How to book a doctoral defence ceremony date?

Introduction

  • Booking a ceremony date will be possible after the approval of both the draft thesis manuscript and the composition of the thesis 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 by e-mail.
  • There will be 15-week period between the time you are able to book a doctoral defence ceremony date and the first available slot. This means that only promotion slots meeting this requirement will be available in the Hora Finita ceremony calendar. The period of 15-weeks is required to conduct 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.
  • Available promotion slots will gradually be filled, as the date can only be booked after approval of the manuscript and thesis committee.
  • The persons who can book a promotion slot remain unchanged, so PhD candidates will not have the ability to book slots themselves. The following roles are authorized to make a reservation for a doctoral defence ceremony date:
    • (co)Supervisors
    • Secretary of the supervisor
    • Chair group secretary

Booking a doctoral defence ceremony date

Once the composition of the Assessment Committee for the defence of the doctoral thesis has been approved, it is possible to book a ceremony date for the PhD candidate. 

  1. Go to PhD ceremony calendar.
  2. Select the location 'Omnia Auditorium' and the desired (available) month.
  3. Select an available day and time.

The next step is to make a booking for the PhD candidate.

  1. Select the PhD candidate in the drop-down overview.
  2. Click 'Submit to reservation service'.

3.    The final step: click 'Confirm'. Click 'Back' if you prefer to book another date.

First, the booking will start synchronizing. This will process the booking in TimeEdit - Academic Ceremony Calendar.

Refresh the page to verify that the booking was processed successfully. This takes a few seconds.

The following involved parties will be informed of the ceremony date by Hora Finita:

  • PhD candidate
  • (co)Supervisors
  • Chair group secretary
  • Graduate school
  • Members of the Assessment Committee