Public examination of the dissertation
Preparing for the public examination, instructions for the doctoral candidate
- Starting the publication process 25 days before the public examination
- Starting the printing process 23 days before the public examination
- Sending the media information as soon as the permission to print is granted (at the very latest 15 days before the public examination)
- Public display of the dissertation 10 days before the public examination
Custos agrees on the date of the public examination with the opponents, taking into account:
- the time needed for the publication and printing process and the public display of the dissertation (at least 25 days from the permission to print to the public examination)
- the schedules of the candidate and other supervisors as well as
- the availability of suitable premises and/or services of the digiteam (opetushelp).
Only two public examinations requiring technical support from the digiteam on each campus (Lappeenranta and Lahti) can be arranged at the same time.
You should inform the following parties about the agreed date and form (on campus, hybrid, online) of the public examination:
- the University porters (yliopistomestarit@lut.fi)
- the school’s secretary (LBS.office@lut.fi, LES.office@lut.fi or LENS.office@lut.fi)
- the Doctoral School (saara.merritt@lut.fi)
You should book the auditorium when setting the date of the public examination from lut.lukkaritiimi@lut.fi. The public examination is held at the university premises, in accordance with the established practice.
It is worth checking beforehand that everything works in the auditorium (the equipment etc.) and agree on other practical issues with the university porters (yliopistomestarit@lut.fi). LUT University’s instructions for essential contact teaching will be applied to public examination arrangements.
If there is a need for remote connections, secure support resources from digiteam opetushelp@lut.fi Make sure that the auditorium is suitable for using remote connections.
If seen necessary, it is possible to arrange the public examination totally or partially remotely (online/hybrid). In case the opponent takes part via remote connections and the time difference to his/her country is big, it is possible to start the public examination at a different time than noon. However, you should make sure that the services (for example digiteam, room decorations, coffee etc.) are available early morning/late afternoon.
Zoom webinar will be used for the remote connection. Digital learning team and helpdesk are responsible for the technical support, they will go through the technology to be used with you and the custos before the public examination and take part in the event. Technical support can be provided for a maximum of two simultaneous public examinations, so make sure to secure the support early enough.
Contact opetushelp@lut.fi for technical support in both campuses.
The digital learning team will send links to the Zoom event to the custos/candidate/opponent(s) and the audience (different links). The Zoom application can be downloaded from Software Center (LUT staff).
Technical support has compiled instructions for opponents regarding the use of Zoom (Doctoral defense with Zoom webinar.pdf). Custos should forward the document to the opponents.
Candidate, custos and/or opponent taking part remotely:
- The Zoom application must be installed before the event.
- The digiteam will send a separate link to the meeting by email and the candidate/custos/opponent join the meeting via this link. By joining via this link the candidate/custos/opponent have full rights for speaking and sharing in the event.
- You and custos have to contact the responsible persons (see above) for the remote connection before the event to agree on a time for testing.
- The custos should invite the opponent to take part in the testing as well.
- The webinar will be organized so that the candidate, custos and opponent are side by side on the screen, like in traditionally organised public examinations.
Other participants:
- It is recommended that other participants use the Zoom application as well, since using a browser (Chrome) requires a Zoom account or signing in with a Google or Facebook account.
- The participants may test the sound beforehand, but the actual webinar will be opened a few minutes before the start of the public examination, after which the participants may join the event.
The general public will be given a chance to comment at the end of the event, in order to fulfill the legal requirements. Comments in remote public examinations will be posed in such a way that the candidate, custos and opponent(s) can hear and/or see them.
During the opponent questioning, the public’s microphones are muted automatically. At the end of the event the candidate calls upon the general public according to the usual protocol and the custos may instruct them to use the “Raise hand” function in Zoom. In case any comments arise, the microphones are unmuted.
You should prepare a so called lectio praecursoria for the public examination. The lectio lasts approximately 20 minutes and it should explain the research project, the underlying problems, development trends and in the latter part of the presentation, a summary of the crucial research problems of your work and the results. The lectio praecursoria is normally given in the language understandable to the general audience; highly specialized terms should also be avoided. If the language of the lectio praecursoria is Finnish, you should make a written version of it in English for the foreign opponents.
The official LUT PowerPoint -template can be chosen directly in PowerPoint (New -> LUT Office Templates).
The secretary of the school/unit will reserve the lunch and the coffee related to the public examination. You should contact the secretary about the required arrangements well in advance. Lunch and coffee services are considered private events.
The custos, the doctoral candidate and the opponent(s) are dressed in academic attire, a tailcoat (black waistcoat) or a dark suit. You as a doctoral candidate suggest the dress code and agree on it in advance with the custos and opponent(s). A foreign academic attire is also acceptable. Ladies wear a dark dress with a closed neckline and long sleeves.
The custos and the opponent should bring their doctor’s hats if they own one. The custos should discuss the issue concerning doctoral hats with foreign opponents well in advance. When the custos and the opponent enter and leave the ceremony venue, they carry their doctor’s hats in their hands; during the public examination the hats are on the table.
A video presenting a typical public examination at LUT is available in English. It gives an overall picture on how the public examination is held at LUT.
After the public examination there is usually a special occasion called “Karonkka”. It is a festivity arranged to honor the opponent. You are in charge of the arrangements and costs relating to Karonkka. Karonkka is considered a private event. See instructions for arranging the Karonkka party below in Files.