the evaluation of the draft thesis by opponents and additional evaluations in case of a cum laude or a rebuttel. Please note that this timeline is specific to each PhD trajectory.
The following roles are authorized in Hora Finita to book a slot for a ceremony date:
- (Co)promotors
- Secretary of the promotor
- Chair group secretary
Booking a doctoral defence ceremony date
1. Go to PhD ceremony calendar > PhD ceremony calendar
2. Select the PhD ceremony location Omnia Auditorium and the desired (available) month
3. Click on the preferred slot
4. Select the PhD candidate in the drop-down menu
5. Click on Submit to reservation service
6. Click on Confirm to book the slot
If you want to change the date or time, click on Back underneath Navigation at the right side of the page.
The booking will start synchronizing, in order to publish the ceremony in TimeEdit TimeEdit - Academic Ceremony Calendar.
7. Refresh the page to verify that the booking was processed successfully.
8. If the booking has processed successfully, the slot will turn red: confirmed.
The following involved parties will receive an email from Hora Finita about the ceremony date:
- PhD candidate
- (Co)Supervisors
- Chair group secretary
- Graduate school
- Members of the Assessment Committee