Public defence at the Philosophical faculty

Finalising the dissertation and agreeing on the public defence

Once you have received permission to defend, it is time to finalise your dissertation for publication and agree on the arrangements for the public defence. Allow at least three months for the finalisation and publication process. Take this into account when planning the date of the public defence with your primary supervisor. You can also learn about the doctoral dissertation examination process by watching the recorded info webinar (opens in a new tab) (link requires a UEF sign-in). The webinar is in English.

Read more about the publication process on the page Guidelines of the Philosophical Faculty on finalising, publishing and printing doctoral dissertations.

Agreeing on the date and venue of the public defence

1. Discuss the date of the public defence with your principal supervisor. Note that preparation usually takes at least three months from the granting of permission to defend.
2. Negotiate the timeline with the publication series editor or external publisher as well.
3. Agree on booking the defence venue with your principal supervisor – which of you will handle the booking? At the Philosophical faculty, venue reservations are requested from Academic Affairs Secretary Riikka Hujanen.
4. If you would like livestreaming, submit a service request to the university’s technical support. Read more on the section “Order a livestream for your doctoral defence” below. Please note that live streaming requires the consent of all parties (the doctoral researcher, opponent, and custos).

Public defences at the Philosophical Faculty are held on the Joensuu campus.

Selection of the opponent

The principal supervisor together withdhe vice head of department responsible for research are responsible for selecting the opponent. You do not influence the selection of the opponent, but you may be asked for suggestions or comments regarding potential conflicts of interest.

Requirements for the opponent

• The opponent must be a person external to the University of Eastern Finland, with at least the qualification of a docent or equivalent academic qualifications.
• A person who has had joint publications or research projects with you during the dissertation project, or who is otherwise disqualified, must not be appointed as the opponent.

If there is uncertainty about qualifications or potential conflicts of interest, the principal supervisor should discuss the matter with the vice head of department responsible for research. The university’s disqualification guidelines can be found on the UEF Intranet (opens in a new tab) (UEF login required).

Dean’s decision on the public defence

The principal supervisor and the vice head of department responsible for research submit a proposal for:

• the opponent or opponents
• the date of the defence
• the defence venue
• the custos

The Dean makes the decision on the public defence. The decision also includes the final title of the dissertation.

Publishing the dissertation

The dissertation may be published in the faculty’s own series, with an external publisher, or left unpublished (so-called self-publishing). You are responsible for the publication process and the distribution of printed copies. Read more on the page Guidelines of the Philosophical Faculty on finalising, publishing and printing doctoral dissertations.

Preparing for the public defence and the defence day

Communicating about the defence

The university’s communications services publicise your dissertation on the university website, social media and to the media. Complete the electronic defence notification form at least two weeks before the public defence. Read more below:

Defence photograph

A photograph of you may be distributed to the media alongside the defence notice. The photograph is voluntary. If you would like your photograph included, have it taken at least two weeks before the public defence. Instructions can be found on the section Communicating about the defence.

Defence coffee

After the public defence, you offer coffee to the audience. You are responsible for ordering and paying for the refreshments. More information on ordering can be found in the checklist for the doctoral candidate below.

Karonkka (celebratory dinner)

The karonkka is an academic celebration usually held on the evening of the defence day in honour of the opponent. You are responsible for the arrangements, the event and the costs. Read more on the page Karonkka (celebratory dinner).

Support for communication and presentation

Explore the Support for communication at the public defence materials in eLearn Moodle (opens in a new tab) (UEF login required). With the help of videos, instructions and examples, you can:

• prepare your lectio praecursoria (opening presentation)
• practise interaction with the opponent
• prepare for media interviews
• prepare your karonkka speech

Materials are available in Finnish and English.

Checklist for the doctoral candidate

Below is a timeline covering the entire defence process from the granting of permission to defend to the defence day. The timelines are indicative and intended to support your own planning.

Immediately after receiving permission to defend

• Contact the publication series editor.
• Agree on and book the defence date and venue together with the opponent, custos and principal supervisor. Venue reservations are requested from Academic Affairs Secretary Riikka Hujanen.
• Ensure that your unit arranges the opponent’s travel.

1–3 months before the defence day

• Submit the material to the publication series editor.
• Finalise the dissertation material for publication.
• Agree on how to deliver the material to the printing house.
• Order defence coffee from the campus restaurant nearest to the defence hall (opens in a new tab). The refreshments are served in the restaurant or in the lobby – remember to book the lobby if you choose it. You may replace coffee with a celebratory toast, for example. You are responsible for the costs.
• Begin karonkka arrangements:
  • Plan the guest list and send invitations.
  • Book a venue for the celebration.
  • Request quotes for dinner catering.
  • Acquire attire for the public defence and the karonkka.
• Make use of the Support for communication at the public defence resource bank in Moodle (opens in a new tab) (UEF login required) when preparing your defence notice, lectio and karonkka speech. Discuss the traditions and practices of your discipline with colleagues and supervisors.
• Read more about organising the karonkka on the page Karonkka (celebratory dinner).

Approximately one month before the defence day

• The material should be laid out and ready for printing.
• The series editor must have given written approval for printing.
• Agree on the proofreading process and check the layout proof.
• The defence photograph is voluntary. Instructions can be found on the section Communicating about the defence above.
• Complete the defence notification form at least two weeks before the public defence. Read more on the section Communicating about the defence.

One week before the public defence

• Ensure that your dissertation is publicly available at least 7 days before the public defence. Deliver, or ensure that the printing house delivers, the printed version to your campus library and the electronic version to the library for online publication.
• Distribute the dissertation to members of the university community in accordance with the faculty guidelines.
• Read through the order of the public defence on the section Public defence procedures at the Philosophical Faculty below.
• Reflect on your research journey, trust your expertise and do something relaxing. The defence day is a celebration of you and of scientific knowledge – warmest congratulations!

Public defence procedures at the Philosophical Faculty

Stages of the defence in brief

1. The custos opens the event and introduces the participants.
2. Lectio praecursoria (lectio) – you present the background, objectives and key results of your research.
3. Defence – the opponent engages in a discussion with you on the content of the dissertation and poses questions.
4. Conclusion –the custos closes the event when the discussion has concluded.

The event usually lasts approximately 2–3 hours, but the duration may vary depending on the research field and the scope of the discussion. The opponent may use a maximum of four hours for the examination. If the event exceeds three hours, the custos will announce a break.

Detailed order of the event

Dress code

You, the custos and the opponent dress in accordance with traditional academic convention: tailcoat with dark waistcoat (or official dress without decorations), dark suit or other dark attire. Agree on the dress code with each other well in advance.

Arrival and beginning

• The public defence begins 15 minutes after the announced starting time (e.g. at 12:15 if the announced time is 12:00).
• The participants enter the hall in the following order: first you, then the custos, and last the opponent.
• The custos and the opponent hold their doctoral hat in their hand when entering and leaving the hall. During the event, the hat is placed on the table with the lyre facing the audience.

Opening of the event

Once everyone is seated, the custos opens the event by stating:

“Having been appointed by the Philosophical Faculty custos of these proceedings, I now declare the examination open”

The custos then introduces you, your dissertation and the opponent.

Lectio praecursoria

You deliver your lectio standing. It may last a maximum of 20 minutes. Begin by greeting the audience:

“Madam/Mr Custos, Madam/Mr Examiner, Ladies and Gentlemen.”

If necessary, a translation of your presentation is provided to a foreign opponent.

At the end of the lectio, you state:

 “I now ask you, Professor X (Doctor X, etc.), as the opponent appointed by the Philosophical Faculty to present those criticisms which you feel are justified concerning my dissertation.”

Opponent’s examination

• The opponent presents a brief opening statement while standing, in which they discuss the position and significance of the dissertation’s topic in academic research.
• You listen to the statement while standing at your presentation position, facing the opponent.
• After the statement, both of you sit down.
• The examination usually begins with general questions about the choice of research topic, methods and data, after which it moves to more specific details.
• Correction of typographical errors is avoided during the event. You may provide a written list of errors, which the opponent will attach to their statement.
• The opponent may use a maximum of four hours for the examination.

Closing of the event

• After the examination, the opponent presents a closing statement while standing. You listen to it while standing, facing the opponent.
• After the closing statement, the opponent sits down.
• You express your thanks to the opponent, turn to the audience and state:

“I now invite those members of the audience who wish to question the content of my dissertation to ask the custos for the floor.”

• The custos chairs any contributions from the floor and ensures that you are given the opportunity to respond to each remark and that the discussion stays on topic.
• The custos stands and closes the event by stating:

“I now declare the examination concluded.”

You may then invite the audience to the defence coffee, for example by saying:

“Ladies and gentlemen, I would like to warmly invite you to my defence coffee at [location]. Welcome!”

Leaving the hall

The participants leave the hall in reverse order: first the opponent, then the custos, and last you.

Congratulations

The audience does not applaud or show approval during the event. Congratulations are reserved for the moment when you have left the hall and had the opportunity to thank the opponent and the custos.