This page provides support for doctoral students, supervisors, and department representatives at the Faculty of Science on how to register for a thesis defence. A more detailed description can be found in the document below.
Shortcuts to the content on this page:
- Time for the defence
- Book a date for a thesis defence – to be done by the doctoral student
- Send information documents to the examining committee members and external reviewer – to be done by the departmental representative
- Submit an application for a thesis defence – to be done by the departmental representative or head of department
- Digital components of thesis defences
- Announcement and nailing of the thesis – to be done by the doctoral student
- Examining committee minutes – to be handled by the chair of the examining committee
- Degree – to be handled by the doctoral student
The general rule is that the thesis defence is to be held during the semester. In the spring semester, the defence can be held from the start of the semester up to and including the Friday before midsummer. In the autumn semester, the thesis defence can be held during term time, except during the winter break which is 22 December to 6 January.
If there are special reasons, the defence can be held at another time. Contact the administrator at the faculty office for more information.
As a doctoral student, you book the date of your thesis defence in the thesis defence system. Book the date as soon as possible after your individual study plan has been followed up and you have received confirmation that it is time for you to defend your thesis. When you book the date, you need to add your departmental representative as administrator.
Instructions on how to book a date for a thesis defence:
- Log in to the thesis defence system - lth.se
Log in with your Lucat identity (do not add "@lu.se" to the username).
- Fill in all fields in the booking form and add your departmental representative as administrator of your booking.
- Click on the button "Book and email".
- Notify your departmental representative that he or she has been added as an administrator in the booking.
Send information documents to the examining committee members and external reviewer – to be done by the departmental representative
As a departmental representative, you need to send a short information document to those who are asked to act as examining committee members and external reviewer. When they accept the assignment, they need to digitally fill in the short form in the document and then send the document back to you. You confirm that this has been done by checking a specific field in the application for the defence in the defence system.
Submit an application for a thesis defence – to be done by the departmental representative or head of department
As a departmental representative or head of department, you need to submit an application for the thesis defence at least eight weeks before the date of the defence. Please note that the summer and winter breaks are not included in the eight weeks (summer break: from Friday before midsummer up to and including 15 August. Winter break: from 22 December up to and including 6 January).
1. Log in
Enter your Lucat identity (do not add "@lu.se" to the username).
2. Make sure there is a date booked for the thesis defence
In order for the defence to be registered, the date must already be booked.
3. Fill in the registration form
To apply for a thesis defence, click on the link "Application" and fill in all fields. If you want the defence to be streamed, you need to mark the field for this. Two new fields will then appear – one where you enter if the defence will have a digital link and one where you justify why the defence should have digital components. You also need to specify which persons will participate digitally, by marking the relevant fields.
Then upload all the requested appendices:
- Brief CV including publication list for the past five years for the external reviewer, the examining committee members, and the substitute committee members.
- A summary of the doctoral student’s contribution to the thesis (applies to compilation theses).
Members of the examining committee, the substitutes, and the external reviewer must at least have attained the academic degree of Associate Professor (docent) or have equivalent qualifications (i.e. have the qualifications expected of an Associate Professor, such as a substantial academic output after completing their doctoral thesis and some experience in supervising doctoral students). The degree of Associate Professor or equivalent qualifications must be included in the CV.
4. Submit the application form
Once you have filled in all the required information and uploaded the appendices, click on the “Applicate and email” button at the bottom right of the page. Please note that only the departmental representative or the head of department (for the Department of Physics: only the head of department), are authorised to click on this button.
Then you print out the application, sign it with a blue ink pen and send it to Constance Holmbäck, Faculty of Science Administration Office, HS 39.
As a general principle, PhD thesis defences are to take place in a room that the University provides, with all participants in physical attendance. However, certain digital components of the defence may be permitted if there are reasons to do so. The request for digital components is to be made by the department representative or the head of department when submitting the application for the thesis defence. The Vice-Dean will then decide on the matter.
Decision on digital components
Decisions on digital components of thesis defences are taken in conjunction with the designation of time, place, external reviewer, examining committee members and substitute members. The Management regulations for the public defence of doctoral theses at the Faculty of Science, STYR 2020/1448 (PDF, 190 kB, new tab), apply, with the following additions:
- In conjunction with the thesis notification, the department representative or head of department to request the digital components that have been proposed.
- Before the request for digital components is made, the department representative or head of department has to consult with the doctoral student and principal supervisor.
- The doctoral student has to be aware of any digital components which are to be included in the thesis defence.
- The doctoral student’s wishes as to whether the external reviewer will participate digitally have to be taken into consideration.
General rules on attendance for thesis defences
The following applies:
- The general principle is that thesis defences are to take place in a room that the University provides, with all the participants in physical attendance. However, digital components may be permitted if there are reasons to do so.
- The author of the thesis and the person appointed as chair for the defence must always be in physical attendance at the premises, even if digital components of the defence are permitted.
- At least one supervisor and two members of the examining committee are also to be in physical attendance during the thesis defence, unless there are valid reasons to the contrary (contact the Faculty administration).
- The external reviewer, the remaining members of the examining committee member, and other supervisors may attend remotely.
- Local substitute members of the examining committee are to be present in person, so that a regular committee member participating via a link can be easily replaced in the event of technical problems.
If the external reviewer and examining committee members are not present in person, the following applies:
- The external reviewer must have access to the presentation by the author of the thesis and be able to participate throughout the thesis defence.
- Examining committee members must have access to the presentations and be able to participate throughout the thesis defence.
- The chair of the thesis defence is to be available for direct telephone contact so that any technical problems can be handled.
- In the event of a technical failure which entails that the external reviewer or a committee member cannot fully participate, the thesis defence must be conducted again or postponed.
Live streaming of thesis defences
Thesis defences at Lund University are to be organised in rooms where the public has the possibility to attend and pose questions, and where appropriate technology is provided. Digital components of thesis defences may include live streaming, which means that audio and video are broadcast in real time over the internet and are not recorded and stored. This option does not need to guarantee the possibility for remote participants to pose questions.
One section of the room used for a thesis defence is to be excluded from live streaming. The chair of the thesis defence is responsible for ensuring this and also for ensuring that members of the public who wish to sit in that section are shown where it is located.
Announcement of thesis defences with digital components
When announcing a thesis defence, the public is to be informed of the following:
- that the thesis defence will take place at a specified location
- any digital components that might be included
- whether the thesis defence will be live-streamed, and, if so, that a section of the room will be excluded from live streaming.
Change in decision
The Vice-Dean for third-cycle education takes decisions on digital components in specific thesis defences. The following applies regarding amendments to these decisions:
- If any part of the Vice-Dean’s decision needs to be changed, or if the thesis defence needs to be cancelled, a department representative can request that the Vice-Dean take a new decision.
- If a member of the examining committee is to be replaced, it is often appropriate that the substitute steps in as a regular member and a new substitute is appointed.
- If an external reviewer is to be replaced, it is often appropriate that one of the examining committee members steps in as external reviewer, that the substitute steps in as a regular member, and a new substitute is appointed.
- Decisions about substitutes may as a rule be taken at short notice (a few days).
The examining committee’s meeting
- One of the members of the examining committee who is in physical attendance during the thesis defence is to be selected as chair of the examining committee’s meeting.
- The examining committee’s chair is responsible for the examining committee’s meeting.
- If any of the members participate digitally, the examining committee’s meeting is to be held digitally. A link to the meeting is to be made available only to the members of the examining committee, the external reviewer, and supervisors.
- The external reviewer and supervisors are to be available to respond to questions from the examining committee and may participate in discussions, but are not to take part in the decision.
At least 24 days before the public defence, the thesis must be made available for scrutiny by the academic community and the general public. This is done, among other things, by the nailing of the thesis, which is done by the doctoral student. Please note that summer and winter breaks are not included in the 24 days (summer break: from Friday before midsummer up to and including 15 August. Winter break: from 22 December up to and including 6 January). If you are prevented from doing the nailing in time, please contact the administrator at the faculty office and we will try to find a solution.
Nail your thesis:
- Register the thesis electronically in the Lund University research database, LUCRIS.
- Submit three copies of the printed thesis to the reception desk at the Lund University Library (UB) in Lund. Make sure you get a receipt confirming that you have submitted the thesis.
- Submit the receipt from the Lund University Library and two copies of the printed thesis to the Faculty of Science Administration Office.
After the thesis defence, the examining committee minutes must be signed by the chair of committee and then sent to Constance Holmbäck, Faculty of Science Administration Office, HS 39.
You apply for a degree certificate through an application form.