Checklist for Chair of evaluation committee and the PhD coordinator

The faculty is responsible for organizing the public defence. The Chair of the evaluation committee and the faculty’s PhD coordinator have a pre-agreed upon division of responsibilities.

The Chair of the Evaluation Committee is responsible for the following tasks, in advance of, and on the day of the defence:

  • Agree upon on a progress plan for the final phase of the PhD with the PhD coordinator. There should not be a gap of more than 5 months between the submission of the thesis and the public defence.
  • The date for the public defence can be set before the thesis has been approved, but it is important to remember that this involves a risk of having to cancel the defence in the event that the thesis is not approved. The date of defence can be agreed upon before the dissertation is approved.
  • Ensure that the evaluation committee’s work in assessing the thesis is summarized in a well-reasoned report on whether the thesis is worthy of being defended for the PhD degree. The report should be ready no later than 25 working days before the planned defence and sent to the faculty’s PhD coordinator.
  • Request the two opponents to suggest topics for the trial lecture and come to an agreement on the topic. Ensure that the PhD coordinator receives the topic for the trial lecture well in advance of the topic being publicized for the PhD candidate, at least ten working days prior to the public defence.
  • Manage the evaluation of the trial lecture and public defence. Complete the notification form from the evaluation committee and hand it over to the PhD Coordinator.
  • If the Chair of the evaluation committee wishes to host a preparatory meeting for the remaining committee members the night before the defense, the rules pertaining to entertaining expenses and expenses for food and catering in the Personnel Manual for Civil Servants apply.

The faculty’s PhD coordinator is normally responsible for the following tasks, before the defence and on the actual day of the defence:

  • Ensure that the PhD candidate has the opportunity to send written comments on the evaluation committee's composition, once the doctoral committee has approved the composition of the committee or afterwards.
  • Send the thesis to the committee, together with an overview of where the work was completed, the name of the supervisor(s), documentation of approved coursework and declarations of co-authorship, if any.
  • Send the PhD Regulations, Guidelines for the Evaluation of Norwegian doctoral degrees and Procedures for Public Defence at UiS to the committee members.
  • Coordinate the date of the defense with the involved parties (PhD candidate, supervisors, committee members, head of department and dean).
  • Ensure that the committee’s assessment report is sent to the PhD candidate, supervisor and head of department as soon as it has been approved by the dean/vice-dean of research.
  • Ensure that topic for the trial lecture published and that the candidate is informed of said topic at 10 a.m., ten working days before the trial lecture.
  • Book a room for the public defence. Also ensure that the committee members have a room for their use between the trial lecture and public defence, should both fall on the same day.
  • Make arrangements in cooperation with the Chair of evaluation committee regarding the arrival and departure of the committee members and ensure that accommodation is arranged.
  • Arrange lunch for the committee members, the supervisor and the moderator on the day of the defence.
  • Make sure you have an IT expert on hand during the public defence.
  • Show the defence venue and the available equipment to the committee members. Make arrangements if they want to use the microphone.
  • Ensure that the PhD thesis is accessible in the room at 12 pm. It is also beneficial if you make some copies of the abstract and put them in the room so they are easlily accessible to the audience. 
  • Once the thesis has been approved, ensure that the committee members sign a copy of the thesis.
  • Give the committee members the necessary forms for reimbursement of travel expenses and payment of fees well in advance of the defence. Also ensure that they send a copy of their passport, the completed travel expense form and the form for remuneration to the faculty